Time to think about getting your products to EFTTEX in Brussels

30 Nov 2018
Author: EFTTA

Category: News,EFTTEX

If you're considering how you are going to get your products to EFTTEX. Freight forwarding company, Agility Logistics, which is used by EFTTA, has some handy hints on how to ensure your prized exhibits get there – and back – safely and within budget.


When should companies begin to consider their freight options?


The sooner the better. If you are a non EU country, we recommend that you start thinking and planning your shipping at least five to six months prior to the start of the show build-up – that means now.


What freight options are open to exhibitors?


All modes of transport are available. The key methods are road, sea and air options.


When does the Brussels Expo accept freight for EFTTEX?


Freight should not be sent to Brussels Expo before the official tenancy period starts.  You can negotiate a pre-tenancy storage cost if you need to get it there before. This would increase your overall freight costs and can incur wasted journey costs.


What happens to the freight when it gets to the venue?


When freights arrives Agility will offload and deliver it to your stand. If the delivery is required on a certain date please advise and Agility will hold the shipment until the date required.


When does it have to be out of the venue at the end of the show?


All freight must be cleared from the hall on the last day of breakdown by 14:00 at the latest.


Are there any restrictions (weight/height/legal etc) that should be considered?

Some key restrictions that may apply to your consignments include:-


  • Size of packaging – Exhibitors should always take size of packaging into consideration when planning their shipment. For example, make pallets too long or too high may restrict shipment by air. Speak to your freight forwarder prior to shipping.
  • Shipments of batteries – Shipments containing lithium batteries have certain restrictions, and in some cases (based on battery wattage), some airlines may not take them. Check with your freight forwarder prior to shipping.


Are there any requirements that need to be addressed in moving freight from country to country within the EU and for companies outside the EU?


EU - currently there are no restrictions in movement of goods from EU to stand to EU state. This, however, may change after 2019 due to Brexit.


Movement from other European countries, such as Switzerland, can be made via completion of a T1 document


International – for consignments coming into Europe from outside, exhibitors would need to provide a commercial invoice and packing list. Shipments can then be Customs cleared on a temporary or permanent basis.



Are there any stand-out do’s and don’ts advice that you can give.



  • Speak with Agility or your nominated shippers about best shipping method – don’t leave it too late;
  • Allow plenty of time for Customs clearance formalities:
  • Ensure your packaging is robust and secure for the entire export, delivery and re-export processes;. Liaise with your forwarder;
  • Ensure you declare the correct weight of the item to your freight forwarder; failure to supply correct weight information may delay the actual final delivery to the booth;
  • If you are using a general freight forwarder, ensure that all charges for delivery to the stand are included. Not getting an all in price could result in additional expense;
  • Always obtain a written quotation for shipping exhibits to EFTTEX.



  • Use couriers for shipping your exhibition materials;
  • Ship your items without first checking the local Customs restrictions;
  • Send items with lithium batteries without first checking with Agility or your appointed freight forwarder;
  • Send your shipment to the show without checking how to consign properly.



Shipping to an exhibition is a lot more involved than general door-to-door shipping.  This is mainly down to the following:-

  • Most exhibition venues have an appointed / recommended freight company. Therefore heavy items requiring forklifts for delivery, storage of empty boxes and other similar services, will cost extra.
  • Ensure that your general shipper has the ability to clear items through customs on a temporary basis. This especially applies to items that have to return to country of origin.
  • Ensure when you book your shipping company, it has the ability to deliver to the stand.

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