Logistics: Traffic, Deliveries, Lifting & Storage

The Organisers & Venue are doing everything they can to ensure that build up and breakdown runs as smoothly as possible for everyone onsite, but all Exhibitors, Contractors and Suppliers also have a responsibility for this. Below are some ideas that you should be considering:

Want to avoid the traffic queues and potentially save money? Then why not send your goods/stand building materials to the Official Logistics Provider before the show, who will then deliver them to your stand in time for when you arrive onsite. See the Deliveries section below for more details.

You don’t need your furniture on the first day of build so be considerate of others and plan your deliveries accordingly.  To avoid the risk of furniture and dressing items being turned away during the first few days of build, why not arrange for these items to be stored with the Official Logistics Provider.

No one enjoys getting stuck in exhibition traffic and it is very easy for courier drivers to refuse to deliver your items.  Therefore, consider using the Official Logistics Provider who would be more than happy to manage this for you instead.  Give them a call to see how they can help ensure a smoother onsite experience for you and your team.

If Brexit will have an impact on you delivering items to and from the exhibition then we recomended you contact the Official Logistics Provider who are more than happy to help with any further queries.

By preparing in advance and shipping early you are reducing the risk of delays or even your goods not turning up on time.  

The organisers can not take responsibility for anyone’s deliveries/shipments.  They are also unable to provide EORI numbers.  Do make sure that you check the guidance and speak to the Official Logistics Provider.

Further details can be found in the Customs Clearance section below.

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Please refer to the Traffic Guidelines.

During the build up period of World Travel Catering & Onboard Services Expo, access to the exhibition ground will only be possible by leaving a cash deposit charged by the Hamburg Messe. This deposit will be fully returned as long as the vehicle is removed within the time deadline.

Vehicles over 18ton are also now required to pay a non refundable €65 per vehicle direct to DB Schenker.

DB Schenker will operate an unloading schedule for all commercial goods vehicles unloading/loading at the show. Therefore, all vehicles must be booked onto this schedule prior to delivery. Please contact [email protected] to book a slot or visit their website www.schenkerlift.com. This does not relate to private vehicles.

Please be aware that Hamburg Messe is entitled to have vehicles towed away for the following reasons:

• No valid parking permit during the fair
• Hindrance of exhibition stands on the open air grounds
• Hindrance of stand assembly or dismantling
• Blocking of fire-brigade access routes
• Parking on no-parking or prohibited areas

The cost for towing away a vehicle will be at the charge of the owner.

Car Parking

Pre ordering car parking passes for the car parks during the open days is no longer required. You can purchase the tickets directly from the car parks on your arrival. Car parking is charged at EUR2 per hour with a maximum of EUR16 per day. No permanent parking spaces for trucks, trailers, vans, cars higher than 2.10 m in the complete B-Area.

Overnight parking is NOT available at the Hamburg Messe. You will need to seek alternate arrangements if you are looking to park trucks and vans for the duration of the event.

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All deliveries to the show must be addressed to: 

Contact Name and Mobile Number

Company Name and Stand Number

World Travel Catering & Onboard Services Expo 2025

Bei den Kirchhöfen, 20355 / Tor A3 

Hamburg 

Germany

During the build up period of World Travel Catering & Onboard Services Expo Hamburg, access to the exhibition ground will only be possible by leaving a deposit. This deposit will be fully returned as long as the vehicle is removed within the time deadline. 

It is important that you forward this information onto your contractors to avoid any delays for them on site.

Consider methods to reduce the number of deliveries and, where possible and safe, having single workers load or unload vehicles. Consider using the same pairs of people for loads where more than one is needed. Encourage drivers to stay in their vehicles where this does not compromise their safety and existing safe working practice. Enable drivers to access welfare facilities when required, consistent with other guidance. 

PLEASE NOTE that the Venue nor the show Organisers will accept or sign for any deliveries. All courier deliveries will be directed to the Official Logistics Provider.                 

Want to avoid any exhibition traffic and save time?

