FAQ’S
Visit our Exhibitor FAQ section to find answers to the most common inquiries — from booth booking and logistics to setup guidelines and service orders.
Visa Services
Visa issues?
For visitors from countries that require a visa, an invitation letter will be issued by a representative of the German Trade Fair.
Attention travelers requiring a visa
Trade fair participants from countries that require a visa to enter Germany must submit a formal invitation letter as part of their visa application. In order to draft this letter as accurately as possible, we need various details from you. After your reservation has been successfully made, you will receive a formal invitation letter by email. Please bring a printed copy of this document to the embassy for your appointment.
一、What is a Schengen visa (short-term stay not exceeding 90 days)?
Answer:
The EU has a unified visa policy for short-term transit and entry not exceeding 90 days. These unified regulations define the visa obligations of non-EU citizens and regulate the Schengen visa application process applicable to the 26 Schengen countries through the Visa Code. Holders of a valid Schengen visa can stay in the Schengen area for no more than 90 days in every 180-day period without exceeding the number of days available on the visa. If you travel through other non-Schengen EU countries (such as the United Kingdom, Ireland or Cyprus, etc.), you may need to apply for other visas in addition to the Schengen visa.
Important: The visa must be issued by the embassy or consulate of the main travel destination country.
The Schengen visa is a unified visa applicable to all 26 Schengen countries. Therefore, each passport can only have one valid Schengen visa. You cannot apply for visas to multiple Schengen countries at the same time for the same stay period of not more than 90 days.
二、Website and phone number of the German embassy or consulate
Answer:
You can check directly on the official website of the German embassy or consulate.
Shanghai: Consulate General of the Federal Republic of Germany in Shanghai
Chengdu: Consulate General of the Federal Republic of Germany in Chengdu
Beijing: Embassy of the Federal Republic of Germany in China
Guangzhou: Consulate General of the Federal Republic of Germany in Guangzhou
Visa Application Tips
三、Brief description of the Schengen visa application process:
Answer:
Determine the purpose of your trip, such as business, tourism, visit, etc. For information on what visa application materials should be prepared, please refer to https://china.diplo.de/cn-zh/service/visa-einreise/schengenvisum/1343246
Register on the website of the visa center responsible for your place of residence and apply for your visa based on the correct official information.
Make an appointment online for the visa submission time and go in person to have your fingerprints collected.
四、How long does it usually take to get a visa?
Answer:
If the materials are complete and the content is correct, the German Embassy or Consulate in China usually only needs a few working days (usually 5-10 working days) to complete the review of the application. The specific length of time depends on the workload of the embassy or consulate. During the normal processing period, we will not answer questions about the processing progress. In order to ensure that you have sufficient time to obtain a visa, it is recommended that you start the process two to three months before entry.
五、Is it necessary to apply for medical insurance when applying for a Schengen visa? What are the requirements or restrictions for insurance?
Answer:
Valid travel medical insurance is a prerequisite for the issuance of a Schengen visa. It must cover the entire stay and be valid throughout the Schengen area. In addition to the validity period of the insurance, the name of the insured person must also be indicated. The total amount of insurance must be at least 30,000 euros to cover all risks, including outpatient and inpatient medical expenses, and repatriation costs due to illness or death.
Please check every detail of the insurance policy to ensure that the above elements are clearly listed in the policy and ask the insurance company to provide an English version of the policy. Please carry a copy of the policy with you when traveling.
It is recommended to purchase travel medical insurance with a flexible validity period so that the insurance will still be valid even if the trip is postponed for a few days.
Chinese insurance often has some restrictive clauses for travelers over 70 years old. Due to these restrictions, this type of travel medical insurance may no longer meet the relevant requirements of the Schengen visa and cannot be accepted.
六、Where can I get the application form? How do I fill it out?
Answer:
You can find a free application form on the website of any German embassy or consulate in China. You can also find Schengen visa application forms in various languages on the website of the German Foreign Ministry.
The application form must be printed out and signed in person (the following three places on the form must be signed), and the signature must be consistent with the signature on the passport.
