International Trade Show Shipping Preparation Guide

The International Trade Show Shipping Preparation Guide provides a compact collection of essential information to help exhibitors prepare their international shipments.

Readers seeking a more detailed explanation are invited to consult my earlier essay, Trade Show Logistics: Why Proper Preparation Matters.

This guide is intended for commercial exhibition participants who wish to organise their preparations through short, practical lists arranged in a logical sequence.

Detailed explanations are reserved for the accompanying essay, allowing this guide to concentrate on the essential steps of shipment preparation.

The International Trade Show Shipping Preparation Guide focuses specifically on participation in trade fairs held in Germany.

Exhibitors following this guide will find practical information drawn from direct, hands-on experience in exhibition freight forwarding.

A separate, more comprehensive reference booklet will also be available for purchase through the SUPATH website.

Stay with me through the lists and prepare your own short lists as we proceed. Do not leave them for later. This is important.

Preparing for a commercial exhibition can be stressful. There is no denying that. My intention is to help you reduce that stress as much as possible through careful, structured preparation.

Establish an Exhibition Planning Room

Set aside a room or a clearly designated area for exhibition preparations. Think of it as your exhibition planning room—or, if you prefer, your war room.

Display the EXHIBITION NAME prominently. Place a photograph or image of the exhibition in the room, together with your company name. At the beginning of each planning meeting, state the exhibition name, the German city in which it will be held and the exhibition dates.

The exhibition name and photograph provide a visual reminder of the objective. Announcing the exhibition name, location and dates at the beginning of each meeting reinforces it through spoken communication. Discussion, writing and practical planning introduce the kinaesthetic element. These elements complement one another, helping participants remain engaged and focused on the preparations ahead.

Establish the Exhibition's Essential Details

Prepare a central list covering the following:

1. Exhibition details: Name, opening and closing dates, daily timetable and exact venue address.
2. Official opening time: Record the time clearly in the 24-hour format; if using a.m. or p.m., make the distinction unmistakable.
3. Visitor admission hours: Note the times when visitors may enter the exhibition.
4. Travelling personnel: List every person travelling to Germany for the exhibition.
5. Visa formalities: Establish who needs a visa, what must be arranged and which team leader is responsible.
6. Accommodation: Record the hotel or other accommodation, booking status, location, special requirements and the responsible team leader.
7. Booth team: Decide who will be present at the stand and how duties will be organised.
8. Communication: Maintain current email addresses and mobile telephone numbers for all team members.

Establish Clear Communication and Team Coordination

1. Publish the team organisation and make sure every participant receives it.
2. Maintain a physical central register in the planning room so that responsibilities, contact details and progress can be seen at a glance.
3. Keep communication lines open throughout the planning period.
4. Ensure that responsible team members remain reachable when decisions or urgent clarifications are needed.

Equipment Planning: Mobile Communication and Security

When communication lines fail, your strategy collapses.

Check the following before departure:

1. Mobile telephones and other communication devices.
2. SIM cards and suitable connectivity arrangements in Germany.
3. Secure access codes for essential devices and services.
4. A secure method of emergency account recovery, available only to authorised personnel.
5. Access to business email accounts.
6. VPN arrangements and secure access to essential passwords.
7. Device lock-screen codes and basic device security settings.

Industry espionage is reality. Bluetooth is not a fortress. Do not record passwords or recovery secrets in the physical planning register.

No Power, No Exhibition, No Market

Germany's standard mains supply is 230 V, 50 Hz. Common plug types are Type C (two-pin Europlug) and Type F (Schuko, with protective earth). Check that your own equipment is compatible before departure. Connections to the venue's electrical infrastructure are handled by authorised venue personnel.

