Fair Preparation from A to Z. Everything you need to know to be well prepared.
For five days, your stand at Frankfurter Buchmesse becomes your company headquarters. It's where the course is set for the coming year. Here we provide you with the most important information to ensure that everything goes well – whether it's planning, setting up your stand or getting the most out of your time at the fair. We help ensure that your time at the fair is a total success. If you have any questions or can't find any important information, please don't hesitate to contact us.
More information can be found in the "Fair A to Z", which will be left at your stand before the fair and which will be available as a download starting in September.
Set-up and dismantling
Sunday, 7 October
7.00 am – 9.00 pm
Monday, 8 October
7.00 am – 10.00 pm
Tuesday, 9 October
7.00 am – 10.00 pm
Early stand set-up or delivery of assembly materials prior to Sunday, 7 October 2018, is only allowed for exhibitors with custom-built stands of 40 sqm or more who have obtained special written authorisation from Frankfurter Buchmesse.
All persons assigned to stand set-up must be in possession of set-up passes. Exhibitors are required to carry their exhibitor passes with them before and throughout the fair. Set-up must be completed by 10.00 pm on Tuesday, 9 October 2018, after which no persons are allowed to remain on the exhibition site.
Please keep the gangways clear during set-up! Material left lying around prevents service contractors from making on-time deliveries. Any stand materials that are the property of Frankfurter Buchmesse and which you do not need should be placed at the side of the hall from where it will be collected. Never block the path to fire extinguishers and hydrants.
There is an early access fee of 175 euros for one day (6 October 2017) or 750 euros for two to three days (starting from 4 or 5 October).
Vehicle access during set-up and dismantling
Messe Frankfurt's traffic routing system provides customers with optimised vehicle access routes during Frankfurter Buchmesse's set-up and dismantling periods. You can register in advance (starting in August) online and print out your confirmation of registration. Take this confirmation with you and follow the signposted route to check in. There you will receive your exhibition site access permit.
Please read the information on traffic regulations at the exhibition site.
Start of dismantling
Sunday, 14 Oktober 2018
approx. 6.30 pm
The fair officially ends on Sunday, 14 October 2018, at 5.30 pm – all stands must be staffed until that time. Starting at 5.30 pm, the aisle carpeting in all halls will be removed – only then can packing material be delivered to stands.
End of dismantling
Monday, 15 October
12.00 am (non-stop).
Access roads to the exhibition site will be closed starting from 2.00 pm on the last day of the fair, Sunday, 14 October 2018.
Access routes to the exhibition site from the other roads will not be opened until the last vehicle in this convoy has arrived on site. Exhibitors with parking permits for the exhibition site (P4) are also only allowed to drive to their parking spaces up until 2.00 pm. Entry to the exhibition site from the car parks is only possible when the entire convoy has entered the site (approx. 7.30 pm). For this reason, users of parking lots P4 etc. are requested to load their vehicles there directly. The clearance and cleaning of all System stands as well as the dismantling of custom-built stands must be completed by midnight on Monday, 15 October 2018, at the latest.
Please also remember to empty the bench cabinets of all contents by Sunday evening. On Monday, the cleaning staff will empty the bench cabinets and dispose of the remaining contents.
Frankfurter Buchmesse accepts no responsibility for materials not removed by this time.
Please do not lock telephones away at the end of the fair, but leave them ready for collection!
It is not just unfair to colleagues, but also violates the Terms & Conditions of Participation to clear, dismantle or leave your stand before the official close of the fair on Sunday, 14 October 2018, at 5.30 pm. Early abandonment, clearing or dismantling of stands will therefore result in a fine.
If early departure is unavoidable, you may hire a multilingual temp worker for around 190 euros plus VAT per day to supervise your stand.
If you would like early access to your stand before the official start of the fair (starting Sunday, 7 October 2018) to set up your stand or deliver stand materials, please apply for "Early access".
Extended dismantling until Tuesday, 16 October 2018, is only possible for exhibitors with custom-built stands of 40 sqm or larger with special written approval from Frankfurter Buchmesse, depending on the availability of the respective hall (please apply by sending the name of your company, stand number and requested date by 1 August 2018 to firstname.lastname@example.org).
