Find your fair

Phase 3 - Preparation

6 to 3 months before the start of the trade fair

Six months before the trade fair is the right time to plan and build your stand. This involves the architecture and design of the exhibition stand, but also the question of who should be commissioned to build the stand. You can obtain further information on stand construction from FAMAB or from the trade fair organisers. These are the most important aspects you need to consider:

  • Stand architecture and design (labelling, graphics)
  • Equipment (furnishings, kitchen, etc.)
  • Product presentation Stand staffing (personnel)
  • Commissioning a stand construction company
  • Commission a forwarding agent (transport), customs agency

Go through the exhibitor manual

Some time has passed since your application and the organiser has since published its exhibitor handbook, which is part of its service package. It contains important deadlines as well as addresses of contact persons at the trade fair organiser, for services, press, advertising and forwarding agents.

Visitor promotion and other business contacts

The organiser is primarily responsible for attracting visitors, but you also have your own opportunities to target trade visitors and invite them to your stand. If you already have trade contacts in the target market, speak or write to them personally. The relevant German Chamber of Commerce Abroad (AHK) can provide you with addresses for visitor recruitment or organise match-making events, in some cases for a fee. You can also find the addresses of potential cooperation and sales partners in the list of exhibitors for the pre-event.

Create detailed cost planning

You have already estimated the rough costs in the pre-planning phase. Now you should determine the precise costs in detail. These are the most important cost centres:

  • Basic costs (stand rental, energy, registration fees, compulsory insurance)
  • Stand construction/design (graphics, decoration)
  • Stand service (external staff, catering, advertising, catalogue)
  • Communication (telephone, fax, internet access)
  • Transport (haulage, insurance, packaging)
  • Staff and travelling
  • Trade fair preparation and follow-up (cooperation with other departments, special product development)

Booking travel and planning health protection

If you haven't already done so, then book your trip now. You should allow a little more time for long-distance travel than for travelling within the EU, for example. This is mainly due to entry and import formalities as well as health protection. You can find the key information at the Foreign Office of the Federal Republic of Germany. The most important aspects summarised:

  • Book your flight
  • Book a hotel
  • Apply for a visa
  • Protect your health (immunisation, health insurance cover)
  • Choose appropriate clothing (occasion, climate, law/regulation)

To the next phases

To the overview of tips