Visa rules depend on nationality and change over time, so the official sources always decide. This guide explains the general process for a trade fair team travelling to Germany, what to prepare in which order, and where to check the current rules.
All prices plus VAT · delivered within 24 hours · See all packages & details
Germany is part of the Schengen area. Whether a team member needs a visa for a short business trip depends on their nationality, sometimes on the type of passport, and on rules that can change. Check each traveller individually, not the company as a whole: a team with mixed nationalities may have different requirements.
The reliable sources are the website of the German Federal Foreign Office (Auswärtiges Amt), the website of the German embassy or consulate responsible for your place of residence, and the official EU information on Schengen visas. Many German missions work with an external service provider for appointments and document intake; the mission's website says which one. Do not rely on forums, agency summaries or last year's experience.
Travellers who do not need a visa should still check the current entry requirements shortly before the trip. EU border procedures, such as the registration of biometric data at the external border, have changed in recent years, and the official EU and German government websites describe what applies today.
The exact list of documents is on the checklist of the mission where you apply, and that checklist is binding. For a Schengen business visa, missions typically ask for:
Many German organisers provide invitation letters or confirmations for registered exhibitors and their staff, usually through the exhibitor portal. Look for a visa section on the fair website, or ask the organiser's exhibitor service. The organiser needs the exact passport data of each person, so collect it early and check the spelling against the passport.
The official rules define how early you can submit an application and by when it must be submitted at the latest; the mission's website states the current rules. Processing times vary by country and season, and appointment slots can become scarce in busy periods. The practical conclusion: start the visa process as soon as your stand is confirmed, not when the flights are booked.
| When | What to do |
|---|---|
| Stand confirmed | List travellers, check the visa requirement per person, request invitation letters |
| Invitation received | Book visa appointments, collect documents, reserve a hotel with a flexible rate |
| Visa decisions in | Book or confirm flights, finalise the stand team and shifts |
| Show week | Carry copies of the invitation, hotel booking and insurance |
Keep travel refundable or changeable until the visas are granted. And plan for the case that one person does not receive a visa in time: who replaces them on the stand, and who takes over their meetings?
The large international airports are Frankfurt, Munich, Düsseldorf and Berlin; Cologne/Bonn, Hamburg, Hannover, Stuttgart and Nuremberg have airports as well. For MEDICA or other shows in Düsseldorf, Düsseldorf airport is close to the venue; for electronica it is Munich; for HANNOVER MESSE many visitors fly into Hannover or Frankfurt and continue by train. During a show week, trains are often the more reliable choice, because roads around the venues are crowded. Many German venues include local public transport in the exhibitor pass or visitor ticket; the fair website says whether that applies.
Book hotels as soon as the stand is confirmed. During a major show, rooms near the venue are scarce and prices rise. Staying in a neighbouring city with a direct train connection is common, for example in Essen or Cologne for a fair in Düsseldorf. Small practical points: German sockets are type F with 230 volts, most shops are closed on Sundays, and some restaurants and kiosks still prefer cash.
A visa covers people, not goods. Exhibits, samples and equipment from outside the EU need customs clearance. For items that go back home after the show, an ATA Carnet can make temporary import easier; in many countries it is issued by the chamber of commerce. The venue's official forwarder can advise on delivery windows, storage of empty packaging and customs formalities. Food samples for fairs such as Anuga or ISM, cosmetics, medical devices and batteries can be subject to additional rules, so check them before shipping, not at the border.
The same applies to camera equipment. A team that brings its own videographer has to clear the gear as well, usually with a carnet. That is one reason to consider a local crew; the trade-offs are compared in Local photographer or bringing your own team.
We do not handle visas, invitation letters or travel bookings; those belong with the organiser, your German partners and the official missions. What we can do is make sure the show is documented even if your travel plans change at short notice. Our crew is based in Essen, works at the venues in Düsseldorf, Cologne, Essen, Frankfurt, Hannover, Munich and other German cities, and needs neither a visa nor a carnet.
If a colleague cannot travel, we can record a short statement from the team on your stand (booth), photograph the meetings that colleagues take over for them and send first photos the same day, so head office sees the stand while the show is running. The complete set follows within 24 hours after the event ends. The wider organisation of a German show is covered in Exhibiting in Germany from abroad.
Nationality decides, so check every traveller individually on official websites.
The document list of the embassy or consulate where you apply is binding.
Registered exhibitors can often request invitation letters through the exhibitor portal.
Begin when the stand is confirmed, not when the flights are booked.
Refundable flights and hotel rates until every visa is granted.
Samples and equipment need customs clearance, often with an ATA Carnet.
Processing times vary by country, mission and season. The mission's website gives current information. Apply as early as the rules allow, and do not book non-refundable travel before the decision.
Usually the organiser for registered exhibitors and their staff, or a German business partner. Check the visa section of the fair website or ask the organiser's exhibitor service.
No. We are not the organiser and do not issue invitations. We confirm photo and video bookings in writing, but which documents count for a visa is decided by the mission.
A uniform Schengen visa generally allows travel within the Schengen area, but there are exceptions. Check the details on the visa itself and with the issuing mission.
Have a replacement plan for the stand and the meetings. The refusal notice explains the options. The show can still be documented: our crew covers the stand and sends first photos the same day.
Goods from outside the EU generally need customs clearance, and the rules depend on the type and value of the goods. Ask your forwarder or the official forwarder of the venue before shipping.
Your team is travelling to a German fair? Book the photo and video crew as soon as the stand is confirmed. We are on site whatever happens with flights and visas.
We reply within 24 hours. During a show week, WhatsApp is fastest.
