[IDS] Guide to Exhibiting at and Traveling to the International Dental Show in Cologne, Germany

2025

The International Dental Show in Cologne, Germany, will be held from March 25 to 29, 2025. As one of the largest and most influential trade fairs in the global dental industry, it showcases cutting-edge dental equipment, instruments, pharmaceuticals, and technologies. The event brings together dental hospitals, dental laboratories, specialized dental supply distributors, and professionals from across the dental sector, while also highlighting emerging trends shaping the worldwide dental market. To ensure a smooth experience for your participation and travel, we have compiled below some key information to help you plan and prepare.

IDS 2025

Cologne Trade Fair Center (Koelnmesse)

Koelnmesse GmbH, Messeplatz 1, 50679 Cologne, Germany

The organizer would like to specifically remind: Clearing the exhibition booth prior to the official closing of the trade show constitutes a serious breach of the exhibitor’s conditions. In the event of such a breach, Koelnmesse reserves the right to exclude the exhibitor from future events.

No part of the exhibition stand, or the entire stand, may be dismantled prior to the official commencement of dismantling. In the event of a violation, Koelnmesse GmbH reserves the right to impose a contractual penalty of up to EUR 5,000, depending on the severity of the breach, and to disqualify the exhibitor from participating in future events.

I. Exhibition Pass Collection

1. We have already sent you all the exhibition badge redemption codes in advance. Starting with this edition, all badges will be issued electronically; please redeem your badge online ahead of time and upload your relevant credentials in the app.

2. If you require additional exhibition passes, please contact us in advance to make a purchase.

II. Notes During the Exhibition Period

1. Fine Measures (At this year’s exhibition, the IDS project team will still be on-site and will impose the following fines on the day of booth dismantling):

I. Exhibitors are required to enter and exit the exhibition hall strictly in accordance with its operating hours: 8:00 a.m. to 7:00 p.m. for exhibitors, and 9:00 a.m. to 6:00 p.m. for visitors. Accordingly, exhibitors are prohibited from dismantling their exhibits or leaving the venue prior to these hours. Any exhibitor who violates this provision by dismantling their booth before 6:00 p.m. on the exhibition’s final day will, upon discovery, be subject to a fine of up to €5,000. If the exhibitor has already dismantled, the penalty invoice will be mailed directly to the company, and the exhibitor will be barred from participating in the next IDS until the fine is fully paid.

II. Direct Sales Prohibited

Given the professional nature of this event, the direct sale of any exhibits or samples at exhibitor booths is prohibited. Furthermore, exhibits must not bear price tags. This restriction does not apply to printed materials, such as trade publications and professional journals. In view of the unique exhibition format, scope, and the principle of equal opportunity at IDS 2025, these regulations must be strictly observed without exception.

Koelnmesse reserves the right to impose penalties, depending on the severity of the violation, on any exhibitor engaging in direct sales or displaying exhibits with conspicuous price tags. With a fine of up to €2,500, its booth was immediately shut down. Even during the course of IDS 2025, the organizer retains the right to close a booth without requiring legal assistance. The exhibitor shall bear all costs and any other consequences arising from such closure. Refuse its participation in future IDS exhibitions.

III. To maintain the overall image of the exhibition venue, parades and promotional activities, as well as the distribution of promotional materials in the exhibition hall corridors, are prohibited. Your words and actions at overseas trade shows reflect the image of Chinese enterprises and the entire Chinese community; please ensure that you uphold this standard. The following forms of advertising and promotion are strictly forbidden on-site:

- It is prohibited to privately hang or post promotional materials in any area outside your designated booth, including but not limited to aisles and other public areas within the exhibition hall. Upon verification, you may be subject to substantial fines for such violations.

- It is prohibited to occupy aisles or place exhibits and display fixtures outside the designated booth area.

- All processions and audio‑visual or light‑based demonstrations that disrupt the normal conduct of the exhibition are prohibited without prior approval from the General Assembly.

- The distribution of your promotional materials is prohibited at all entrances and in the passageways of the exhibition hall.

IV. Prohibition of Random Disposal and Display of Household Waste

To maintain the basic cleanliness of your booth and ensure a positive exhibition image, exhibitors are requested to flatten cardboard boxes during setup and dispose of them, along with other waste, in the nearby trash bins provided.

If your exhibits need to be returned, please contact your freight forwarder to arrange for the safe storage of your packing crates for use during dismantling. For large wooden packaging, be sure to notify your carrier to remove it; failure to do so will result in substantial cleanup charges. During the exhibition period, please dispose of your lunch containers in the designated green bins within the venue. At the end of each day’s operations, place your trash bags on your booth for collection by the venue’s cleaning staff. Any cleanup costs incurred due to improper waste disposal will be borne by the exhibitor.

2. Waste removal for shell‑and‑core exhibitors

I. Pre-Exhibition (including the day of setup)

Exhibitors are requested to sort and place any surplus samples and packaging materials—including metal frames, plastics, wooden crates, cardboard boxes, foam, and other items—along the perimeter of their own booths. All generated waste must be sorted, compacted, and neatly stored. A third-party waste‑removal company on site will handle the collection of exhibition‑related construction waste (excluding booth‑building debris). While collecting the waste, the contractor will ask exhibitors to verify the number of waste‑collection vehicles and sign a three‑part confirmation form (we recommend signing in Chinese for easier follow‑up verification). Please carefully check the number of vehicles and the associated charges listed on the form, and retain the customer copy or take photos for your records. After the event, the organizer will settle the waste‑removal fees based on your signed receipt.

