Exhibition organisation from A to Z
Stand planning
Process: System layout, graphics & furnishings
Deadline: The deadline for approving the stand design is 5 weeks before the trade fair.
Details can be found in the deadline checklist for the respective venues. The checklist is available in the venue overview on the exhibitor portal.
Actions to be taken by the deadline
- Order additional stand equipment from the MyEasyfairs online shop
- Check and approve the technical stand drawing
- Send print files for stand graphics directly to the stand construction partner Messeprojekt
- Check and approve the graphic layout
The stand design and construction process is handled directly between the exhibitor and our stand construction partner, Messeprojekt (mp).
| Date | Action |
|---|---|
| 10 weeks before the deadline (approx. 16 weeks before the trade fair) | The technical stand drawing is sent by email. It is based on the services booked and, where applicable, takes into account the stand configuration from previous trade fairs. For very large trade fairs or planning that spans holiday periods, the drawing is usually sent out earlier. |
| Ongoing | Coordination and finalisation of the stand plan directly with the trade fair project team |
| Deadline: 5 weeks before the trade fair | Approval of the stand construction plan, closure of the online shop |
Exhibitor flat-rate insurance
Registration for the trade fair automatically includes cover under the exhibitor’s comprehensive insurance package. The insurance offers comprehensive cover for the key risks associated with taking part in the trade fair.
Scope of cover
- Public liability insurance: Proof of insurance is required for all Easyfairs trade fairs.
- Cancellation insurance: Cover in the event of non-attendance through no fault of your own.
- Property insurance: Cover for damage to or loss of trade fair equipment, including transport.
Cost: €195
The insurance partner is Inevexco. All communication regarding the exhibitor’s comprehensive insurance policy will be handled directly by the insurance partner.
If you already have adequate insurance cover, you may opt out of the exhibitor’s comprehensive insurance policy upon provision of appropriate proof.
Further information can be found in the registration form, in the trade fair organiser’s terms and conditions and on the Inevexco website.
Order deadlines and surcharges
The deadlines specified for additional orders in the MyEasyfairs online shop are binding due to our collaboration with service partners. A surcharge on the standard price will apply to late orders.
Orders placed after the deadline and the closure of the online shop (5 weeks before the fair) are only possible by individual arrangement with the Operations Team.
| Period | Surcharge |
| Up to 5 weeks before the trade fair (closure of the online shop) | Standard price |
| From 5 weeks before the trade fair until the service day | +30 % |
| On the service day | +50 % |
| On the exhibition day | +100 % |
Own stand construction
The deadlines specified for additional orders in the MyEasyfairs online shop are binding due to our collaboration with service partners. A surcharge on the standard price will apply to late orders.
Orders placed after the deadline and the closure of the online shop (5 weeks before the fair) are only possible following individual consultation with the Operations Team.
| Period | Surcharge |
| Up to 5 weeks before the trade fair (closure of the online shop) | Standard price |
| From 5 weeks before the trade fair until the service day | +30 % |
| On the service day | +50 % |
| On the exhibition day | +100 % |
GEMA registration
Where performances or the playback of media take place at the stand – for example, music in promotional films – GEMA fees may apply. The exhibitor is responsible for registering with GEMA in good time and for paying the fees.
Graphics
Printing of the Tower graphics is included in the stand package.
Additional print elements can be booked at extra cost via the online shop in MyEasyfairs.
Final graphics must be submitted to the stand construction partner Messeprojekt by the deadline and in accordance with the graphics guidelines. Once the deadline has passed, implementation cannot be guaranteed.
Furniture orders
The basic furniture package is included in the stand package.
Additional furniture can be booked via the online shop in MyEasyfairs for a fee.
All additional orders must be placed in good time. Once the deadline has passed, we cannot guarantee that your request will be fulfilled.
Please note:
- Furniture included in the stand package cannot be exchanged for other items.
- Standard furniture that is not required will not result in a price reduction.
- Unrequired furniture must be placed in the hall aisles on the service day; it will be collected by the exhibition team.
