Practical information for exhibitors
The most common questions about Sett. If you don’t find the answer – e-mail us: sett@easyfairs.com and we’ll be happy to help.
- The hall plan for 2025 can be found here.
- Update MyEasyfairs – questions? Contact christina.olsson@easyfairs.com
- Schedule the mandatory digital exhibitor meeting in your calendar. Choose one of the following times:
Tuesday 14/1, 10-11 am
Wednesday 15/1 9-10 am (in English) - Market your participation in all your channel with your banner. If you have uploaded your logo but haven’t received a banner in My Easyfairs – e-mail julia.skold@easyfairs.com.
- Plan the stand: book electricity, carpet, furniture, lightning etc
- Order stand-service here!
- Stand out from the competitors with extra visibility: christina.olsson@easyfairs.com
- Stand catering: konferens@kmcompany.se
- Book a slot at Sett stage to promote your products: christina.olsson@easyfairs.com
- Register stand personell in My Easyfairs.
- Plan deliveries to Sett– INFO
- Pre-order lunch vouchers to avoid standing in the queue to the restaurant: konferens@kmcompany.se
- Parking spaces are very limited, please use public transport.
Preparations
The better you prepare for your participation, the more successful it will be. Be sure to follow our checklist and stay proactive in your planning.
Would you as an exhibitor like to purchase a conference ticket at a discounted price? Then you will find a link for this in the confirmation you received when you registered as stand staff in My Easyfairs.
What is My Easyfairs?
The majority of visitors plan their visit through our website. The information entered in My Easyfairs is what is displayed in our exhibitor list on the website
Log in to My Easyfairs:
The contact person from your company has received information with a link
Have you previously filled in the information? They are still there – sign in once more to update your appearance on the website’s exhibitor list.
Add more users
You can invite more colleagues to get access to My Easyfairs.
Getting the right visitors to the exhibition is teamwork. Both we as organizers and you as exhibitors are responsible for inviting visitors. Statistics show that if exhibitors promote their participation in the exhibition beforehand, they achieve 250% better results than those who don’t promote themselves.
You can view the exhibition as a shopping mall. We, the organizers, are the mall, and you, the exhibitors, are the shops. To entice customers to visit your particular store over all others, you need to promote your presence and stand out from the crowd. Once there, your store should look appealing, and you should have knowledgeable staff to establish a good relationship with customers who actually come to the store.
To maximize your participation in the exhibition, we have tools to assist you.
Your exhibitor page on our website:
Under Exhibitors 2025 here on our website, you can see the information you enter in My Easyfairs. Here you can write about your company, upload innovative products, news and job ads. Statistics show that those who have a completed My Easyfairs profile are on average more successful on site.
Personalized invitation link:
In My Easyfairs you will find your personal invitation link. When someone registers for Sett via your invitation link, you can view their contact details under “Invite clients” in My Easyfairs. You can also set up a notification on your mobile phone when the person arrives at Kistamässan so you know when to be ready at the stand.
Tip. Create several different invitation links and distribute in different channels (such as newsletters, in your email signature and on social media) to see what brings the most registrations.
Personalized banner:
We will create personalized banners for you once you have uploaded your logo in My Easyfairs. You will find the link to your banner under “View documents” in My Easyfairs once the registration has opened.
Your personal banner is linked to your personal invitation link and can be used in your channels to spread your participation at Sett.
Are you missing yours even though the registration is open and you have uploaded your logo? Please contact julia.skold@easyfairs.com
Invitation Service:
If you don’t have the time, program or resources to send out newsletters, we are happy to help! You upload the data you want to invite to Sett in My Easyfairs under “Invite clients” and “Free Invitation service” and we create a newsletter with your invitation link that is sent to your database. Completely free of charge and GDPR safe! See one example of how it can look here.
For more information, contact julia.skold@easyfairs.com
We offer an incredibly broad and creative way to get extra visibility before and during Sett. Check out the possibilities here.
Interested?
Contact christina.olsson@easyfairs.com
Apply to showcase your most innovative product in our Innovation Gallery and appear under Innovations on our website!
You submit your application via My Easyfairs under “Manage profile” and “Innovations Gallery”.
Criteria for the application:
- The innovation should be new since the last implementation of Sett or significantly improved compared to existing methods or technologies in the education sector.
- The innovation should have a clear link to education, teaching, or learning, with a particular focus on how it can improve the school learning environment.
voco Stockholm-Kista
Welcome to voco Stockholm-Kista – a premium hotel with high service and standards to maximize your experience with us.
At voco Stockholm Kista, we know that a great stay starts with thoughtful details and service. Whether you are here to visit a trade fair, conference or on a business trip, our 201 inviting hotel rooms, conference, restaurant & bar, gym but also a SPA (with pool & sauna) and our friendly atmosphere make it easy to feel at home. We have everything you need for a smooth stay.
For conferences or group requests contact Sales Manager Nordics Anders Dahlin at sales.nordics@stockholmkistahotel.com
Book via the link in My Easyfairs under “View documents” to get a 15% discount on your booking.