Then we strongly recommend that you consider booking the Advanced Warehouse option with the Official Logistics Provider. Send your goods around two weeks before the show and they will be stored and delivered directly to your stand when you are ready for it. It will not only save you time but could also save you money.  Speak to the Official Logistics Provider now to see how they can help.

Can I use my own courier?

Yes you can but in our experience we do suggest that you consider using the Official Logistics Provider for the following reasons:

• Couriers find it difficult to navigate the venue traffic systems and often struggle to find specific stands within halls.
• Risk of courier drivers getting caught in exhibition traffic and not wanting to wait.
• They sometimes leave deliveries without signatures.
• Any deliveries that arrive before tenancy begins will be turned away.
• We are currently not allowing any couriers into the exhibition hall so all items are required to be left with the Official Logistics Provider.
• The organisers and venue will not accept or sign for any deliveries on your behalf.

So to avoid the stress of wondering whether your goods will arrive in time, speak to the Official Logistics Provider and see how they can help and manage this on your behalf.

Please click here for the Official Logistics provider website.

If you do decide to use your own courier company make sure that they have the correct address below. Direct deliveries must not arrive at the venue before Monday, 31st March as they will be returned to your local logistics/carriers depot. If there is no one at your stand to receive your delivery, and on the rare chance that the delivery is accepted at the Venue then please be aware that there may be an additional handling fee from the Official Logistics Provider.

If it is necessary for you to have a delivery made during the show open period, please ensure that this is made prior to the show opening. Trolleys are not permitted on the show floor once the show is open and therefore any deliveries will have to be hand carried.  

Please do take the time to speak to the Official Logistics Provider who are very experienced in handling exhibition freight and will have cost effective solutions to make your planning experience both pre-show and onsite a lot easier so your time can be spent on more important things.

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Only the Official Logistics Provider may operate lifting equipment inside the hall and around the perimeter of the venue. Under no circumstances are any other lifting contractors permitted to use forklifts inside of the halls or in the loading areas.

The use of vehicle mounted 'HIAB' type cranes and self-drive lifting equipment and de-mountable forklift trucks will not be permitted within the halls or offloading areas. 

To order a forklift or other lifting equipment for unloading or loading for stand materials and exhibits please contact the Official Logistics Provider to discuss your lifting requirements and to request a quote for their services.  We recommend that you make contact at the earliest opportunity with details of large or heavy exhibits as these may need to be positioned in the early part of build-up and may require special handling.

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All non-EU shipments must go through customs clearance and copies of all documentation sent to DB Schenker at least 2 weeks prior to the consignment’s departure from origin to check that all details are correct and if special licenses apply.

The following documentation is required:

Seafreight:

• 2 Original and 3 Copies of Bill of lading or 1 Copy Express Bill of lading
• 1 Copy of Commercial Invoice/Packing List (CIPL)
• 1 Copy of Insurance Policy (if available)
• 1 Original of Certificate of Origin/Preferences (if applicable*)

Airfreight:

• 1 Copy of Air Waybill
• 1 Copy of Commercial Invoice/Packing List (CIPL)
• 1 Copy of Packing List (if available)
• 1 Original of Certificate of Origin/Preferences (if applicable*)

Roadfreight: To avoid any problems with customs authorities please present all necessary customs documents such as CIPL, T-form, Carnet ATA etc., Certificate of Origin/Preference (if applicable*) to our office upon arrival.

*(G.S.P. FORM-A, EUR.1, ATR.1) 

Courier: all non-EU courier shipments should be sent on a DDP (Delivery Duty Paid) basis and an EORI number is required. If the Courier of your choice is unable to clear customs on your behalf the shipment can be handed over to us subject to providing Commercial Invoice/Packing List as well as a valid EORI number issued in the EU under the importer’s name. 

The combined commercial invoices and packing list must include:

•  Exact description of the items and material (made of wood, steel, plastic…) in English
•  Exact number of items - Price per unit/item (each item has to have a value, value “0” will not be accepted)
• Total CIF value - Each item should have a clear indication of Customs procedure (temporary/permanent)
• Net and Gross weight
• H.S codes
• Incoterms
• Hall & Stand number
• Serial numbers for machines, audio and video equipment, computers, etc.

