Planning a booth in Barcelona, Frankfurt, Paris or Milan is exciting until you hit the visa page and your brain taps out. This guide keeps it practical: what to do, when to do it, and which papers consulates really look for. We’ve also included ready-to-use templates you can download in one bundle: cover letter, flight and hotel itineraries, day-by-day travel plan, and a home-office confirmation letter for founders who work from home.
The cheat sheet
T-90 to T-75 days
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Pick the main destination (where you spend the longest time or the core purpose happens) and confirm the right consulate. Book the earliest appointment you can find.
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Start your document pack: company registration certificate, last 6 months of bank statements, last 3 years of tax returns, exhibitor invoice/confirmation, draft itineraries.
T-70 to T-60
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Place refundable hotel bookings and hold a flight reservation (no need to book ticket yet).
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Buy travel insurance that covers all Schengen states for your entire stay with at least €30,000 medical coverage.
T-60 to T-45
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Print and sign the application form, assemble your pack, and finalize your cover letter.
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If you are a founder/consultant who works from home, add the Work from Home Confirmation Letter.
T-45 to T-30
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Attend biometrics. If your fingerprints were taken for a Schengen visa within the last 59 months, they can usually be reused.
T-30 to T-15
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Lodge your application. You must apply no earlier than 6 months before the trip and no later than 15 days before travel, but exhibitors should avoid cutting it that close.
Which consulate should you apply at
Use this quick rule of thumb:
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Only one Schengen country on your plan = apply there.
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Several countries = apply to the main destination by longest stay or core purpose (the trade show city).
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If stays are equal and there is no single core purpose, apply to the country of first entry.
Also, apply where you legally reside. Consulates can accept applications from people legally present outside their residence in limited cases, but you must justify why you cannot apply at home. This is handy when your local appointments are fully booked.
Timing, fees, and expectations
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Apply up to 6 months in advance, never later than 15 calendar days before travel. That is the EU’s official timing window.
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The standard Schengen fee is €90 for adults since 11 June 2024 (children 6–11 pay €45).
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Typical processing, once accepted, is around 10–15 days in normal periods, though peak seasons can stretch this.
Exhibitor’s document pack
Use the templates in the download and attach these in order:
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Cover letter
Explains purpose, dates, funding, return to home country. Template included. -
Proof you are really exhibiting
Fair contract, invoice, or official exhibitor confirmation eg., a visa letter. Read how to request a visa letter when attending a conference -
Company documents
Registration certificate, last 3 years tax returns, and corporate bank statements for the last 6 months. -
Travel itinerary (covering show hours, meetings, dismantling, leisure if any). Template included.
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Flight itinerary (PNR on hold is fine). Template included.
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Hotel itinerary (refundable accommodation booking). Template included.
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Travel insurance
Must cover all Schengen states for the whole stay with €30,000+ emergency medical and repatriation. -
Founders and self-employed
Attach the Home Office Confirmation Letter on letterhead if you work from home and run the company. Template included. -
Optional
Invitation letter from the organizer.
Single entry or multi-entry
If you plan side meetings in nearby countries, logistics runs, or re-enter for teardown, ask for multi-entry in your cover letter and show why. Indian nationals applying in India benefit from a visa “cascade” that can lead to a two-year, then five-year multi-entry visa after a clean history, subject to passport validity.
Biometrics, and the 59-month rule
First-time applicants and those whose last fingerprints were taken more than 59 months ago will need to appear in person for fingerprints. If your prints are on file and recent enough, consulates copy them from VIS. Children under 12 are exempt from fingerprints.
Border changes to know this year
The EU’s Entry/Exit System (EES) is scheduled to start on 12 October 2025, rolling out gradually. It replaces manual passport stamps for non-EU nationals with electronic records. ETIAS (the travel authorisation for visa-exempt travellers) is a different program and is planned for late 2026. Schengen visa holders do not need ETIAS.
Bringing booth materials to EU
If you carry non-consumable samples, demo laptops, or a pop-up booth, look at ATA Carnet. It is a “passport for goods” that avoids duty and taxes for temporary admission at shows. The system is run by the ICC and accepted by EU customs. Consumables and giveaways are not covered. A packing-list template is in the bundle.
Common visa refusal reasons (and fixes)
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Unclear purpose
Fix: Put the exhibitor confirmation first, then your cover letter, then a day-by-day plan. -
Funds don’t match the trip
Fix: Use corporate statements and explain any large recent deposits. -
Weak ties at home
Fix: Show property tax document, family ties that requires your return. -
Insurance is wrong
Fix: Make sure the certificate shows all Schengen states, full stay, and at least €30,000 coverage. -
Wrong consulate
Fix: Apply to your main destination and in the country where you legally reside. If your local slots are gone, include a short note citing that you are legally present elsewhere and why you applied there.
Your downloadables
Just grab the files, replace placeholders with your own information, and you’re good to go:
- Cover Letter – TEMPLATE (business exhibitor)
- Flight Itinerary – TEMPLATE
- Home office confirmation letter – TEMPLATE (for CEOs/self-employed who work from home)
- Hotel Itinerary – TEMPLATE
- Travel Itinerary – TEMPLATE (day-by-day plan)
Final tip
Consulates love consistency. Make your dates, cities, bookings, and meeting plan tell one clear story. If anything changes after you apply, bring the updated confirmations to biometrics so your file stays clean.