The original paper printout must be submitted when submitting the application. The application form of underage applicants must be signed by at least one parent.
And don’t forget to answer question 27 on the form, that is, whether fingerprints have been collected when applying for a Schengen visa before.
For application instructions for different travel purposes, please refer to the German Embassy in China https://china.diplo.de/cn-zh/service/visa-einreise/schengenvisum/1343246
七、What must be included in the invitation letter sent to the Chinese business partner?
Answer:
The business invitation letter must be on formal letterhead of the inviting company and state the personal information of the invitee, the business reason for the invitation, further details of the planned stay, and who will bear the travel expenses. The invitation letter must indicate the date of issue and be signed in person. Please send the original invitation letter to your Chinese business partner, not directly to the embassy or consulate!
If the original invitation letter cannot be sent to the visa applicant in time, the applicant can submit a visa application with a scanned copy of the invitation letter and a printout of the email from the inviting party to send the scanned copy. In principle, the submitted invitation letter must be the original. Whether the scanned copy of your invitation letter meets the requirements for visa application can only be determined after the visa office receives and reviews all the application materials.
八、How much does a Schengen visa cost?
Answer:
The fee for a Schengen visa for entry, transit or airport transit is a uniform 80 euros (Article 16 of the Visa Code), regardless of the visa validity period or visa application processing time. Children under 6 years old are exempt from the visa fee, and the visa fee for children between 6 and 12 years old is reduced to 40 euros. In addition to the visa fee, if you submit your visa through the visa center of our service provider VFS.GLOBAL, you must pay a service fee of 15 euros. These fees are payable in RMB. The visa fee and service fee are normal processing fees and are not refundable in the event of visa rejection.
Additional services such as mailing your passport will be charged separately.
九、How do I know the visa result?
Answer:
Log in to your personal page online. After receiving the reminder message to retrieve your passport, you can go to the German visa application center where you submitted the documents to collect it. When collecting your passport, please bring the visa application proofreading sheet given to you by the application center when you submitted the application, the original and copy of your ID card. For applicants who use EMS service, your passport and other documents will be sent back to the designated address in China.
一、 Determine the type of visa:
Determine the type of visa you need to apply for based on your travel purpose (e.g. tourist visa, family visit visa, student visa, work visa, etc.).
二、 Prepare application materials:
1， Passport: (original + 1 copy of identity information page) Make sure your passport is valid and has enough blank pages.
2， Application form: Completely filled in and signed Schengen visa application form. Link https://videx.diplo.de/Fill in the application form online. After printing out the completed application form, you need to sign in three places: Item 37 and the following 2 pages of additional declaration; the signature must be consistent with the signature on the passport.
三、Photo:
Two recent (taken within 6 months) biometric ID photos with a white background (see FAQ item 21 of https://china.diplo.de/cn-zh/service/visa-einreise/faq-schengenvisa/1434980)
四、 Travel medical insurance (original)
A travel medical insurance certificate for the entire Schengen area and covering the entire period of stay. The insurance should cover outpatient, hospitalization and repatriation costs due to illness or death. The insured amount must not be less than 30,000 euros and must be stated in the policy. For details, please see https://china.diplo.de/cn-zh/service/visa-einreise/faq-schengenvisa/1434980 (FAQ item 19).
五、 Household registration booklet (copy)
Only for Chinese applicants: One copy of all non-blank household registration pages, no translation required.