EORI Number

Any business or individual importing goods into the European Union (EU) requires an EORI (Economic Operators Registration and Identification) number. This concerns all importations (goods that will be sold as well as catalogues, giveaways and consumer goods) as well as exportation of EU-goods to non-EU states.

DB Schenker will be unable to arrange customs clearance for your shipments without an EORI number, therefore it is mandatory for you/your clients to apply for one. A request for an EORI number should be lodged as timeously as possible prior to initiating the activities that are governed by customs law.

Companies with a registered office in the European Union must request an EORI number from the member state in which they are registered. Third-country operators must be registered by the member state in which they first wish to act as a declarant and/or representative or as principal.

EORI numbers are assigned free of charge on request by the Central Customs Authority.

For more detailed information about the EORI request procedure please visit the official website of the German Customs Authority via Customs online - Requesting an EORI number and amending an operator’s particulars - Requesting an EORI number and amending an operator’s particulars (zoll.de)

As DB Schenker is not the importer and only operate as a representative for you/your clients, we cannot use our EORI number - you will need to use your own EORI for this process. Please share this information with all responsible parties.

Food Products

Some commodities (foodstuff, beverages, raw materials, pharmaceuticals and medical products or equipment, cosmetics, medicines, plants etc.) may require additional documentation such as a certificate of origin, health certificate or import licence. Please send DB Schenker the invoice prior to exporting in order to check if there are any specific regulations. 

It is the sole responsibility of the Exhibitor to ensure the products and materials they will be exhibiting are lawfully brought into Germany and used and displayed only in accordance with the terms and conditions governing the entry of the products and materials and the use of such materials in Germany. Therefore, it is advisable to contact DB Schenker before shipping such goods in order to obtain precise details about the charges you will have to pay. 

Be considerate of others and keep the aisles around your stand clear at all times. Space Only contractors should not be delivering furniture and stand dressing items until there is sufficient space within the stand area to store them. Items left in the aisles run the risk of being removed either by the Official Logistics Provider or cleaning team which will incur charges that will then be passed directly back to either the stand contractor or exhibitor.

To avoid this risk why not ask the Official Logistics Provider to store any items until you are ready to receive them on your stand? Delaying the delivery of furniture and dressing items will have a positive impact ensuring a smoother onsite experience for everyone, for example;

• Everyone on site can move more easily around the show floor
• The Official Logistics Provider can deliver freight quicker to stands
• Venue rigging department can navigate around the show floor easier so less delays
• Creates more space for your team to work
• Allows venue cleaners to sweep the aisles more regularly which will help to ensure a clean show for your clients on opening morning

No excess stock, literature, or packing cases may be stored around or behind your stand. If you require storage whilst on site at the exhibition (e.g empty cartons, boxes, literature etc.), please contact the Official Logistics Provider for a quote. They will collect items from your stand, store them and promptly return them to you during breakdown. 

Be sure to collect packing labels from the Official Logistics Provider during build-up. If packing material are found un-labelled onsite, it may be treated as waste and removed.

Whilst every precaution is taken to ensure the safety and security of the storage areas, we cannot accept any responsibility whatsoever for any, loss or damage or any consequential losses which may befall on your property. Please refer to the Security Section for further information. 

DB Schenker can offer accessible refrigerated and frozen storage options. Please contact them directly to discuss your requirements. 

Please note that if you require a refrigerated container to be positioned outside the exhibition halls this will need to be approved and booked via DB Schenker who will allocate you a position. Once booked a parking fee of €550 + power will be charged by the venue, in addition to the charge for the container if applicable. 

The removal or packing of items or graphics on a stand must not commence until after show close on Thursday, 10^th April. All shell scheme exhibits must be removed by 2000 on Thursday, 10^th April as the dismantling of shell scheme stands will begin at this time.

All stand fitting and excess waste must be removed by 1200 on Saturday, 12^th April.

Any items remaining in the halls at this time will be disposed of as rubbish and any costs incurred will be charged to the exhibiting company.

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