MyEasyfairs
MyEasyfairs is the central portal for managing your profile, trade fair participation, visitor invitations and post-fair leads.
Increase visibility
- Create a profile with unlimited content
- Year-round visibility, regardless of events
- Analysise visitor interactions with your content
Connect with the right contacts
- Send trackable invitations to your own network
- Receive an SMS notification when invited contacts arrive at the trade fair
- Direct qualified visitors straight to your stand
Easy lead capture
- Centralised management and download of all leads
- Complete visitor data for easy follow-up
Organising trade fair participation
- Registration of stand staff
- Processing all orders via the MyEasyfairs online shop
Online shop
The online shop is used to order additional stand fittings, further printed materials and furniture, and can be found in your MyEasyfairs account under Edit stand → Webshop & Orders.
Closure of the online shop: 5 weeks before the fair
- No automatic order confirmation will be sent by email.
- Orders placed can be viewed, once approved by the Operations Team, under Edit Stand → Webshop & Orders.
- Orders placed after the deadline and following the closure of the online shop are only possible subject to individual consultation with the Operations Team.
- Once the deadline has passed, on-time delivery cannot be guaranteed. Later orders will be assessed on a case-by-case basis and processed where possible.
Exhibition stand construction system
The ‘Megawall’ system
- Modular frame system
- Flexible stand construction system with the design aesthetic of bespoke exhibition stand construction
- Frames are fitted with white PVC panels
- The stand can be used 100 per cent as advertising space
- Fitting of continuous, full-surface textile graphics
Wall module
100 cm (width) x 250 cm (height)
- Large-scale, seamless printing across multiple wall modules is possible.
- Printing on individual wall modules is also an option
Tower top graphic
100 cm (width) x 100 cm (height)
- Included in all stand concepts
Booth module (1 m²)
- Included for stand sizes of 20 m² or more
The currently valid stand construction guidelines are available from the Operations Team.
Note:
Residues of materials and adhesive on the walls must be avoided. In the event of soiling or damage, Easyfairs reserves the right to charge for the costs incurred.
Stand security
The hall will be locked after set-up or after closing time. Security patrols will be carried out. This does not include any liability for your exhibition goods.
If you are interested in individual stand security, please contact the Operations Team.
Special features of the sites
Chemnitz
If you are interested in personalised stand security, please contact the Operations Team.
Düsseldorf
If you are interested in a personalised stand security service, you can arrange this directly with the security provider Klüh by sending an informal email to Klaus Seifert, k.seifert@klueh.de.
Stand catering
As the trade fair operates on a full-board basis, no individual stand catering is available. Please contact the operations team if you have any queries.
Stand cleaning
Stand cleaning is included in the participation fee and takes place on the evening before each exhibition day. It includes vacuuming the floor, emptying the bins and cleaning table and counter surfaces.
Please note:
Residues of materials and adhesive on the walls must be avoided. In the event of soiling or damage, Easyfairs reserves the right to charge for the costs incurred.
Technical connections: Compressed air
Compressed air connections must be ordered in good time via the MyEasyfairs online shop and marked on the technical stand plan.
The technical guidelines of the venue must be observed. Technical work may only be carried out by the official stand construction partner. The Operations Team offers bespoke solutions and advice.
Special features of our sites
Chemnitz
XXX
Düsseldorf
XXX
Technical connections: Internet
If a LAN connection is required in addition to the general Wi-Fi, this must be requested from the Operations Team in good time (subject to a charge) and indicated on the technical stand plan.
The technical guidelines of the venue must be observed. Technical work may only be carried out by the official stand-building partner. The Operations Team offers bespoke solutions and advice.
Special features of our sites
Chemnitz
XXX
Düsseldorf
XXX
Technical connections: Electricity
Additional power connections must be ordered in good time via the MyEasyfairs online shop and marked on the technical stand plan.
The technical guidelines of the venue must be observed. Technical work may only be carried out by the official stand construction partner. The Operations Team offers bespoke solutions and advice.