1. Suitable plugs, sockets and travel adapters.
2. Several power strips with adequately long cables.
3. Spare mobile telephone chargers.
4. Charging and data cables, including Lightning–USB-C and USB-C–USB-C, and suitable fast chargers.
5. Transformers or voltage converters, if required by your equipment.
6. LED lights, spare bulbs, cables, plugs and reflectors.
7. Lighting mounting rails and connecting leads.
8. Cable ties.
9. Ties or Velcro straps for securing loose cables.
10. Cable labels.
11. A small voltmeter for appropriate checks by a competent person.
12. Electrical insulation tape.
13. Chargers for battery-operated power tools.
14. Miniature screwdrivers.
15. Scotch tape for emergency non-electrical repairs.
16. A pocket torch.
17. A headlamp, leaving both hands free.
18. A small portable floodlight, if needed.

Exhibition Tools: No Tools, No Exhibition

Choose tools according to the exhibits and the work you will actually undertake. There is no need to transport an entire workshop.

1. An electric drill and the necessary drill bits.
2. A soldering iron and accessories, only if required.
3. Pliers.
4. Wire cutters.
5. Crimping tools and suitable connectors.
6. Screwdrivers in the sizes and types you will need.
7. Necessary spanners—not the whole toolbox.
8. Chargers for cordless tools, as listed in the power section.
9. A small, sturdy nylon hammer.
10. Marker pens and pencils.
11. Miniature files for dealing with sharp metal edges where appropriate.
12. Cable channels or covers. Avoid leaving loose cables across walking areas. Tripping over one could lead to an unexpected appointment with a cosmetic surgeon!
13. Suitable containers for USB drives and external hard disks; use protective packaging appropriate to the devices.
14. Miniature microphones and speakers, if needed.
15. Display clocks or screens required for the presentation.

Living Is a Blessing and Living Without Injury an Added Blessing

Minor injuries can occur while assembling an exhibition stand, handling equipment or unpacking exhibits. A small first-aid kit, kept within easy reach, can save considerable inconvenience.

1. Miniature first-aid kit: Keep a compact first-aid kit readily available for treating minor injuries.
2. Adhesive bandages, plasters and gauze: Carry a generous supply of assorted plasters, sterile dressings and cotton gauze rolls for covering and wrapping minor wounds.
3. Wound disinfectants: Avoid storing flammable alcohol-based disinfectants near electrical equipment, soldering irons or other ignition sources. Consider suitable non-alcohol-based wound antiseptics where appropriate.
4. Cotton swabs: Include absorbent cotton swabs and sterile gauze for appropriate first-aid tasks. Polyester swabs have their uses, but absorbency depends on their construction. For ordinary wound care, choose products specifically intended for that purpose.
5. Wound ointment: Carry a small tube of suitable wound-care ointment, if required, and use it according to the product instructions.

Medical assistance in Germany is well organised. Nevertheless, a little preparation can save valuable time when dealing with minor injuries.

For serious injuries or medical emergencies, call 112.

Exhibition Equipment

This is one area in which I cannot tell you precisely what you will need. Every exhibition is different, and only you know what you intend to exhibit.

Nevertheless, the following list should help you organise your preparations.

1. WHAT are you exhibiting? Prepare a complete inventory of ALL exhibits, equipment and accessories intended for the exhibition. Do not overlook smaller components.
2. HOW are you exhibiting? Consider how each exhibit will be presented. List the necessary props, display stands, electrical equipment, supports and other presentation accessories.
3. Equipment manuals: Keep the operating manuals and technical specifications of your exhibits readily available. Customs officers may visit the exhibition. You may know your equipment thoroughly, but customs officers are not necessarily engineers.
4. Machinery cleaning rags: Carry a sufficient supply of suitable cleaning rags for wiping lubricants, oils, grease and other residues from machinery and mechanical exhibits.
5. Tablecloths: Prepare tablecloths and other necessary coverings, taking account of the dimensions of the exhibition furniture.
6. Floor protection and padding: Identify any equipment requiring protective padding, mats or suitable floor coverings. Plan the layout and prepare a list of the materials needed.
7. Frames, screens and storage: List the required display frames, presentation screens, privacy screens and small containers for organising tools, cables and accessories.

No Need to Bring Your Kitchen with You

Not everything needs to be packed and shipped to Germany. Some everyday supplies are readily available locally and can be purchased at reasonable prices.

