Permits, Paperwork and Logistics for Exhibiting at Messe Berlin

Messe Berlin hosts more than 100 trade fairs and events each year across its ExpoCenter City site and CityCube Berlin, and while each show has its own registration process, a common set of approvals, documents and logistics arrangements applies to exhibitors regardless of which fair they are attending. This guide works through them one at a time.

Structural Approval

Any stand involving raised flooring, suspended elements, double deck structures or unusual load bearing features generally needs structural documentation submitted to the venue ahead of build up. This typically includes drawings and load calculations prepared by your stand company or a structural engineer. Submission deadlines vary by show, so confirm this early with your stand company rather than assuming it can be handled during the final weeks before the event.

Fire Safety and Height Clearance

Certain halls have specific fire safety rules and height clearance limits, particularly where suspended signage or taller stand elements are involved. These requirements are usually confirmed once you know your hall assignment, so it is worth checking with the venue or your stand company as soon as your space is allocated.

The AUMA Contribution

Many German venues, including Messe Berlin, apply a small statutory levy that supports AUMA, the national trade fair industry body. This is typically calculated per square metre of stand space and appears as a line item on your exhibitor invoice rather than something you arrange separately.

Exhibitor Insurance

Exhibitors are generally expected to hold liability insurance covering their stand and any staff or equipment onsite. Some stand companies include this within their service, while others expect exhibitors to arrange it independently, so confirm which applies to your project.

Customs and Import Documentation

International exhibitors bringing products, samples or equipment into Germany should confirm customs documentation requirements well ahead of the show, particularly for perishable goods, machinery or anything requiring specific import permits. This is especially relevant for exhibitors at fairs such as Fruit Logistica, where fresh produce samples may be involved, or InnoTrans, where large equipment and vehicles are commonly transported internationally.

Access and Build Up Scheduling

Each show publishes a build up and dismantling schedule with specific access times for stand construction. Vehicle access, loading bay bookings and delivery scheduling are usually arranged through the venue's exhibitor portal, and missing a scheduled slot can delay installation, so confirm these dates alongside your stand company's own production timeline.

Co Exhibitor Registration

If partner companies, subsidiaries or brands are presenting alongside you on the same stand, most shows require these co exhibitors to be registered separately so they appear correctly in the exhibitor directory and receive appropriate access credentials.

A Simple Way to Stay on Top of This

Ask your stand company, at the very start of the project, for a single document listing every approval, deadline and piece of paperwork relevant to your specific show and hall. Cross check this against the show organiser's own exhibitor manual, since requirements can vary slightly between fairs even at the same venue.