Exhibition Stand Builder Germany for Exhibitors from Japan

Your exhibition stand builder in Germany — for Japanese companies

Japanese companies wishing to exhibit at German trade fairs book EXFAIR as their local exhibition stand service provider. We build your stand on site — precise, on time and fully documented, as Japanese quality standards require.

• Quote and 3D visualisation for sign-off by your Japanese headquarters
• Written project documentation in English at every stage — compatible with internal approval processes
• On-time assembly of your stand at AMB, EMO, productronica and automatica
• English-speaking project manager in Germany for the entire project duration
• Professional dismantling after the fair and optional storage for future deployments

At a glance

• Price: system stand from approx. €3,500, custom build from approx. €15,000 (net, guide values)
• Response time: reply within 24 hours, quote with 3D visualisation in 5–30 business days
• Lead time: system stand from approx. 8 weeks, custom build from approx. 16 weeks before the fair
• Invoice: fixed price in euros, generally without German VAT, payment by SEPA or SWIFT
• Language: project management in English and German, all documents in writing
• Location: workshop and storage in Villingen-Schwenningen, southern Germany – since 1987

Funding for exhibitors from Japan

Japanese exhibitors at German fairs often use the Japan pavilions organised by JETRO or industry associations; in addition, prefectural and national SME programmes subsidise participation in overseas fairs. A stand builder's estimate is usually required before applying – EXFAIR provides the quote in English, itemised by cost position.

Technology, fire safety and logistics

All stand materials in Germany must be flame-retardant (B1 to DIN 4102 or class B/C to EN 13501-1). Graphics, fabrics and carpets from Japan usually lack this certificate – so we produce them B1-certified in our own workshop, and you save freight and customs. The German grid supplies 230 V/50 Hz with Schuko sockets (in Japan: 100 V); we plan adapters or transformers for your exhibits. Wooden crates and pallets from Japan must be ISPM 15 treated and marked. EXFAIR takes care of stand construction approvals, hall regulations and technical orders with the venue; we coordinate delivery of your exhibits with forwarder and customs broker.

Quote, invoice and payment

You receive a fixed-price quote in euros, itemised by cost position (stand construction, graphics, furniture, technology, logistics, storage). For business customers from Japan, the stand construction service is generally invoiced without German VAT. Payment by bank transfer (SEPA or SWIFT); the payment schedule is set out in the quote. Your tax adviser can confirm the VAT details.

How your project runs

1. Enquiry: trade fair, stand size, date and budget – by form or email.
2. Reply within 24 hours: questions, schedule, first cost range.
3. Quote in 5–30 business days: fixed price, 3D visualisation and floor plan – in writing for your internal sign-off.
4. Production and approvals: built in our own workshop; EXFAIR handles stand construction approval, technical and utility orders with the venue.
5. Assembly, support, dismantling: handover before the fair opens, support during the fair, dismantling afterwards – storage for the next deployment on request.

Last updated: September 2026. Prices and lead times are guide values; the written quote is binding.

Checklist: what exhibitors from Japan need to know about Germany

Entry and stand staff

Japanese 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 (expected 2027); once it applies, it is requested online before travelling. For posted stand staff the social security agreement between Germany and Japan applies: have the Japan Pension Service issue a certificate of coverage and keep it on the stand – German inspection authorities ask for it.

Exhibits, customs and freight

Exhibits from Japan enter Germany as a third-country import: sea freight from Yokohama or Kobe to Hamburg around 6–7 weeks; air freight 3–5 days – plus 3–5 days for customs clearance and delivery to the venue. For exhibits that return home the ATA Carnet (issued by the Japan Commercial Arbitration Association (JCAA)) 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. 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 Japan 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 Japanese business customers without German VAT. German input VAT on hotels, hospitality, space rent and purchases can be reclaimed by companies from Japan 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 Tokyo and Osaka to Frankfurt and Munich (12–14 hours). Time difference: 7 to 8 hours ahead of Germany. Power on the stand: 230 V/50 Hz with Schuko sockets – in Japan 100 V/50–60 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. Japanese exhibitors value firm schedules and written approvals – exactly how EXFAIR works: every step is documented, changes are confirmed before production. German trade visitors ask direct technical questions and expect prices on request; business cards are customary, Japanese exchange etiquette is not expected.

Timeline for exhibitors from Japan

• 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 (16 weeks lead time); 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.