Avoid bringing unnecessary quantities of:

1. Cleaning solutions.
2. Cleaning scrubs and sponges.
3. Microfibre cleaning cloths.

These items are widely available in Germany and generally inexpensive. Purchase them locally when needed. There is little reason to increase your shipment's weight and volume with items that can easily be obtained at the destination.

Give Your Legs a Little Rest

Standing throughout the exhibition can leave your legs tired and sore.

A small, foldable stool—or perhaps a suitable inflatable stool—could provide a welcome opportunity to rest between activities. Choose something lightweight, compact and easy to store when not in use.

Living Is, of Course, Necessary. Survival Guarantees It.

A little attention to everyday comforts can make long exhibition days considerably more pleasant.

1. Drinking glasses: Keep a sufficient number of unbreakable drinking glasses available for the exhibition team.
2. Tea and coffee cups: Keep a supply of environmentally friendly paper cups for serving tea or coffee.
3. Coffee machine: Ask your cargo agent BEFORE leaving your country whether a coffee machine can be made available at the exhibition venue.

A Journey of a Thousand Miles Begins Beneath Your Feet — Take That Step

Your exhibits have reached Germany. Now comes the important task of getting them safely to your exhibition stand.

1. Storage facilities: Exhibition venues generally have facilities for storing packaging materials and other items during the exhibition. Ask your cargo agent about the arrangements.
2. Empty packaging: Empty crates, cartons and other packaging materials—commonly called “empties”—can be collected and stored during the exhibition. Arrange this in advance. You will need these materials again when the exhibition ends.
3. Forklift availability: Forklifts are available at many exhibition venues, but they must be booked in advance.
4. Forklift booking: Your cargo agent can arrange the forklift booking. Inform your agent well before the shipment arrives.
5. Forklift specifications: Only you know the weight and handling requirements of your exhibits. Inform your cargo agent of the required forklift capacity and any special handling requirements. An overturned forklift is not a pleasant sight, and human tragedy is best avoided.
6. Delivery vehicles: Delivery to the exhibition venue can be arranged using lorries equipped with tail-lifts or vehicles without them. Discuss the appropriate arrangement with your cargo agent.
7. Hall and booth numbers: Inform your cargo agent of the EXACT hall number and booth number. These details are essential for organising delivery to the correct location.
8. Someone must be present: At least ONE responsible person must be present at your booth when the cargo arrives. Ensure that this person can be contacted by telephone and is prepared to receive the shipment.

A Savile Row Suit Must Fit — So Must Your Pallet

Just as an elegant Savile Row suit will do little for your dashing looks if it is far too small, a pallet that does not accommodate the handling equipment is of little use.

Imagine your exhibit is a large machine weighing 3,000 kg. It has arrived safely at the exhibition venue.

Unfortunately, the pallet beneath it has a fork-entry clearance of less than 50 mm.

Your heavy-duty pallet jack has forks approximately 60 mm thick.

The machine will now stubbornly remain exactly where it was offloaded!

Consider the following dimensions when preparing your pallets:

1. Fork-entry clearance: Check that the pallet provides sufficient vertical clearance for the forks of the intended handling equipment.
2. Fork thickness: Some heavy-duty pallet jacks have forks approximately 60 mm thick.
3. Inner fork spacing: The distance between the inner edges of the two forks in this example is approximately 540–560 mm.
4. Individual fork width: Each fork is approximately 160 mm wide.
5. Pallet compatibility: Check the pallet openings, dimensions and load-bearing capacity BEFORE mounting the machinery on the pallet.

These measurements describe the heavy-duty handling equipment in this example; they are not universal pallet-jack specifications. Confirm the actual dimensions and rated capacity of the equipment to be used.

A 3,000 kg machine is not something you can simply lift aside while somebody changes the pallet.

A Final Word

Communication and openness are the keys to every business relationship.

Whenever you find yourself in a situation where you need help, all you need to do is get in touch.

Waiting to be of service to you