A flat fee of 750 euros for extended dismantling will only be charged if the extension has not been applied for and invoiced at the same time as application for early set-up.
Approval must be given for all custom-built stands. A request for authorisation must be re-submitted each year by 1 August (no special application forms required).
Messe Frankfurt may need to reassess the plans or inspect the completed stand. Any additional costs arising from this will be billed to the exhibitor or the exhibitor's stand constructor.
During set-up on the exhibition site, containers are available for collecting wood, non-recyclables and paper. To find the exact locations of these containers, please consult the map of stand locations.
We kindly ask you to take responsibility for any waste that you produce during set-up and dismantling. Our aim is to work together with you to set an example of sustainability at a major event. By separating waste into recyclables and non-recyclables, you contribute to protecting our environment. Without waste separation, recycling cannot take place and valuable materials will go to waste.
Please collaborate and help conserve our natural resources. Thank you!
From forwarding agents to interpreters
You as an exhibitor need professional services to make the most of your attendance at the fair. A list of service contractors makes it easy to find the right contacts. Please bear in mind that these service companies operate independently of Frankfurter Buchmesse. The handling of orders and payment must be negotiated with the relevant company directly.
Tickets / Entry passes
Set-up and dismantling passes
During the set-up and dismantling period, the fairgrounds can only be entered with a valid pass.
Please note that these passes are only intended for exhibitors during set-up and dismantling of stands and that they are not transferable.
Starting from Sunday, 7 October 2018, exhibitor passes will also be accepted. If you need more set-up and dismantling passes for your stand personnel or service providers, you or the ticketmanager you mentioned can create them yourself using the new exhibitor ticketing portal.
If you happen to forget or lose your pass during set-up, you can get a new set-up/dismantling pass at the service desks at all open entrances of Frankfurter Buchmesse. To reduce the risk of theft in the halls, you are requested to refrain from giving either exhibitor passes or set-up and dismantling passes to third parties.
Please complete all passes in block capitals (name of the pass-holder and of the respective exhibiting company). Clear plastic holders for the passes are available at the information desk in Hall 4.C and as well as at the entrances.
Exhibitor and LitAg ticketing portal
Starting 18 June 2018, you can benefit from Frankfurter Buchmesse's digital services for exhibitor ticketing. The new exhibitor and LitAg ticketing portal is a professional management tool that you can use to provide your colleagues with fair passes and easily invite your customers to the fair. It's simple, fast, efficient and always accessible.
The online portal lets you generate all the exhibitor and set-up/dismantling passes and Tickets “Literary Agent” you need (your free allotment is already recorded in the system). You can easily issue fair tickets (for trade visitors and the general public) for your customers using the portal. There is a practical invitation tool that you can use to send out the tickets with the online tool. This also applies to the visitors who want to invite agents to the Rights Corner on Tuesday.
As the ticket manager, you can use the portal to create, manage and send out tickets online with just a few clicks. Your benefits: With the exhibitor ticketing portal, you always have an up-to-date overview of all issued tickets, so that you can always keep an eye on your expenses. You will only be charged for tickets that are actually used to access the fair.
The exhibitor ticketing portal's user management tools allow you to name proxies who are permitted to generate tickets in your name. You will automatically receive an e-mail with your access link for the exhibitor and LitAg ticketing portal. You can register for the portal via My Book Fair. There you can log in with your My Book Fair credentials or set up a new account.
Please note: In order to access the exhibitor ticket portal, you need to register using the same e-mail address that your access credentials are sent to. The portal is easy to use and requires no previous experience. You can get a quick overview of how to use the exhibitor ticketing portal using our video tutorial.
Exhibitor passes entitle you to enter Frankfurter Buchmesse from 10 to 17 October 2018. They can also be used as tickets for travel to and from the fair on the local public transport network (RMV).
Free pass allotments are determined based on the size of your stand.
