How to exhibit at a trade fair in Poland: a step-by-step guide

To exhibit at a trade fair in Poland, you apply for space to the fair's organiser by its application deadline, usually three to four months before opening. Your place is booked only when the organiser confirms it in writing. After that, the organiser's deadlines set the pace: stand design, catalogue entry and service orders fall about four weeks before the fair, and build-up takes the last days before it opens. Most Turkish travellers also need a Schengen visa, and every exhibitor needs a plan for bringing exhibits through customs.

Last checked: 23 October 2026

The timeline at a glance

Every organiser sets its own dates, so always check the terms of your fair. Across Poland's main organisers, the pattern looks like this, counted back from the first day of the fair.

WhenWhat happensExample
5 to 6 months beforeBookings for the main spring fairs are well under wayTargi Kielce reported stand bookings for AGROTECH 2027 (March) in October 2026
3 to 4 months beforeApplication deadline with the lower registration fee, and the first paymentPOLAGRA 2026: deadline 31 May for a fair opening on 23 September
About 2 months beforeLast date to cancel without stand costs at some organisersHORECA and ENOEXPO 2026 in Kraków: 4 September for a fair opening on 4 November
About 4 weeks beforeStand design, catalogue entry, guest list and service orders; book interpreters and hostessesTargi w Krakowie: 30 days before; Ptak Warsaw Expo: full payment 30 days before
10 to 21 days before build-upLast date for your own stand design at the other venuesPtak Warsaw Expo 21 days, Targi Kielce 14 days, Grupa MTP 10 days
Build-up daysStand construction; late orders cost more or are taken only on siteBUDMA 2027: build-up from 21 January for a fair opening on 26 January

The visa runs in parallel. You can apply up to six months before you travel and no later than 15 days before, so start as soon as your stand is confirmed.

Step 1: Choose the right fair

Start with your buyers, not with the calendar. Ask three questions: does the fair cover your products, are its visitors trade buyers or the general public, and how large is it? A fair's past exhibitor and visitor numbers, and the share of foreign visitors, tell you more than its name.

Our trade fair calendar lists the fairs at Poland's main exhibition centres by month, city and industry, for example industrial and machinery fairs or construction fairs. For the largest events, see the biggest trade fairs in Poland.

In Poland the venue and the organiser are often the same company: Ptak Warsaw Expo near Warsaw, Grupa MTP at MTP Poznań, Targi Kielce and Targi w Krakowie at EXPO Kraków run their own fairs. EXPO XXI Warszawa mainly rents its halls, so there you deal with the organiser of each fair.

When you have a shortlist, ask the organiser for an offer. A first-time exhibitor usually fills in a short contact form, and the organiser then sends the participation terms for that fair, as Grupa MTP describes for BUDMA.

Step 2: Apply for space and get it confirmed

  1. Send the application form, or register in the organiser's online portal. At Grupa MTP you send the signed application form and then order your space and exhibitor package in its online portal (MTP regulations). Targi Kielce and Targi w Krakowie work through an online exhibitor account.
  2. Wait for the confirmation. Sending the form does not book the space: the contract starts only when the organiser confirms in writing (Targi Kielce FAQ, Ptak Warsaw Expo rules). An organiser may also turn down an application, for example when the products do not fit the fair (MTP regulations).
  3. Pay the registration fee and the first instalment by the dates in your fair's terms. At Grupa MTP the registration fee includes your basic catalogue entry (MTP regulations); at Targi w Krakowie it is a handling fee that is not paid back, even if you withdraw or the fair is cancelled (Targi w Krakowie FAQ).
  4. Read the cancellation rules before you sign. Ptak Warsaw Expo allows withdrawal within 14 days of its confirmation e-mail and then returns all payments (Ptak Warsaw Expo rules), and Targi w Krakowie allows cancellation without stand costs until about two months before the fair (HORECA and ENOEXPO 2026 terms).

Booking early pays. For POLAGRA 2026, the registration fee went up after the application deadline of 31 May (POLAGRA 2026 terms), and at Ptak Warsaw Expo, for example, the order of applications counts when stands are placed (Ptak Warsaw Expo rules).

Step 3: Organiser-built stand or your own design

You can book space with a stand built by the organiser, or bare space for a stand that you design and build with a contractor. For a first fair, the organiser-built stand is simpler: Grupa MTP, Ptak Warsaw Expo, Targi Kielce and Targi w Krakowie all offer one, with walls, lighting and basic furniture, ordered through their portals.

