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Customs for trade fairs: Temporary import, booth build, on-site goods
Clear, practical guidance for Swiss exhibitors bringing goods to EU trade fairs: which documents you need, timing, Carnet ATA use, booth materials and planning the return.
Quick answer
For Swiss exhibitors in EU countries, temporary imports are handled with a Carnet ATA or a temporary customs declaration. Prepare documents early: commercial or proforma invoice, packing list, Carnet if used, arrange stamps and plan return transport before the fair ends.
Quick overview: what counts as temporary import?
Items for display, demos, samples, tools and booth parts are temporary imports when they enter an EU country only for the fair and will leave afterwards. The aim is to avoid import duties and permanent customs procedures.
Key documents: Carnet ATA versus temporary declaration
A Carnet ATA is an international customs document that simplifies border formalities for goods returning after a fair. Many EU fairs accept Carnets. Alternatively you can use a temporary import declaration. Carnets save time if crossing several borders; declarations can work for single trips or small shipments.
What documents to prepare
Prepare a commercial or proforma invoice, detailed packing list with serial numbers, Carnet ATA if used, powers of attorney for carriers, and the fair contract with contact details for the fair customs office. Note gross weight and dimensions. Provide documents in English or the local language.
Stamps, deadlines and local entries
At the border customs will check the Carnet or temporary entry. On-site fair customs or the organiser may require a stamp in the Carnet or a separate entry. Check deadlines: temporary import status usually covers the fair period plus a short grace. Register the planned export date well before the end.
Booth construction and installed elements
Permanently installed items can be treated differently. Fixed modifications may be considered local investments. Mark removable parts clearly. Document what will be exported. For rented booths, ask the builder which papers they provide.
Return logistics and customs clearance
Schedule the return before the fair closes. With a Carnet you usually need an export stamp. For other declarations you need an export declaration and proof. Use a carrier or courier familiar with fair pickups and documentation. Keep copies of all stamps and forms.
Frequently asked questions
Do I always need a Carnet ATA as a Swiss exhibitor?
Not always. A Carnet simplifies handling if you cross borders multiple times or visit several fairs. For one-off small shipments a temporary declaration may suffice. Check costs and timing with customs or your carrier.
How far in advance should I arrange documents and transport?
Start at least 2–4 weeks before the fair. Carnet issuance and coordination with fair customs can take longer. Express shipments or local couriers may allow shorter lead times but carry more risk.
What does the on-site fair customs office do?
Fair customs check documents and can stamp a Carnet or issue temporary import entries. They advise on deadlines, possible fees and local procedures.
What to ask the booth builder about customs?
Clarify which parts remain, which are returned and who supplies paperwork. Get lists and invoices for rented items and avoid permanent alterations if you plan to re-export the goods.