4 sqm stand: 2 passes
8 sqm stand: 3 passes
12 sqm stand: 4 passes
16 sqm stand: 5 passes
20 sqm stand: 6 passes
Stands of over 20 sqm are allocated two more passes for every additional 10 sqm. (For example: 30 sqm: 6 + 2 = 8 passes)
For national stands, the same applies with the following exception:
Stands of over 20 sqm are allocated one more pass for every additional 10 sqm. (For example: 30 sqm: 6 + 1 = 7 passes)
For each registered co-exhibitor, you will be sent an additional exhibitor pass (not valid for country exhibitions). Please provide these passes to your co-exhibitors. If you need to access the exhibition site before 8 October 2018, please use a set-up and dismantling pass.
Tickets for visitors
You can use the new exhibitor respectively LitAg ticketing portal (starting 18 June 2018) to independently generate tickets for your visitors (trade visitors and private visitors or Tuesday Ticket). There you'll find an easy-to-use invitation tool for sending out invitations to the fair for your customers. You can provide them with ticket links or codes directly from the portal.
For more information, please also see the section "Exhibitor and LitAg ticketing portal".
The trade visitors that you invite must register on My Book Fair to convert a ticket link or code into a valid ticket. Private visitors can convert a ticket link or code using the ticket shop.
Logistics and traffic
Delivery and Interim vehicle access
Items for your exhibition can be delivered to your stand by a forwarding agent, courier or postal service only during the times given above. Please arrange delivery times directly with the shipping company, so that you are at your stand to receive the delivery.
All deliveries to your stand must be clearly addressed as follows:
Your exhibitor name, hall and stand number
60327 Frankfurt am Main, Germany
Please do not under any circumstances address your items to the office address of Frankfurter Buchmesse!
For deliveries during the fair (on 11 to 13 October, 9.00 am to 5.00 pm / on Wednesday, 10 October, 10.00 am to 5.00 pm), interim access permits are available for delivery vehicles: Drivers must provide a 100 euros deposit at the entry gates to receive an interim access pass that is valid for two hours only.
Please use the following gates for interim access: for Hall 3 use gate Ost or Süd; and for Halls 4, 5 and 6 use gate Nord or Süd. If the pass is returned to the same gate within two hours, the deposit will be returned.
Interim access is not available on the last day of the fair (14 October 2018).
An order form for parking permits can be downloaded. It is advisable to order parking spaces as early as possible.
Customs and shipping
The process of gaining customs clearance for your exhibits can be organised by various shipping companies using different approaches. We recommend working with a shipping company that has experience with the fair in Frankfurt.
It is important to ensure that your shipments are addressed directly to Messe Frankfurt (Messe Frankfurt GmbH, Ludwig-Erhard-Anlage 1, 60327 Frankfurt am Main + your hall and stand number), so that the clearance process falls under the responsibility of the fair's Customs Office, thus minimising any clearance issues.
The official forwarding agent of Frankfurter Buchmesse is Panalpina Welttransport (Deutschland) GmbH whose address you can find at our service contractors page.
Panalpina will send the necessary documents on request. The international subsidiaries of Panalpina prepare group shipments to Frankfurt from several countries.
If you are interested, please get in touch with the companies listed by Panalpina in their information packages. As it is in your own interest to ensure that transport goes smoothly, please follow their instructions to the letter – if only to avoid problems with strict customs controls for trade fair goods.
Of course, you can also use your own trusted forwarding company for your transport needs. Consignments which an outside forwarder cannot deliver directly to the stand will be transferred to Panalpina. The exhibitor will incur charges for final delivery to the stand by Panalpina (see: Deliveries).
Customs clearance of items sent through the post is complicated and we strongly advise against using postal services. If postal dispatch is unavoidable, please send a pro forma invoice to your forwarding agent stating the total number of parcels, so that the agent can clear your parcels at the postal customs office and store them until the book fair.
However, this is only possible if they have the proper postage. This also applies to express rail consignments. Items without proper postage will not be delivered by the freight forwarding agents. Urgent overseas parcels are best sent by air freight.
Please note that there are special rates for books.
Traffic at the exhibition site
Please read the information on traffic regulations at the exhibition site.
Never leave your stand unattended. If necessary, ask your stand neighbours to watch your stand if you have to go away at any time. Theft must always be reported to the police and your insurance company.
Please do not leave your stand without having personally seen your freight forwarder collect your exhibition goods. Leave one of your staff at the stand until collection, as this will be cheaper than the loss of property due to theft. Do not make it easy for thieves in the hectic rush of dismantling – you may lose insurance coverage if your property is not properly guarded until your forwarding agent accepts it.