Electrical Equipment
- All connections are fitted with residual current devices (≤ 30 mA). For insurance and legal reasons, machinery and exhibits may only be operated with residual current devices. For devices with an integrated residual current circuit breaker, connection is possible without a separate residual current circuit breaker.
- Schuko cables for exhibits and electrical appliances are not included in the connection package and must be ordered separately from the online shop.
Technical connections: Water
Additional technical connections must be ordered in good time via the MyEasyfairs online shop and marked on the technical stand plan.
The venue’s technical guidelines must be observed. Technical work may only be carried out by the official stand construction partner. The Operations Team offers bespoke solutions and advice.
Special features of our sites
Chemnitz
XXX
Düsseldorf
XXX
Important on site
Travel
Chemnitz
C³ Chemnitzer Veranstaltungszentren
c/o Messe Chemnitz
Messeplatz 1
09116 Chemnitz
Düsseldorf
Areal Böhler
Alte Schmiedehalle | Halle 33
Hansaallee 321
40549 Düsseldorf
Berlin
STATION BERLIN
Luckenwalder Straße 4 – 6
10963 Berlin
Deutschland
Friedrichshafen
Messe Friedrichshafen
Halle B1 + B2 + B3 | Eingang West
Neue Messe 1
88046 Friedrichshafen
Heilbronn
redblue Eventlocation
Wannenäckerstraße 50
74078 Heilbronn
Deutschland
Hamburg
Hamburg Messe
Halle B5, B7
Karolinenstraße 20-22
20357 Hamburg
Exhibitor passes
Personalised exhibitor passes are free of charge and grant access to the exhibition halls during set-up and dismantling periods, as well as throughout the exhibition.
Register stand staff
Up to 2 weeks before the start of the fair in MyEasyfairs under:
Edit stand > Manage your staff > Stand staff > + New
Collect passes
Show the QR code from the confirmation email at the service point the day before the fair, or at the registration desk during the fair.
| Stand size | Free exhibitor passes* |
|---|---|
| 8–12 m² | 2 |
| 15–21 m² | 3 |
| 24–30 m² | 4 |
| Co-exhibitors | 2 |
*Each additional pass costs €25.
Exhibitor catering
Set-up day
- Bistros: Drinks and snacks at your own expense
- Information point: Free coffee and a sweet treat all day long
Exhibition days
- Coffee Lounges: free snacks, hot and cold drinks available all day for exhibitors and visitors
- Vouchers: All trade fair participants will receive vouchers upon registration for a snack and a hot lunch in the Coffee Lounges (12.30–14.30).
Special features of our sites
Chemnitz
Set-up day:
Snacks and drinks, 12.30–14.30, Gallery South, at your own expense
Düsseldorf
XXX
Cloakroom
Use of the cloakroom in the entrance area is free of charge for exhibitors and visitors.
Get-together & Sundowner
Chemnitz
Sundowner
The Sundowner will take place on Tuesday, 22 September 2026, from around 7.00 pm at the Turm-Brauhaus in Chemnitz.
The first welcome drink is on Easyfairs.
Exhibitor get-together
The get-together will take place on Wednesday, 23 September 2026, from 5.00 pm at the EMPORE / Galerie Süd in the exhibition hall.
All exhibitors are warmly invited to raise a glass together to mark the first day of the trade fair. Your exhibitor pass serves as your entry ticket.
Düsseldorf
XXX
Hall and site plan
Chemnitz
Hotel service
For hotel bookings, our partner Hotelservice-Deutschland.de offers a service with specially arranged preferential rates.
Chemnitz
Düsseldorf
Job board
A job board is available on site for exhibitors to display their job vacancies free of charge.
Job vacancies in A4 format can be handed in at the Easyfairs information counter. They will then be displayed on the job board.
Opening hours
- Day 1 of the fair
9.00 am – 5.00 pm - Day 2 of the fair
9.00 am – 4.00 pm
Parking
Chemnitz
Set-up:
Once unloading or set-up is complete, Sprinters and lorries can be parked free of charge in P2.