六、 Bank account statement of the applicant (original)
Bank statement of the applicant’s salary account and other frequently used accounts for the last three months (credit card statements are not accepted) issued and stamped by the bank, which can show:
· You have a fixed income to cover your daily living expenses in China
· You have sufficient funds to cover the travel and stay expenses for the entire trip
七、 Employment certificate issued by the work unit*/self-employed enterprise (original)
Employment certificate issued by the work unit/self-employed enterprise (Chinese enterprises submit Chinese certificates with German or English translations; foreign enterprises submit German or English certificates), must meet the following conditions:
· Indicate the company’s current address, telephone number, fax number, email address and contact person
· Use the company’s official letterhead, stamp the company’s official seal and indicate the date of issuance
· Signed by the person in charge of the company in person (electronic signatures are not accepted), indicating his or her name and position; signatures by others cannot be forged
· Indicate the applicant’s name, position, salary and employment time
· Confirm that the travel is allowed and the applicant will continue to work after returning to China
· Clarify the purpose and start and end time of the trip, detailed information of the exhibition (name, location and start and end time), and the relationship between the exhibition and the applicant’s company’s business in China
· Clarify the individual or unit that pays for travel and accommodation expenses
*For exhibition setup and dismantling personnel who work for an outsourcing company or are self-employed, if they are commissioned by the exhibitor/exhibition company to setup and dismantle the exhibition, they must explain the working relationship according to the actual situation.
八、Business license of the work unit/self-employed enterprise (copy)
Copy of the business license of the work unit/self-employed enterprise, with the company seal.
九、Proof of travel to the Schengen area
For example, submit an old passport or submit a copy of a previous visa.
十、 For exhibitors only: Submit proof of being an exhibitor
a. Booth confirmation letter issued by the exhibition organizer (original)
b. Booth payment certificate (copy)
If the applicant/work unit pays the booth fee through an intermediary, you must submit the payment certificate of the applicant/work unit and the proof of the intermediary paying the booth fee to the organizer
十一、 If you plan to continue sightseeing after the exhibition
you must submit: travel plan (specify the travel location/transportation method/if there are companions or travel agencies entrusted to make travel plans, please provide their information) and proof of air ticket and hotel reservation.
十二、Fees
Visa fee 80 euros (converted to RMB). If you submit your visa application through the VFS.GLOBAL application center, you will need to pay an additional service fee of 15 euros (in RMB).
十三、Other materials:
Depending on the type of visa, you may need to provide other supporting documents, such as invitation letter, air ticket reservation, hotel reservation, employment certificate, bank statement, household register, ID card copy, education certificate, health certificate, etc.
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Tip: According to the Employment Regulations, the stay in Germany for exhibition installation and booth service work shall not exceed 90 days in every 12 months.
German Embassy FAQ? https://china.diplo.de/cn-zh/service/visa-einreise/faq-schengenvisa/1434980
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Learn various information about the visa application process? https://china.diplo.de/cn-zh/service/visa-einreise/schengenvisum/1343246
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1, Determine the visa type:
Determine the type of visa you need to apply for based on your travel purpose (e.g. tourist visa, family visit visa, student visa, work visa, etc.)
2, Prepare application materials:
1) Passport: Make sure your passport is valid and has enough blank pages.
2) Visa application form: Download and fill out the visa application form on the official website of the relevant visa agency.
3) Photo: Prepare a photo of your ID card that meets the requirements, usually a recent color photo with a white background.
4) Other materials: Depending on the type of visa, you may need to provide other supporting documents, such as: invitation letter, air ticket reservation, hotel reservation, employment certificate, bank statement, household register, ID card copy, education certificate, health certificate, etc.
3,Submit your application:
1) Online submission: Some visas can be submitted through the online system and the required materials can be uploaded in the system.
2) Offline submission: Some visas require you to submit your application materials offline at the visa center or embassy or consulate.
4,Pay visa fees:
1) Depending on the visa type and destination country, you may need to pay a visa application fee.
2) Some visa centers may support online payment or bank transfer. The specific payment method is subject to the requirements of the visa center.
5,Waiting for review:
1) After submitting the application, you need to wait for the visa agency to review it.
2) The review time varies depending on the country and visa type, and generally takes a few working days to a few weeks.
6,Collecting the visa:
1) If the application is approved, you can collect the visa according to the notification of the visa center.
2) If the application is rejected, you can appeal or reapply according to the reason for the rejection.
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1) Please be sure to read the visa application guide carefully to ensure that all materials meet the requirements.
2) Plan ahead and apply for a visa as early as possible to avoid delays in your trip.