II. Post-Exhibition

Exhibit trash

After the exhibition closes, you may leave items that are not to be removed from the venue, such as metal frames, inside your booth. It is recommended that the contractor collect and dispose of these items on your behalf. Any waste remaining at your booth after this will be handled by the organizer’s contracted waste‑collection service, with charges billed separately following the event.

Build garbage

Following the close of the exhibition, all construction debris—including materials, carpets, and posters—must be removed by the exhibitor’s contractor. If the exhibitor or contractor fails to do so, the organizer’s waste‑removal service will collect and dispose of the waste on your behalf; associated fees will be billed separately after the event.

▪ Please note!

During your participation in the exhibition in Germany, it is strictly prohibited to dispose of cardboard boxes, trash, or waste indiscriminately in aisles far from your booth, in restrooms, or in other public areas of the venue. Such behavior seriously damages the overall international image of Chinese companies. The organizer will use on-site surveillance to identify the responsible party; once confirmed, the offender will be required to pay substantial cleanup fees and may face restrictions on participating in future exhibitions. Therefore, exhibitors are strongly urged to comply with the Cologne Exhibition Center’s regulations regarding the proper handling of waste and discarded materials.

III. Preparation of Exhibitor Information

(1) To avoid any issues related to the confirmation and verification of documents or information during the exhibition, exhibitors are advised to prepare and bring all relevant exhibition-related documents prior to departure.

(2) The documents include: booth layout, standard booth equipment, booth number, additional rental orders, and payment receipts, among others.

(3) Confirmation letters regarding the exchange of important information, along with contact details of key stakeholders (e.g., the person in charge of the exhibit‑transport company, the person responsible for poster printing, etc.).

Under the current circumstances, whether a traveler is permitted to enter Germany—regardless of whether they hold a valid Schengen visa—is at the discretion of the Federal Border Police. Please ensure that you prepare all supporting documents accurately and comprehensively; for example, the booth confirmation letter (to be provided by exhibitors), as well as paper copies of your hotel reservation and return airline ticket.

1. Please bring photocopies of the passport’s information page and visa page, your insurance policy, your museum admission pass, and your round-trip flight itinerary.

2. Bring an ample supply of brochures, posters, and other materials.

3. Mobile phone (with international roaming enabled), charger, power bank, and travel adapter.

4. Bring your toiletries and necessary clothing, and pack some of your regular medications—such as gastrointestinal remedies, allergy pills, fever reducers, and pain relievers—for emergencies.

5. Please do not place computers, batteries, or power banks in your checked baggage.

6. Germany is 7 hours behind China; the time in Germany is Beijing Time minus 7 hours.

7. Regarding currency, the country you are visiting is part of the Eurozone, where 1 euro is approximately equivalent to 7.9 Chinese yuan. Please do not carry large amounts of cash; the amount of RMB in cash should not exceed 20,000 yuan, and the equivalent in foreign currency should not exceed 4,000 euros. You may use chip-enabled credit cards such as VISA or MASTER CARD while abroad. Exhibitors may bring goods valued at no more than 430 euros; any amount exceeding this must be declared to customs.

8. In March, Germany’s temperatures typically range from 1°C to 9°C, with an average daytime high of around 9°C. It is recommended to wear warm clothing such as overcoats, insulated jackets, lightweight cotton-padded coats, and winter outerwear. For business events or more formal visits and meetings, please prepare formal attire.

9. Europe uses the same 220V, 50Hz power supply as China. Our company has carefully prepared one adapter for you.

10. When drinking soup, Germans use a spoon rather than lifting the bowl to their lips. At the table, making noise is considered impolite. Germans place great emphasis on rules and discipline, as well as cleanliness and orderliness. They are extremely punctual, and being late is seen as disrespectful. Germans regard the number “13” and “Friday” as unlucky. In public, they prefer not to be overly loud or excessively enthusiastic. As for attire, Germans tend to dress conservatively and avoid clothing that is too revealing or casual.

Consular jurisdiction: North Rhine-Westphalia

Consulate General Office Location:

Schanzenstr. 131, 40549 Düsseldorf

Website:

http://dusseldorf.china-consulate.gov.cn/

Consular Services Inquiry Phone Number:

0049-211-9099 6394 (Available on Tuesdays and Thursdays, 3:30 PM–5:30 PM, except on public holidays)

Office hours: Monday to Friday, 9:00 a.m. to 11:00 a.m. (except on public holidays)

[If, due to high call volume, you are unable to reach us during the aforementioned hours, please submit your inquiry by email or fax. Our office will assign a dedicated staff member to respond promptly.]

Fax: 0049-211-9099 6366

Consulate-General email: chinaconsul_dus@mfa.gov.cn

Consular and Overseas Chinese Affairs Dedicated Email: dus@csm.mfa.gov.cn

Consular Protection Hotline (for emergencies only):

0049-211-55080446

If you have any questions or require assistance, please don’t hesitate to contact us. We wish all exhibitors a successful show and abundant returns!