Every stand up to 200 sqm in size must be equipped with at least one fire extinguisher. For every additional 200 sqm, an additional fire extinguisher must be kept on hand.
The House Rules of Frankfurter Buchmesse must be observed during the fair.
Important security info
To ensure that the proper measures can be taken immediately in case of a pending external danger to the book fair or its participants, we provide a safety information sheet in the "Important Information" envelope, which will be placed at your stand.
We ask that you read this carefully and pass it on to your staff at the stand. As the organiser, we have enacted extensive security measures, but safety cannot be assured without your help. Please follow our directions and be very careful with regard to the security and monitoring of your stand.
Stand security guards must be hired through Messe Frankfurt Venue GmbH. For security reasons, no other companies are allowed on site after 7.00 pm and before 8.00 am.
Contact and order form can be found on our service contractors page.
Insurance for exhibits and stand equipment
Application forms for transport insurance and against theft of exhibit items can be downloaded at our service constractors page. Please remember to insure rented stand equipment as well as furniture, electrical appliances etc. if the rental company does not do so automatically. This does not apply to Frankfurter Buchmesse stand material.
Note: Insurance coverage is generally only valid upon receipt of premiums by the insurer.
We recommend that you arrange a security guard for your stand if you have valuable exhibits or technical equipment (see: Stand security).
Telephones will be collected from stands after the fair. If your phone is not in a lockable area, we recommend that you lock it in the bench cabinet overnight. Please note that you will be charged for its replacement if the phone is stolen. For this reason, it is worth including the phone in your insurance coverage for the fair.
Any planned suspension from the ceiling is subject to prior approval. Please submit a request for approval to the organiser together with your stand plans. You must commission ceiling suspension work separately, and all related work must be carried out by the organiser’s contractor.
Contact and order forms can be found on our service contractors page.
Individual & Unique
The System stand Deluxe: Put your brand and products in the spotlight: Need a solution that fits your unique needs and budget? Let us design a customised System stand Deluxe that’s “Individual & Unique”.
Elements & Extras
Order equipment that perfectly fit your needs for your System stand: Furniture & Light and Elements & Extras.
Approval must be given for all custom-built stands. Each year, a new application for approval must be made as a formless written request. Messe Frankfurt may need to reassess the plans or inspect the completed stand.
Any additional costs arising from this will be billed to the exhibitor or the exhibitor's stand constructor.
Closed stand walls
In the interest of exhibitors opposite your stand, it is not allowed to build a completely closed-off wall if your stand straddles two aisles and is 4 metres wide or more. At least 50 per cent of a wall that faces a gangway must be kept open.
The "Furniture & Light" package for system stands are usually ordered when you register your fair stand. If you haven’t placed an order yet, please do so now by sending us Form S from the Registration Set via e-mail to your personal contact at Frankfurter Buchmesse. If you need additional items of furniture, these can be ordered through the relevant service contractor before or during the fair.
Contact and order form can be found on our service contractors page.
The price of a Frankfurter Buchmesse System stand includes one bench cabinet for every metre of the rear wall. At the information counters in Hall 4.C, locks are available for your bench cabinets for 49 euros each.
Exhibitors with System stands must ensure the bench cabinets are emptied of all contents on Sunday, 14 October 2014. On Monday, 15 October 2018, the cleaning staff will empty the bench cabinets and dispose of the remaining contents.
Frankfurter Buchmesse's system stands come equipped with a basic signboard in a standard size (970 mm length, 205 mm width). The stand nameplate is inscribed with your company name and location, according to your catalogue entry, (e.g. "Edition Hans Müller, Berlin") and will be fastened onto the wall with the "S" hooks. This way, it can be hung up and taken down easily.
Custom-built stand signs must be produced at the exhibitor’s expense and must not result in any damage to Frankfurter Buchmesse's System stand modules.
The standard stand height is 2.50 m. If you wish to go higher, you will need official permission and we must ask you to submit a new informal application every year. The exhibitor is responsible for the structural safety of the stand.