Scandic Victoria Tower
Scandic Victoria Tower is located next door to Kistamässan. Rooms can be booked via Scandic Victoria Tower’s website www.scandichotels.se/victoriatower.
To get a 10% discount on your booking, enter the booking code: PRO10SE.
Enter the code in the “add booking code” box to receive the discount. The code is valid during the dates 13-20 April.
NOTE! The discount is valid on Scandic’s flex rates (i.e. not on their non-refundable web rate).
Other accommodation options can be found here.
Do you want to hold customer meetings, workshops, extra product presentations or something else during Sett? Then it is possible to book conference rooms on the lower floor. Contact us at sett@easyfairs.com for more information!
For stand catering contact
KM Restauranger
+46 (0) 8 410 608 20
konferens@kmcompany.se
Any food and/or beverages must be ordered through KM restauranger.
Find out how you can make your trade fair participation more sustainable. Read our recommendations here.
Note that from 1 January 2024 it is forbidden to use disposable items containing more than 15% plastic. This is good to keep in mind when planning your stand activities. Violating this law can result in fines. Read more here.
There is an additional charge for stands above 2,5 meters. Please contact Kista Mässervice for more information.
Are you planning to send materials to your stand before you arrive? Delivery times for the goods reception will be provided soon.
Delivery address:
Sett / Company / Stand Number Kistamässan
Vågögatan 3
164 40 Kista, SWEDEN
Goods arriving at the exhibition are transported to the assigned stand at a cost. The same fee applies to outgoing goods left at the stand. These costs will be invoiced to the exhibiting company afterwards. Please contact Kista Mässervice for more details.
Neither Kistamässan nor Kista Mässervice are responsible for goods before, during, or after the event.
If you are planning a program in your stand, please let us know. We will then publish it on the website so visitors can include it in their planning. Contact us at sett@easyfairs.com
Many of your stand orders can be easily managed in Kista Mässervices shop here.
For additional questions: kistamasservice@easyfairs.com
In January, a mandatory exhibitor meeting will be held where you as a team will receive important information and tips for the fair. Invitation to the meeting will be sent in the fall and you only need to participate in one of the meetings.
Dates and times:
Tuesday, January 14, 10-11
Wednesday 15/1 9-10 (in English)
In the spring, a meeting for stand staff will be held and includes training in the lead generation tool, tips for the fair and practical information. Invitation to the meeting will be sent in the fall.
Preliminary dates and times:
Wednesday, April 2, 10-11
Thursday, April 3, 13-14 (in English)
We are a smart event and use smart technology for on-site lead generation. See how it works here:
Link to introduction movies
There will be a photographer and filmer on site during both days. If you do not want to be on camera, please let the Service Center know on site.
As an exhibitor at an Easyfairs event, you’ll have access to an exclusive exhibitor academy with tips on how to succeed at a trade show.
View the online training here.
Beware of Fake List Vendors and Similar Scams!
Easyfairs draws your attention to fraudulent offers of list data and other “services” that you may receive via unsolicited emails.
If you receive such a communication, it is certainly fraudulent and does not come from Easyfairs. Easyfairs never sells visitor data to third parties.
The data provided by these companies is most of the time either inaccurate, incomplete, of poor quality or even fake and/or have been gathered or acquired in contravention of the General Data Protection Regulation (GDPR).
Any use that such companies make of the name Easyfairs or [SHOW NAME] is without our authorisation and is illegal.
Please do not respond to these emails. On no account should you make any payments to the companies behind them.
Please contact us if you feel uncertain at sett@easyfairs.com.
The last weeks before the show
It's getting closer!
Below are points that you as an exhibitor should be aware of at the latest the week before, provided of course that you've also checked off the list regarding preparations.
Main entrance
Kistamässan
Arne Beurlings Torg 5
164 40 Kista
We have created banners for you to use on your social media channels to spread the message that you are exhibiting at Sett. Make sure to join us in announcing that we finally get to meet again. If you’ve uploaded your logo, you will find a link to your banner on My Easyfairs. Missing your banner? Please contact julia.skold@easyfairs.com
Utilize your Smart Badge Reader and generate more leads through enticing offers. Connect your reader to exclusive information, new products, or other must-see content – and most importantly, make it clear to the visitors what they gain by scanning your specific reader!
This is done through My Easyfairs.
With a few simple tricks, you as an exhibitor can maximize your participation. Here’s a quick checklist:
- Update your profile on My Easyfairs.
- Promote your participation in your channels and invite your own customers.
- Invest time and effort into your stand to make it visually appealing to visitors. One tip is also to attract visitors with some form of activity, such as a contest, let them try mini-golf, or offer something tasty.
- Have the right people on site. Choose your most engaged and knowledgeable people to staff the stand.
- Engage your stand staff. Ensure adequate staffing and plan time for breaks and lunch.
- Actively use both Visit Connect and the Smart Badge reader during the exhibition.
- Don’t forget to follow up and reconnect with your leads after the exhibition! You can find your leads on My Easyfairs and on the Visit Connect portal.
