Preparing for an Overseas Trade Fair: A 6-Month Checklist

A successful fair starts months before opening day. The list below sets out practical steps, counting back from the fair date. Timings vary by fair and country; the organiser's deadlines always take priority.

6–4 Months Before

• Confirm the fair and your target market; check whether the fair is on the Ministry's support list.
• Decide on stand size and type, and book your space. Booking early improves your chances of a better position in the hall.
• Break the budget down item by item: space rental, stand, shipping, travel and accommodation.

4–3 Months Before

• Check the validity of passports.
• Check the Ministry of Foreign Affairs' current visa information to see whether a visa is required for the destination; if so, request an invitation letter and book an appointment.
• Prepare now the company documents required for the support application (capacity report or certificate of activity, etc.).

3–2 Months Before

• Approve the stand design: logo, product images and copy.
• Translate catalogues and brochures into the language of the target market.
• Agree with your logistics company how samples and exhibits will be shipped; ask whether an ATA Carnet can be used for temporary import.

1 Month Before

• Ship the products and materials.
• Schedule meetings with target customers for the fair days.
• Check that payments have been made through banking channels and that all documents are gathered in one file.

During the Fair

• Have the stand open and ready on the first day, and do not pack away products before the fair ends. These rules also matter for the support application.
• Write up meetings the same day; record business cards and enquiries.
• Take photos of the stand and your participation.

After the Fair

• Follow up with the companies you met within the first two weeks.
• Submit the support application through DYS within 3 months of the fair's closing date.

We can draw up the timeline for your fair together: exhibitor application.