Stand structures of more than 4 m in height are subject to a handling fee (see Registration Set: Price List). In such cases, the plans must be submitted for appraisal, and on completion the stand must be approved by Messe Frankfurt’s engineer. Any additional costs arising from this will be billed to the exhibitor or the exhibitor's stand constructor.
Each customised stand is subject to approval. A request for authorisation must be re-submitted each year by 1 August (no special application forms required).
For Custom-built stands taller than 2.50 m or larger than 40 sqm, you must submit: your stand layout, floor plan, section and lateral view with all measurements clearly labelled (exterior dimensions of the stand and total height incl. ceiling suspensions).
For Custom-built stands shorter than 2.50 m and smaller than 40 sqm, you must submit: a floor plan with exterior dimensions of the stand clearly labelled.
Maximum stand heights (incl. floors, platforms, decoration and advertising fixtures) vary from hall to hall:
Halls 4.1, 4.2, 6.1 and 6.2: max. 4 m; Halls 3.0, 3.1, 4.0, 5.0, 5.1 and 6.0: max. 5 m.
Frankfurter Buchmesse's system stands include four bookshelves per metre of wall. You will find the shelves at your stand before the fair begins. They are easy to attach according to need. Surplus shelves can be deposited in a metal container at the side of your hall.
You can also get extra shelves from there as needed. A map with the location can be found at the entrance of the fair hall.
Please do not store extra shelves inside your bench cabinets. Please understand that we cannot pre-clean the shelves. Due to the dust caused by setting up stands, shelves will always need to be cleaned after installation.
Pre-cleaning is, therefore, redundant and would cause unnecessary waste.
A list of service contractors from which you can order computer equipment is available at our service contractors page. For information on internet connections see: Telecommunications. Your order, its execution and payment will be handled by the respective company directly.
Electricity is automatically provided with System stands. You only have to order lighting appliances. If you have ordered one of the “Furniture & Light” packages for your stand, it includes the appropriate number of wide-angle LED spotlights. One 1 kW socket per stand is installed directly at the power rail on the ceiling grid. All other services such as installation or wiring and additional kW must be ordered from the contract electrician (Messe Frankfurt Venue GmbH, Service & Technik) and be paid for separately.
If you have a custom-built stand, please send a plan of your stand to Messe Frankfurt Venue GmbH, Service & Technik, showing the position of your switch box. Any electrical installations not installed by Messe Frankfurt Venue GmbH, Service & Technik, must at least be inspected by Messe Frankfurt Venue GmbH prior to connection to the power grid (see para. 4.3 of the Technical Regulations).
When using low voltage appliances, please ensure compliance with the Technical Regulations as enclosed with the order form for electricity connection and supply.
Preparation & Implementation
As in every year, books can be sold to the general public on the last day of the fair (Sunday, 14 October 2018) and during events. In accordance with German price maintenance laws, sales to the general public must be at the official retail price.
At Rare Books & Fine Art Frankfurt, the sale of antique/collectible books (not subject to retail price regulations) is permitted on all days of the fair. If you want to give customers books as gifts, please mark them as such (e.g. company stamp or inserted business card).
Information and contacts can be found on our service contractors page.
Put your authors, receptions and panels on the big stage. This year eleven stages will be available. Book your slot today: first come, first served!
Exhibitors can rent additional meeting and conference rooms directly from the Messe Frankfurt Venue GmbH – subject to availability. Contact can be found on our service contractors page.
Companies that can provide support staff for your stand can be found at our service contractors page.
The book fair is open from 9.00 am to 6.30 pm all week except for Sunday, 14 October 2018, when it closes at 5.30 pm. Only exhibitors and registered trade visitors are able to visit the fair from Wednesday to Friday.
Frankfurter Buchmesse closes for visitors at 18.30 pm (on Sunday, October 2018, at 5.30 pm). Exhibitors are requested to leave the fair by 7.30 pm. Please note, that the security policy of the fair requires all people – apart from the police and security guards – must leave the exhibition site by 8.00 pm at the latest.
On the Tuesday evening before the fair, all halls including the stands will be thoroughly cleaned. The protective films will be removed from the carpets, the carpets hoovered, all clear horizontal surfaces wiped, and the waste baskets emptied. Furthermore, the environment and energy surcharge includes daily basic cleaning (hoovering the carpet, wiping all clear horizontal surfaces, and emptying the waste basket).
