Vendor Terms and Conditions

OPENING HOURS: By accepting the vendor terms, you commit to keeping your sales point open according to the event’s official opening hours. The Helsinki Baltic Herring Market is open October 4–10, 2026: Sun–Fri 9:00 AM – 7:00 PM and Sat 9:00 AM – 4:00 PM. The vendor agrees that the sales point will be ready for business on the opening day at least one hour before the event opens and will remain open until the event closes.

TRANSFER OF SALES RIGHTS: Sales rights for the Helsinki Baltic Herring Market cannot be transferred to another entrepreneur. If your products sell out, please contact the event organizer.

SHARING A SALES SLOT: You may share a sales slot with another vendor if desired, but the sales slot agreement will be made with only one party, and billing will be sent to only one invoicing address. Only operators declared by the Vendor during the application phase may conduct sales at the sales point. In this case, the contracted vendor is responsible for the actions of the second vendor as if they were their own and must ensure that the second vendor commits to the Foundation’s vendor terms. Subleasing the sales slot is not permitted.

PRODUCT RANGE: The vendor commits to selling only the products listed in their application. Sales of unauthorized products can be prohibited immediately. If the products significantly differ from those listed in the application, the Vendor has until the following sales day to adjust the selection to match the application, or the organizer reserves the right to replace the Vendor with an operator from the waiting list.

Restaurant operators and food vendors are encouraged to use responsibly produced fish, organic, and local food, and to consider vegetarian options, special diets, and children. Note! Meat products cannot be sold at the market. Serving and tasting (food portions consumed on-site) are permitted only using biodegradable dishes.

THE HERRING JURY: Each year, the “Herring Jury,” consisting of food industry professionals, selects the three best products from the market’s selection in two categories: Spiced Fish and Herring Surprise (specialty/new flavor combination). The jury meets to taste the submitted products on the morning of the opening day. Participation is free of charge. Participation requires providing one Spiced Fish and/or one Herring Surprise product for the jury to taste. Registration for the competition is done via the application form.

PERMITS AND NOTIFICATIONS: The vendor must research in advance all obligations related to their sales activities (e.g., tax, employer, environmental, and health authorities).

The event organizer will provide a list of food vendors to the City of Helsinki food control authorities. The vendor is responsible for independently managing all notifications and permit matters related to food sales. Health inspectors visit the event regularly. Read the instructions for food sales and notifications here.

INSURANCE: The event’s own insurance does not cover damages to the vendor’s vehicle, vessel, movable property, or property left at the sales point. The organizer recommends that no cash float or other valuable, easily portable property be left at the sales point, even though the area is monitored 24/7. The vendor is responsible for locking their own sales point.

VEHICLES IN THE EVENT AREA: To avoid dangerous situations, vehicles are not permitted in the event area outside of designated loading times. The event area also includes surrounding street areas and sidewalks. Vehicles must be removed from the area 30 minutes before the event opens, and loading may begin 30 minutes after the event closes, once the area is cleared of customers. Parking a vehicle in the area for longer than the duration of loading is not permitted.

PAYMENT METHODS: By accepting the vendor terms, you commit to offering customers at least one electronic payment method. Accepting cash is still an acceptable way to trade, but the customer must have the option to pay for their purchases by card or phone.

TASTING AND SERVING DISHES: We aim to minimize mixed waste; therefore, all tasting and serving dishes for food and beverages intended for immediate consumption must be biodegradable. The public waste bins in the area are for mixed and bio-waste. If necessary, the organizer will also provide collection bins for returnable bottles.

RESPONSIBILITY AND ENVIRONMENTAL ISSUES: The organizer promotes sustainability in all areas of the event. The event utilizes the Eco-Compass environmental management system and a carbon footprint calculator. The environmental program obligates participating vendors to focus on reducing mixed waste, preventing food waste, and sorting waste, for which the event provides facilities in the maintenance area. Vendors will be provided with detailed sorting instructions in advance. The creation of plastic waste is avoided; products may not be served in plastic containers or packed in plastic bags (e.g., paper bags should be used) unless the quality of the product, such as for hygiene reasons, requires it.

All operators are encouraged to use efficient logistics, transport only full loads, and avoid vehicle idling. We also aim to reduce electricity consumption through economical electrical planning; vendors are required to use energy-efficient equipment and methods, such as infrared heaters instead of tent heaters. The use of gas, oil, or other fuel-powered heaters is prohibited.

The event is a discrimination-free event, and no inappropriate behavior is tolerated. The organizer requires all staff, vendors, partners, and subcontractors to commit to the principles of equality, fairness, and inclusion. The Safe Space principles and instructions for reporting grievances can be found on the organizer’s website.

Vendors must follow the provided health and safety instructions and measures during the event.

CARBON FOOTPRINT CALCULATION: The vendor commits to providing the organizer with the necessary data for carbon footprint calculation immediately after the event if requested. The data will be recorded in a template defined by the organizer. Detailed instructions will be provided closer to the event.

DECORATION AND CLEANLINESS OF THE SALES SLOT: No large products, signs, or other items that customers could trip over may be placed on the ground in front of or next to the sales slot. If the sales slot is a structure provided by the organizer, it is not permitted to attach advertisements, logos, banners, plastics, tarpaulins, or fabrics to the exterior surfaces without separate written permission from the organizer. The vendor must take good care of the structure and, at the end of the event, remove all tapes and other fasteners and deliver all waste to the designated locations.

LIABILITY FOR STRUCTURES, FURNITURE, AND COVERS: The organizer has the right to bill the vendor for repairs to damages caused to structures provided by the Foundation. A cleaning fee will be charged for waste and movable property left at the sales slot after dismantling.

If the event is canceled by the organizer (e.g., due to authority restrictions), paid sales slot and additional service fees will be refunded to participants.

CANCELLATION OF SALES SLOT: If a cancellation is made later than stated in the terms, the full base price (100% payment) will be charged. (Note: Compensation is not taken into account here.) Cancellations must be made in writing to silakkamarkkinat@eventshelsinki.fi or, in emergencies, by phone to the Executive Producer. Leaving an invoice unpaid is not a sufficient way to cancel a booking. The organizer will confirm receipt of the cancellation via email. If the Baltic Herring Market is canceled due to authority regulations or other reasons (Force Majeure), the organizer will refund the rent in full.

GRANTING COMPENSATED PRICES: Fishermen must provide the ELY Center’s decision regarding registration in the register of commercial fishermen.