3) The specific requirements of different countries and visa types may vary. Please refer to the instructions on the official website of the local embassy or visa center
Booth Application and Construction
How to book an international exhibition hall, booth construction and other common questions?
1，A legally registered enterprise or brand with independent legal entity status;
2，Compliance with the exhibition’s scope and possession of qualifications for manufacturing and operating export-related products;
3，For certain industries (such as medical and food), relevant compliance certificates are required (e.g., FDA, CE, QS, etc.);
4，Compliance with the exhibition’s regulations regarding booth quantity and area;
5，Adherence to the exhibition’s rules and fulfillment of exhibitor obligations;
6，The products must fall within the exhibition’s product scope and comply with relevant national regulations.
一、Prepare Qualification Documents:
1，Copy of the company’s business license or registration certificate
2，Trademark or brand registration certificate
3，Certificate of origin / overseas brand registration certificate / documentation for foreign brands
4，Letter of authorization to exhibit (if applicable)
5，For certain industries (e.g., medical, food), relevant compliance certificates such as (e.g., FDA, CE, QS, etc.)
二、Submit Application Materials:
1，After confirming exhibitor eligibility with the organizer or official partners, sign and submit the application form, exhibition terms, and exhibitor responsibility letter, all with the company seal.
2，A booth selection system is usually in place—either first come, first served or assigned by the organizer.
三、Sign the Contract:
Sign the Exhibition Contract with the organizer.
四、Make the Payment:
The exhibiting company shall make full payment on time according to the Payment Notice issued by the organizer. The fee typically includes the booth fee and may also cover management fees, electricity fees, deposits, etc.
一、Arrange Product Transportation
Handle logistics and shipping for exhibition goods.
二、Apply for Exhibition Visa
After securing a booth, use the official exhibition invitation letter provided to apply for the relevant visa.
三、Booth Construction
1，If you have booked a raw space booth, please coordinate with a certified booth construction service provider (qualified for special decoration setup) to confirm the booth design plan.
2，Standard booth setup will be provided by the organizer.
3，If special modifications are needed, please contact the official contractor to apply for custom renovation.
四、Exhibitor Badge Application
Each 9 square meters of booth space entitles you to apply for 3 free exhibitor badges.
The time and location for badge collection will be announced separately.
1. Confirm Booth Type
Shell Scheme Booth: Standard booth provided and built by the organizer. Includes basic facilities such as carpet, tables, chairs, fascia board, and lighting.
Raw Space Booth: Requires custom design and construction. Suitable for companies with larger spaces or specific branding/display needs.
2. Select a Booth Construction Company
Choose a construction company that is certified or approved by the exhibition organizer (some shows require designated contractors).
Sign a service contract clearly stating the construction period, materials, standards, and total cost.
3. Submit Booth Design Plan
Submit detailed design drawings to the organizer or venue for approval.
Plans should include: structure diagrams, electrical layout, material descriptions, safety instructions, etc.
Approval usually takes 10–20 business days. Construction is not allowed without prior approval.
4. Apply for Construction Permits and Documentation
Submit required documents such as:
Worker list
Insurance policy
Construction liability statement
Safety commitment letter
Apply for on-site permits, including:
Construction badges
Access permits
Electricity connection request
5. On-site Construction Before Exhibition
Enter the venue during the official setup period (typically 2–3 days before the exhibition starts).
Complete booth flooring, structural build, electrical wiring, display installation, lighting setup, and graphic decoration.
All construction must be completed before the deadline and pass inspection by the organizer or venue.
6. On-site Support During Exhibition
Ensure that your construction company provides standby support during the exhibition to handle any issues (e.g., lighting, power, booth repairs).
7. Dismantling After Exhibition
Dismantle the booth promptly after the exhibition ends, following venue rules.
Remove all booth materials and waste.
Avoid damaging venue property.
Apply for deposit refunds (if any).
Booth Application
How to book an exhibition
Whether you’re a first-time participant or a returning exhibitor, our team is ready to support you throughout the booking process.