Trade Show Booths in Germany for Exhibitors from Canada

Exhibiting at Hannover Messe, bauma Munich or MEDICA Düsseldorf as a Canadian company? EXFAIR designs and builds your trade show booth in Germany, with its own production in Villingen-Schwenningen since 1987, plus set-up and dismantling, one fixed contact person and project management in English and German. Your quote comes in English, ready for your CanExport application. Briefings also take place online, and enquiries are answered within 24–48 hours.

Checklist: what exhibitors from Canada need to know about Germany

Entry and stand staff

Canadian nationals enter without a visa for fair visits and stand duty for up to 90 days in any 180. Since April 2026 non-EU travellers are registered biometrically in the Entry/Exit System (EES) at the Schengen external border – the first crossing takes longer, so allow a buffer at the airport. The electronic travel authorisation ETIAS is not yet in force (no launch date has been set yet; the EU will announce it several months in advance); once it applies, it is requested online before travelling. For posted stand staff the social security agreement between Germany and Canada applies: have Service Canada or Retraite Québec issue a certificate of coverage and keep it on the stand – German inspection authorities ask for it.

Exhibits, customs and freight

Exhibits from Canada enter Germany as a third-country import: sea freight from Montréal or Halifax to Hamburg around 2 weeks, from Vancouver 5–6 weeks; air freight 2–4 days – plus 3–5 days for customs clearance and delivery to the venue. For exhibits that return home the ATA Carnet (issued by the Canadian Chamber of Commerce) is the simplest procedure; giveaways, brochures and consumables are cleared permanently and subject to 19 % import VAT. Wooden crates and pallets must be ISPM 15 treated and marked. Food samples of animal origin are subject to veterinary rules and can only be imported from third countries with restrictions; discuss tasting stock with your forwarder early. Use the fair's official forwarder (customs clearance on site, advance warehouse, forklifts in the hall – only they may operate forklifts and cranes). EXFAIR coordinates delivery slots, empties and return transport with them or with your customs broker.

Products, intellectual property and data protection

Machinery and electrical equipment demonstrated on the stand must meet EU safety requirements (CE); non-compliant exhibits may only be shown with a clearly visible notice that they will be sold in the EU only after adaptation, and must not be operated under power. The fair electrician inspects powered exhibits before commissioning. Register trademarks and designs you show in Germany for the first time with the EUIPO beforehand; rights holders actively enforce their IP at German fairs. The GDPR applies to lead capture on the stand: business card and badge scans need consent or a legitimate interest, and the data may only be transferred to Canada on a legal basis – your data protection officer should approve the lead form in advance.

Taxes: invoice, input VAT, sales on the stand

EXFAIR generally invoices the stand construction service to Canadian business customers without German VAT. German input VAT on hotels, hospitality, space rent and purchases can be reclaimed by companies from Canada through the third-country refund procedure at the Federal Central Tax Office – reciprocity is recognised; application by 30 June of the following year with original invoices and a certificate of taxable status. Sales to end customers on the stand may trigger German VAT registration.

Travel, power and life at the fair

Travel: non-stop flights from Toronto, Montréal, Vancouver and Calgary to Frankfurt and Munich (7–10 hours). Time difference: 5 to 9 hours behind Germany. Power on the stand: 230 V/50 Hz with Schuko sockets – in Canada 120 V/60 Hz with type A/B plugs; EXFAIR orders the hall connection and plans adapters or transformers for your exhibits. Hotels around Düsseldorf, Hanover, Munich and Frankfurt are booked out early and considerably more expensive during leading fairs – book when you register the stand. Halls are usually open 9 am–6 pm, stand parties into the evening are common, Sundays are public days at some fairs. German trade visitors come with specific questions on technology, delivery time and price; English documents are sufficient, German short versions of the stand graphics increase engagement. Canadian exhibitors know drayage and union rules from North American shows – neither exists in Germany; instead an exclusive fair forwarder works in the hall, and stand walls, carpet and power come from the stand builder or the exhibitor portal. Documents in English or French are no problem at EXFAIR.

Timeline for exhibitors from Canada

• 6 months before the fair: book the space, file the funding application (attach EXFAIR's quote), reserve hotels.
• 4 months before: commission the custom build (8–24 weeks lead time, depending on scope); approve stand design and 3D visualisation.
• 3 months before: book sea freight, apply for the ATA Carnet, ensure ISPM 15 packaging; apply for the staff certificate of coverage.
• 6–8 weeks before: organiser deadlines for suspensions, power, water, exhibitor passes and parking – EXFAIR handles the technical orders.
• 2 weeks before: exhibits in the fair forwarder's advance warehouse; artwork, screen content and giveaways final.
• Build-up: EXFAIR hands over the finished stand before the fair opens – your team arrives to move in.

As of September 2026. Customs, visa and tax information is general guidance, not legal or tax advice; the technical guidelines of the respective fair and the information from customs, embassy and tax adviser are binding.