If you build your own stand, you must send the design to the organiser for approval before build-up. The deadlines differ by venue:

OrganiserYour stand design is due
Targi w Krakowie (EXPO Kraków)30 days before construction
Ptak Warsaw Expo21 days before the first build-up day
Targi Kielce14 days before build-up
Grupa MTP (MTP Poznań)10 days before construction

The standard stand height is 2.5 m at Ptak Warsaw Expo and EXPO Kraków. A taller stand needs static calculations signed by an authorised person, and Grupa MTP asks for them above 3.5 m (Ptak Warsaw Expo venue rules, EXPO Kraków technical rules, MTP technical rules). Walls that face a neighbouring stand are usually white, and two-storey stands follow extra rules on height, floor area and load (Targi Kielce designer rules).

Build-up and dismantling days are fixed in each fair's terms. Dismantling may start only after the fair closes on its last day, and extra build-up time is charged.

Step 4: Order services, catalogue entry and passes

  • Utilities and furniture: only the organiser connects electricity, water and internet, so order them in the portal by the deadline (MTP regulations).
  • Late orders cost more: at Ptak Warsaw Expo, orders placed less than 7 days before the fair are not guaranteed and cost 30% more (Ptak Warsaw Expo rules).
  • Catalogue entry: your company data, products and logo. Targi w Krakowie wants it about a month before the fair; Ptak Warsaw Expo asks for logos and materials within two weeks of your application (Ptak Warsaw Expo rules).
  • Passes: at Grupa MTP the number of exhibitor passes depends on stand size; for BUDMA 2027 it gives 2 passes for a stand of up to 10 m² and 4 for up to 20 m² (BUDMA 2027 terms).
  • Insurance: Ptak Warsaw Expo and Grupa MTP oblige exhibitors to insure their civil liability and the goods they bring to the fair (Ptak Warsaw Expo rules, MTP regulations).
  • Selling at the stand: at Ptak Warsaw Expo you need the organiser's written consent and a cash register that meets Polish rules (Ptak Warsaw Expo rules).

Step 5: Visas for Turkish companies

Turkish citizens travelling on an ordinary (burgundy) passport need a Schengen (type C) visa for a short stay in Poland, which allows up to 90 days in any 180-day period (EU visa regulation, Embassy of Poland in Türkiye). Holders of special (green), service (grey) and diplomatic (black) passports are exempt, according to the Turkish Ministry of Trade (Ministry of Trade); check the embassy page before you travel.

  • When: apply no earlier than six months and no later than 15 days before you travel (Government of Poland). The decision normally takes 15 days, and up to 45 days in some cases (Embassy of Poland).
  • Where: the Polish missions in Türkiye take applications through the visa application centres named on the embassy's page, in Ankara, Antalya, Istanbul, Gaziantep, İzmir and Trabzon. The appointment system has a business category, and the consulate in Istanbul advises against intermediaries (Embassy of Poland, consulate notice).
  • What shows the purpose of a fair trip: the embassy lists an invitation registered with the voivode or signed before a notary, a letter from your company, and your fair entry card or other proof that you take part (Embassy of Poland).

PolandFairs does not arrange visas or invitation letters. Some organisers say they help their exhibitors: Ptak Warsaw Expo mentions invitation letters in its offers for Turkish partners (Ptak Warsaw Expo offers). Ask your fair's organiser, and check the embassy's current list for your case.

If a visa is refused, the stand fees are usually still due: Ptak Warsaw Expo's rules say so explicitly (Ptak Warsaw Expo rules). Apply early and read your organiser's terms.

Step 6: Bring your exhibits through customs

Türkiye and the EU form a customs union for industrial goods and processed agricultural products, which move between them without customs duties (European Commission, Turkish Ministry of Trade). Coal and steel products and basic agricultural products follow separate rules.

Exhibits that come to the fair and go back home are a separate case. They can enter under temporary admission without paying import duties and taxes, as long as they leave again unchanged and on time; customs asks for a guarantee (Polish Ministry of Finance). This matters even for goods covered by the customs union, because goods that stay in Poland are taxed on import.

