Updated on: 03rd April, 2025

It’s early April, and if you’re planning to exhibit in Europe this June, the clock is ticking. June is absolutely packed with trade shows across Europe – from tech summits in Amsterdam to manufacturing expos in Stuttgart – and exhibitors everywhere are feeling the heat. Everyone (including your competitors) is racing to get freight, custom trade show booths, and paperwork sorted in time​. 

In the rush, it’s easy to fall into pitfalls like shipping delays, customs issues, and venue restrictions. Sound familiar? Don’t worry—a bit of smart planning can go a long way. June shows offer huge business potential, so let’s break down the most common logistics challenges and how to avoid them when you’re working on a tight timeline.

1. Shipping Hassles for International Exhibitors

If you’re an exhibitor flying in from the US or Canada (or anywhere outside Europe), shipping your booth materials overseas on short notice can feel like a high-stakes race against time. Delays are a real threat—but they’re avoidable if you act fast.

a) Last-Minute Logistics vs. the Calendar:

It’s already April, and June will be here before you know it. Unfortunately, that means the leisurely option of sea freight is likely off the table. Ocean shipments take weeks—plus customs clearance and venue transport time. If your container isn’t already en route, it won’t make it. That leaves air freight: fast but expensive. So yes, you can still get your booth to Europe by plane, but you’ll pay a premium for that last-minute speed.

b) Customs and Documentation Nightmares:

Tight deadlines make customs paperwork even more critical. Miss a form, and your trade show booth rental could be stuck in customs for days. From carnets to itemised invoices, the process is complex—but unavoidable. Work with a freight forwarder who knows the trade show world. They’ll help you get every detail right the first time. At this stage, there’s no room for error.

Clock’s ticking for June shows—secure your stand today.

Email us at international@expodisplayservice.com before deadlines close.

2. Logistics Hassles for European Exhibitors

You might think that if you’re already in Europe, shipping and logistics will be a breeze. Not so fast. Even for European exhibitors, planning a cross-border trip to a June trade show can be surprisingly complex. Different countries – and even different venues – have their own rules and quirks that can trip you up if you’re not prepared. Here are some hassles to watch for, even if you call Europe home:

a) Cross-Border Regulations & Road Rules:

Within the EU, you may not face customs checkpoints, but there are still national regulations that can impact your journey. For example, many European countries enforce weekend or holiday driving bans for heavy trucks. Germany, France, Italy and others prohibit trucks over 7.5 tons from driving on Sundays. 

If you planned to drive your custom exhibition stand materials from Paris to Munich on a Sunday, think again – you’ll be stuck cooling your heels at the border until the ban lifts. Meanwhile, the Netherlands and Belgium have no such bans​, which can make routing through or from those countries a bit easier. The lesson? Plan your transport schedule carefully around local road laws.

b) Venue-Specific Logistics and Rules:

Every exhibition venue has its own rules when it comes to loading in and out your trade show booth stand. Some large fairgrounds (like RAI Amsterdam or Fira Barcelona) require you to book a time slot for unloading, or they limit vehicle access to certain entrances. At RAI Amsterdam, for instance, there are designated unloading areas and time limits for each vehicle to keep traffic flowing​. In cities like Paris or Barcelona, you might also need to navigate urban low-emission zones or height restrictions on trucks when delivering to downtown venues. 

Then there’s the matter of on-site services: certain venues might insist you use their official contractors for things like forklifting heavy crates or installing rigging. Don’t assume you can just drive up and DIY your exhibition stand design and build – you may arrive and find you must hire a certified crew on the spot to handle it. Always read the exhibitor manual from the show organizers well in advance, so you know the do’s and don’ts of your specific venue. 

Feeling the pressure of tight timelines for your June show?

Email us at international@expodisplayservice.com to get expert help.

3. Why Partnering with a Local Booth Builder is the Answer to All Your Hassles

Feeling overwhelmed by all the shipping and logistics hoops to jump through? You’re not alone. Many exhibitors – both international and European – who find themselves behind schedule in planning decide to call in local reinforcements. Specifically, partnering with a local trade show booth builder in the city or country where your exhibition is taking place can be a game-changer. Here’s why this approach makes a ton of sense:

a) Skip the Shipping Nightmare:

Perhaps the biggest benefit of a local partner is that you may not need to ship your own booth at all. Local trade show booth builders often offer exhibition stands for hire and also trade show booth rentals that they can customize to your brand. Instead of freighting heavy booth structures overseas, you could rent a fully-built stand in, say, Amsterdam or Munich. The local team will have it ready at the venue – no international shipping, no customs, no worrying if your crate misses a flight.

b) Local Know-How and Venue Savvy:

A city-specific or Europe-based custom exhibition stand contractor will know the venue and country regulations like the back of their hand. They’ve dealt with the Messe Stuttgart or Paris Expo Porte de Versailles many times before. That means they already understand the loading procedures, height restrictions, fire codes, and all those pesky details. For example, if the venue requires a fire safety certificate for materials or has a strict timeline for installation, your local contractor will handle it as part of the package​.

c) Access to Resources & Manpower:

When you work with a local trade show booth design company, you tap into a whole infrastructure that’s right there on the ground. Need a graphic panel reprinted overnight because it got damaged? They have a print shop or partners nearby to do it. Short a couple of chairs or a TV for your demo? They can source them locally. Plus, they have experienced builders, installers, and technicians on hand. You won’t have to fly out your own crew (saving travel costs) or, worse, try to out a complex exhibition stand design ideas with your sales team the night before the show.

Conclusion

Exhibiting in Europe during the busy summer trade show season can feel overwhelming, especially when you’re short on time. But here’s the good news: you don’t have to manage it all alone. A local expert like Expo Display Service can simplify the entire process and help you stay on track. With over 40 years of experience as one of the leading trade show booth builders in Europe, we’ve supported countless international and regional exhibitors with smooth, stress-free booth setups.

Operating out of our in-house facilities in Germany and the Netherlands—and with a presence in Switzerland, Belgium, Spain, France, and Austria—we offer complete solutions tailored to your needs. Whether you’re after full-fledged exhibition stand builders or just need a reliable trade show booth rental, we’ve got you covered. Our services include trade show booth design, construction, logistics, graphic printing, on-site management, installation, and dismantling.

From sourcing materials to handling local rules, our multilingual team ensures everything runs like clockwork. Whether you’re considering exhibition stands for hire, exploring exhibition stand design ideas, or need help building custom exhibition stands, we’re ready to jump in. Email us at international@expodisplayservice.com and let’s make your European exhibition a success—without the hassle.