Exhibition period:
P0 + P1 + P2 = Visitor car parks
P2 = Exhibitor car parks
There are no parking permits for the Chemnitz site.
Düsseldorf
Set-up:
Once unloading or set-up is complete, car parks P1 and P2 may be used. The car parks are signposted on site. Car park attendants are on hand to help with directions and guidance.
Exhibition dates:
Exhibitors should park in the Telekom car park and will be taken to the Areal Böhler by shuttle bus. Signage on site will guide you to the venue.
For the Düsseldorf venue, there are no parking permits.
Service points (Easyfairs team)
Staff will be available to answer any questions during the following service hours.
Set-up day (the day before the fair): 12:00–18:00
- Collection of exhibitor documents (ID badges, meal vouchers)
- Enquiries regarding electricity, compressed air and internet
- Last-minute orders for furniture (subject to availability) and technical connections (no guarantee)
- Complaints
- Submission of
- Job advertisements for the job board
- Wi-Fi login details
- Enquiries regarding digital solutions
- Other enquiries, issues and requests
Day 1 of the trade fair: 8.00 am–5.00 pm
- Enquiries regarding electricity, compressed air and internet (8.00 am–10.00 am)
- Submission of job advertisements for the job board
- Wi-Fi login details
- Enquiries regarding digital solutions
- Other enquiries, issues and requests
Day 2 of the trade fair: 8.00 am–5.00 pm
- Wi-Fi login details
- Enquiries regarding digital solutions
- Other enquiries, issues and requests
Talklounge
The following equipment is available for booked presentation slots:
- Laptop
- Projector
- Speaker’s podium
- Microphone system
The presentation must be sent in advance by email to jan.schuttenberg@easyfairs.com. The presentation will be shown using the laptop provided on site; it is not possible to connect your own laptop.
Videos must be embedded in a playable resolution. Audio playback is possible.
On site: Please arrive 10 minutes before the start of the presentation
Wi-Fi
A separate Wi-Fi network is available to all exhibitors on the set-up day and during the exhibition free of charge.
The public Wi-Fi is not designed for the transfer of large amounts of data. Uninterrupted internet access cannot be guaranteed.
If you require a LAN connection in addition to the general Wi-Fi, please submit a request to the Operations Team in good time and subject to a charge.
Special features of our sites
Chemnitz
To use the Wi-Fi, select the exhibition hall’s Wi-Fi network. When you visit any website, the hotspot homepage will open automatically so that you can confirm the terms and conditions.
Düsseldorf
XXX
Build-up and dismantling
Set-up, set-up times
Set-up day (the day before the fair): 8.00 am–6.00 pm
Exhibitors may access the venue throughout this period.
- From 12:00: System stands are ready for occupation and the Easyfairs Service Point is staffed.
- 12:00–18:00: Complaints are accepted at the Service Point.
An early or extended recovery period is only possible following consultation with the surgical team.
Dismantling, dismantling times
Day 2 of the trade fair: 4.30 pm–10.00 pm
Exhibitors to clear and dismantle their system stands; hall doors to open
Day after the trade fair: 8.00 am–12.00 pm
Heavy machinery or other materials may only be collected on Friday by prior arrangement with the organiser.
Information on dismantling
- Dismantling or clearing the stand is not permitted during the official exhibition hours.
- Pack exhibits and label them with your company name, mobile number and stand number.
- Take all items you have brought with you away in full.
- Return cabin keys to the respective cabin lock after the event has ended.
- Leave the Smart Badge Reader on the stand provided for this purpose.
- There will be no hall security during the dismantling phase.
Waste disposal
For larger volumes of waste and any corresponding need for skips, the relevant operations team is available to assist.
Note on waste separation:
To ensure the event is as sustainable as possible and to avoid unnecessary waste, we ask that you make consistent use of the waste separation systems provided and minimise the use of packaging and printed materials as much as possible.
Directions for set-up and dismantling
Access to the exhibition grounds
- Please use the signposted access routes. Access to the hall entrance is subject to traffic conditions and the instructions of security staff. There is no entitlement to direct access.