  • The ATA carnet is the simplest route: one document that serves as the customs declaration and the guarantee. In Türkiye it is issued by TOBB (TOBB), and it is valid for 12 months, which cannot be extended (Government of Poland). Since 1 June 2026, EU countries, the UK, Switzerland and Norway use the digital ATA carnet (Polish Ministry of Finance).
  • A carnet cannot be used for food meant for sale or processing (Government of Poland).
  • Animals, plants and products made from them pass through border control posts with official checks (European Commission). Samples that are eaten or given away at the stand cannot go back, so they are imported rather than covered by a carnet; plan them well before the fair.

Organisers leave customs clearance to the exhibitor, at its own cost and risk (MTP regulations). We can coordinate the transport of your exhibits through our logistics partners.

Step 7: Staff your stand

Book interpreters and hostesses about four weeks before the fair, when your stand design and catalogue entry are fixed. Brief them on your company, your products and your key terms, and send a product sheet in advance.

We arrange Turkish–Polish, English–Polish, German–Polish and Russian–Polish interpreters, and hostesses who speak Polish and English. See interpreters and hostesses for your stand.

What the budget depends on

Every fair and every stand is different, so the budget depends on a few clear drivers:

  • Floor space: the area, and its position in a row, on a corner or as an island.
  • The registration fee, which most organisers charge.
  • The stand: organiser-built, or your own design and contractor.
  • Build-up and waste fees per square metre at some venues.
  • Utilities, furniture and equipment, ordered before the deadline.
  • Catalogue and advertising options.
  • Insurance, transport, customs and the ATA carnet.
  • Travel, visas and accommodation.
  • Interpreters, hostesses and translated materials.

For a sense of scale: listed floor-space prices at Ptak Warsaw Expo's 2026/2027 fairs run from about 230 to 380 EUR per m², with most fairs at 250 EUR (Ptak Warsaw Expo offers). Other organisers do not publish a price per square metre outside their exhibitor portals, and the binding price is always the one in your application (Ptak Warsaw Expo rules).

Booking early, ordering services before the deadlines and taking an organiser-built stand for a first fair all keep the budget down. For your fair, we send a written quote before anything is booked.

Support from the Turkish Ministry of Trade

Turkish companies may receive support from the Ministry of Trade for exhibiting at fairs on its lists. Which Polish fairs are on the lists, and how to apply, is in our guide Turkish Ministry of Trade support for trade fairs in Poland.

Watch out for fake organiser e-mails

Polish organisers warn about fake booking forms, catalogue offers and invoices sent in their name. Targi w Krakowie writes only from its own domains (Targi w Krakowie warning), and Targi Kielce warns about fraudulent stand booking forms (Targi Kielce notice). Check the sender, and send any doubtful invoice to the organiser before you pay.

Planning your first fair in Poland?

We coordinate stands, interpreters, hostesses and logistics from Warsaw, delivered by vetted local partners. You get a written quote before anything is booked.

Ask for a quote

Frequently asked questions

Do Turkish citizens need a visa to exhibit at a fair in Poland?

Yes, with an ordinary passport. Turkish citizens travelling on an ordinary passport need a Schengen (type C) visa for a short stay; holders of special (green), service and diplomatic passports are exempt. Apply between six months and 15 days before you travel, through the visa application centres named by the Polish embassy. The decision normally takes 15 days.

How early should we book a stand?

At the latest three to four months before opening, when most organisers set their application deadline. For the main spring fairs, bookings are well under way five to six months ahead.

Is our stand booked when we send the application form?

No. The contract starts only when the organiser confirms your application in writing. Until then, the space is not reserved for you.

Can we cancel after booking?

It depends on the organiser. Ptak Warsaw Expo allows withdrawal within 14 days of its confirmation e-mail and then returns all payments. Targi w Krakowie allows cancellation without stand costs until about two months before the fair, but keeps the registration fee.

Should we build our own stand or take one from the organiser?

For a first fair, the organiser-built stand is usually simpler. If you build your own, you must send the design for approval 10 to 30 days before build-up, depending on the venue.

Can we bring our exhibits from Türkiye without paying duty?

Exhibits that go back home can enter under temporary admission, with a guarantee. An ATA carnet from TOBB covers this and is valid for 12 months. It cannot be used for food meant for sale or processing.

Do we need insurance for the fair?

Usually yes. Ptak Warsaw Expo and Grupa MTP oblige exhibitors to insure their civil liability and their goods for the fair and the build-up and dismantling days.

Does PolandFairs arrange visas or invitation letters?

No. We coordinate stands, interpreters, hostesses and logistics. For invitation letters, ask your fair's organiser; some, such as Ptak Warsaw Expo, say they help their exhibitors.

Related guides

Sources