Exhibition Stand Builder Germany for Exhibitors from the Nordics

Your exhibition stand builder in Germany – for exhibitors from the Nordics

Danish, Swedish, Norwegian and Finnish companies exhibiting at German trade fairs book EXFAIR as their local stand builder. We deliver your stand from a single source: planning, 3D visualisation, production in our own workshop, assembly, on-site support and dismantling. You coordinate by email and video call with an English-speaking project manager – the stand is ready on time without your team having to travel.

• Quote and 3D visualisation in English – in writing, for internal sign-off
• Assembly at Hannover Messe, MEDICA, interpack, The smarter E, boot and all other German fairs
• Reverse-charge invoice without German VAT (EU); for Norway without German VAT
• Storage of the stand in Germany between fairs – no return transport to the Nordics
• Own workshop and print production, B1-certified

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, reverse-charge without German VAT with a valid VAT ID, payment by SEPA
• 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 the Nordics

Danish, Swedish, Norwegian and Finnish companies are supported at overseas fairs by their national export organisations – Business Sweden, Innovation Norway, Business Finland and the Danish Trade Council – mostly through joint stands, partly through grants for individual participation. EXFAIR builds both and delivers quotes 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); this also applies to fabric graphics, carpets and decoration you bring along. We produce graphics and textile prints B1-certified in our own workshop – no certificates to chase and no discussions with the fire safety officer on site. EXFAIR takes care of stand construction approvals, hall regulations (building heights, build-up times) and technical orders with the venue. Exhibits from the Nordics travel without border formalities; we coordinate delivery with your forwarder or our partner. For Norway as a non-EU country, ISPM 15 rules apply to wooden packaging.

Quote, invoice and payment

You receive a fixed-price quote in euros, itemised by cost position (stand construction, graphics, furniture, technology, logistics, storage). Nordic companies with a valid VAT ID are invoiced under the reverse-charge procedure – the invoice reaches you without German VAT. Payment by SEPA transfer; 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 the Nordics need to know about Germany

Entry and stand staff

There are no entry formalities for your stand staff – an ID card is sufficient. For employees working in Germany, even just for build-up, dismantling or stand duty, German inspection authorities require the A1 certificate from your home social security institution; apply before travelling and keep it on the stand. Norwegian nationals also enter without a visa. EXFAIR fitters are insured in Germany anyway – the more build-up you leave to us, the fewer certificates you need.

Exhibits, customs and freight

Exhibits from Denmark, Sweden and Finland travel without customs; truck freight from Denmark to Hanover or Düsseldorf 1 day, from Sweden 2 days, from Norway and Finland 2–4 days (ferry or Norwegian border clearance). Exhibits from Norway are a third-country import: for temporary admission the ATA Carnet (issued by the Oslo Chamber of Commerce) is the simplest procedure, wooden crates and pallets from Norway must be ISPM 15 treated, and giveaways are cleared permanently. In the hall only the exclusive fair forwarder operates forklifts and cranes; EXFAIR books your delivery slot and receives the goods.

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 the Nordics on a legal basis – your data protection officer should approve the lead form in advance.

Taxes: invoice, input VAT, sales on the stand

For Danish, Swedish and Finnish companies EXFAIR invoices under the reverse-charge procedure with the VAT ID; Norwegian companies also receive the stand construction service without German VAT. EU companies reclaim German input VAT on hotels and hospitality through the electronic refund procedure, Norwegian companies through the third-country refund procedure at the Federal Central Tax Office (reciprocity exists; application by 30 June of the following year). Sales to end customers on the stand may trigger registration.

Travel, power and life at the fair

Travel: flights from Copenhagen, Stockholm, Oslo and Helsinki to Frankfurt, Düsseldorf, Hamburg and Munich (1.5–2.5 hours); Copenhagen–Hamburg also by train. Time difference: no time difference (Finland one hour ahead). Power on the stand: 230 V/50 Hz with Schuko sockets – in the Nordics 230 V/50 Hz with Schuko plugs – identical to Germany; 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. Denmark, Sweden and Finland are EU members – exhibits travel without customs. Norway is in the EEA but not the EU: exhibits from Norway need an ATA Carnet or customs clearance, wooden packaging ISPM 15, and Norwegian companies reclaim German VAT via the refund procedure for third countries. Nordic exhibitors often appear in national pavilions at Hannover Messe, MEDICA and interpack.

Timeline for exhibitors from the Nordics

• 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.
• 2–3 months before: commission the system stand (8 weeks lead time); organise ATA Carnet and forwarder; apply for A1 or posting certificates.
• 6–8 weeks before: organiser deadlines for suspensions, power, water, exhibitor passes and parking – EXFAIR handles the technical orders.
• 2 weeks before: artwork and screen content final; delivery slot confirmed.
• 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.