If you have additional requests for extra cleaning services, please contact Messe Frankfurt cleaning services. Contact can be found on our service contractors page.
These additional cleaning services will be charged separately by the cleaning company and will have to be paid by the exhibitor directly. Please put discarded glass items together in front of your stand in the evening. These will be collected separately.
Book a table for your business lunch at one of the many restaurants at the exhibition site.
We particularly recommend the exhibitors’ restaurant Italia (Hall 4.2 East) which is reserved exclusively for use by exhibitors and their guests (entry only with an exhibitor pass). Opening hours: 10 to 12 October 2018, 11.30 am to 3.00 pm. Please note that the restaurant is closed on the weekend.
Please make reservations in service restaurants by E-mail. Contact can be found on our service contractors page.
A large selection of useful and beautiful products is available in the supermarkets, minimarkets and Fair Shop on the exhibition site. The "supermarkets" on the Messe Frankfurt fairgrounds are also open during the set-up days starting on Monday, 8 October 2018. They offer tools and hardware, food, drinks and more.
Further information and contact can be found on our service contractors page.
Events at your stand
We remind you that sound and video presentations have to be stopped if they are a nuisance or cause annoyance to neighbouring stands. The limit of 70 dBA (decibels) may not be exceeded.
With this in mind, please use earphones or make sure that systems are operated at the lowest possible volume.
Exhibitors and trade visitors can access complimentary WIFI in all foyers, passageways, Via Mobile areas and at the Agora. There are also clearly identified WIFI areas within the cafés in the halls. The complimentary WIFI is suitable for visiting websites and for sending and receiving occasional E-mails.
It is not suited to VPN connections, VoIP calls or online presentations. You’ll receive information about each of the WIFI zones along with login information in the “Important Information” envelope, which will be delivered to your stand during the set-up phase.
If you need WIFI at your stand, you can order it from our service contractors page.
Terms of payment
International exhibitors can save on German VAT
Under certain conditions, Frankfurter Buchmesse may issue invoices to exhibitors from abroad without VAT:
Changes in German tax law applying to VAT for trade fair services, which came into effect on 1 January 2011, mean that recipients of services based outside Germany may receive invoices that do not include VAT, provided they submit evidence of the nature of their business in good time for us to assess.
Exhibitors based in EU member states can enter their VAT number (sales tax ID number) on their registration form. If you did not do this, please use the tax status disclosure form below to send us the information now. After the appropriate checks, we will then send you our invoices without VAT.
For exhibitors from non-EU countries we require evidence of the nature of your business issued by the relevant authority. Ideally you should submit this together with your registration, or you can send it soon after to VAT@book-fair.com, together with the tax status disclosure form below. If we already received these documents from you for assessment last year, we will now send you your invoices accordingly. If your address and company registration remain unchanged, you do not need to re-submit this information.
If you wish to pay by bank transfer, please direct your transfer to one of the following accounts:
Frankfurt am Main
Account no.: 901 891 00
Bank code: 500 800 00
IBAN: DE 96 5008 0000 00 901 891 00
SWIFT-Code: COBA DE FF XXX
Postbank Frankfurt am Main
Account no.: 1021-601
Bank code: 500 100 60
IBAN: DE 21 5001 0060 0001 0216 01
SWIFT- Code: PBNK DE FF
Account no.: 200452819
Bank code: 500 502 01
IBAN: DE 73 5005 0201 0200 4528 19
SWIFT- Code/BIC: HELADEF1822
Beneficiary: Frankfurter Buchmesse GmbH
Payments must be in Euros.
Any bank fees shall be charged to the transferrer.
Exhibitors can have their invoices collected through BAG. Please fill out the form below and send it back to us. We do not need this form if you have already arranged a BAG payment with us.
SEPA direct debit
Exhibitors can pay via direct debit. Please fill out the form below and send it back to us. We do not need this form if you are already paying via direct debit.
Online payment via credit card
Pay online with our new payment module! You have the option to pay your outstanding balance online with your credit card. After registering, you can pay via credit card using a valid customer and invoice number.