- As an exhibitor at an Easyfairs event, you get to partake in an exclusive online training session along with the exhibition academy. They cover how to best succeed at an exhibition. View the online training here.In short, prepare well to excel!
As the person in charge of your stand, you must register your stand staff yourself via My Easyfairs. All stand personnel must be registered before you arrive at Kistamässan, here’s how you do it:
- Log in to My Easyfairs with the login you received when you booked a stand at the fair.
- Click on “forgot password” if you need a new login.
- Click on the fair you are exhibiting at.
- In your My Easyfairs timeline, select “Manage stand”, and then “Manage your personnel”.
- Press the green button “Visit Connect”.
You will now be linked to a new portal. Select “Team” in the menu bar on the left. - Click on “Add staff”, then “Register Stand personnel” and add the stand personnel’s details.
- Finally, you can choose to save the registrations or send them directly to your staff using the buttons in the far left corner.
There are very few parking options by Kistamässan. If possible use public transport.
Showtime
Now, the important part that we've all prepared for begins. It will be two jam-packed days of skill development, networking, and much more. Your work at the stand is more important than ever. A warm welcome!
April 8th 09.00-17.00, mingle until 19.00
April 9th 09.00-17.00
April 10th 08.45-15.30
There are several places to eat at Kistamässan during Sett.
Lunch vouchers can be pre-ordered through KM Restauranger, konferens@kmcompany.se.
In addition, there are also kiosks, shops, cafes, and restaurants close to the facility. Kista Galleria is also available approximately a 10-minute walk away.
Please note that during move-in on Sunday, all food establishments at Kistamässan and in the surrounding area will be closed. The nearest available dining option is in Kista Galleria, approximately a 10-minute walk away.
There is a lounge on the ground floor, in room E10. Here, as exhibitors, you can relax with a cup of coffee and a piece of fruit and sweets.
Easyfairs (as the organizer) reserves the right to lower or turn off sound from speakers in the stand if the organizer deems it disruptive to other exhibitors.
If exhibitors significantly disturb neighboring stands, they may be liable for compensation to the adjacent exhibitor.
It is not allowed to start dismantling the stand before the closing of the exhibition on the last day. During the first half-hour/hour after the closing of the exhibition, the premises are cleared of visitors. For safety reasons, it is not permitted to bring empty goods into the exhibition halls during this time. Also, for safety reasons, the loading docks are not opened during this period.
Handling of goods
Goods arriving at the fair are transported to the designated stand at a cost (see current prices at Kista Mäss-service). The corresponding cost also applies to departing goods left in the stand. These costs are charged to the exhibiting company afterwards. Truck assistance is ordered by the Technical Department on site.
In cases where the freight forwarder, who delivers the goods, asks the fair staff to transport/load the goods to the stand, we will do so at the exhibitor’s expense. Regardless of what has been agreed between the freight forwarder and the exhibitor.
The goods must be labeled with:
Trade fair / Company / Stand number / Name and mobile number Kistamässan, Vågögatan 3, 164 40 KISTA
If you have machinery or other material that weighs more than 1 ton/package or is more than 2 meters wide and/or more than 2.5 m high, please contact Workman Event at least 2 weeks in advance.
Help with packing of goods can be ordered via:
Kista Mäss-service, phone: 08-506 650 00 or e-mail: kistamasservice@easyfairs.com, but at least 2 weeks in advance.
If the goods arrive before the specified time, we cannot guarantee to receive the goods. If we accept the goods, we will drive them to the warehouse and the cost of this will be charged to the exhibitor, the same applies if the goods are not collected within the specified time.
Unmarked goods that are left at Kistamässan after the official move-out and that cannot be identified will be discarded as we have limited storage facilities.
NOTE! All goods must be packed and stowed on pallets or in roll cages during the scheduled departure time. This is a requirement because we have to move the goods. Uncollected goods are charged per cubic meter and week started.
Kista Mäss-service or Kistamässan is not responsible for goods before, during or after the event!
Evaluation
Pleas help us improve by answering the evaluation.
A survey will be sent out after the show. Your opinion is extremely important to us as we want to constantly evolve and meet your expectations. Thank you in advance for taking the time to answer the survey.
During the show you will be contacted by one of our sales representatives if you would like to book your stand for 2025.
We are launching an app!
- Maximize your presence at Sett with Easyfairs Nordic
We are excited to soon present our new event app Easyfairs Nordic that will enhance your experience as an exhibitor before, during and after the fair! The app is more than just a scheduling tool, it allows you to network with customers and potential partners.
Advantages with Easyfairs Nordic
- Maximize networking: Increase the chance to network with like-minded people.
- More effective meetings: Communicate more smoothly and book meetings easily via the app.
- Personal experience: Customize your fair experience according to your professional goals.
How does it work?
The company information is automatically retrieved from MyEasyfairs. What you need to do is prepare your schedule on-site with Easyfairs Nordic. Visitors will then be able to interact and schedule meetings with you in advance so that you can make the most of the fair.
Get personal recommendations
The application suggests the visitors you are most likely to be interested in meeting at the event, based on your preferences and interests.