- On the final day of the exhibition, vans, lorries and vehicles with trailers may only enter the grounds after the exhibition has closed and authorisation has been granted.
Traffic and Safety
- The German Road Traffic Regulations (StVO) apply throughout the exhibition grounds. Instructions from parking and security staff must be followed. Particular caution is advised due to seasonal visibility conditions.
- Access roads, gates and emergency and evacuation routes must be kept clear at all times. Vehicles or materials blocking these routes will be removed at the owner’s expense.
Loading and unloading
- Once unloading is complete, vehicles and trailers must be removed from the loading bays immediately and parked in accordance with the instructions of the security staff.
- No deposit is required for delivery.
- Private vehicles are not permitted in the exhibition halls.
Special features of our sites
Chemnitz
- Self-delivery by car: Access via car park P0, entry through the exhibition hall’s entrance gates
- Logistics deliveries/collections: Access via the gate at car park P0 into the loading bay
- Deposit: None
- After loading/unloading: Leave the loading bay immediately
Düsseldorf
XXX
Delivery and collection
Delivery directly to the stand
- Exclusively on the set-up day (the day before the trade fair), 8.00–20.00
- Storage costs will be charged for deliveries made too early.
- Individual or preferred delivery dates are only possible by prior arrangement with the Operations Team.
- Collection of exhibition goods: during dismantling hours by 12:00 at the latest on the day after the exhibition
Important information
- Easyfairs does not accept deliveries on behalf of exhibitors and accepts no liability for goods delivered.
- A person authorised to accept deliveries must be present on site and available by telephone.
Chemnitz
C³ Chemnitz Event Centres
c/o Chemnitz Exhibition Centre
all about automation chemnitz 2026
EXHIBITOR NAME
Hall XXX, Stand XXX
Contact person XXX (Tel.: XXX) Messeplatz 1
09116 Chemnitz
Düsseldorf
Areal Böhler
Alte Schmiedehalle | Halle 33
Hansaallee 321
40549 Düsseldorf
Floor load capacity
Chemnitz
Floor load-bearing capacity and dimensions of the hall doors:
XXX
Düsseldorf
Floor load capacity and dimensions of the hall doors:
Door 1:
Floor load: max. 10 tonnes/m²
No point loads
Access for lorries
The loading door is located at the rear of the hall.
Heavy machines
Heavy machinery/exhibits weighing over 1,000 kg and/or bulky machinery/exhibits measuring over 120 × 80 cm (Euro pallet) must be registered with the organiser and the official exhibition freight forwarder. The freight forwarder’s designated delivery zones must be observed.
Deadline: Registration with the Operations Team and the exhibition freight forwarder must be completed no later than 4 weeks before the start of the exhibition
Contact:
DSV Fairs & Events GmbH
Riemannstrasse 29b
04107 Leipzig
Fairs.Leipzig@dsv.com
Chemnitz
Deadline: XXX
Düsseldorf
XXX
Freight forwarding and exhibition logistics
Freight forwarding, pallet trucks, forklift trucks, storage of empties and heavy/bulky exhibits
Contact:
DSV Fairs & Events GmbH
Riemannstrasse 29b
04107 Leipzig
Fairs.Leipzig@dsv.com
Notes:
- Vehicles, forklift trucks, containers and motorised industrial trucks may only be operated within the halls by the official exhibition freight forwarder.
- Exhibition staff will not accept or store exhibition goods. Acceptance, storage and invoicing are handled directly by the official freight forwarder.
- Loading and unloading dates and prices must be agreed directly with the freight forwarder.
Customs clearance
All customs regulations of the host country must be complied with. This applies in particular to the customs clearance of goods imported on a temporary basis, e.g. exhibits; the customs declaration for goods imported on a permanent basis, e.g. promotional items and information material; and the registration of staff working on the exhibition stand.
Easyfairs does not handle customs clearance or bear any associated costs, and accepts no liability for breaches of legal provisions.
