AI image
We arrange trade fair transport in Poland: delivering stand builds and exhibits with booking-in (advance notice of the delivery slot) for build-up and collection after breakdown. The OTSL base and warehouse are in the Kielce area, right next to Targi Kielce, so we handle domestic exhibition logistics from close by: dedicated delivery to the hour, buffer space next to the hall and quick collection after the event. Goods move within the EU, with no customs clearance.
The Polish-language version of this article is the reference one. This is an informational translation.
Main exhibition venues in Poland
- Targi Kielce (Kielce) and the MTP Group / Poznań International Fair (Poznań).
- Ptak Warsaw Expo (Nadarzyn near Warsaw) and EXPO XXI Warsaw (Warsaw).
- Amber Expo (Gdańsk), EXPO Kraków (Kraków) and Targi Lublin (Lublin).
We run to every one of these venues within the country, so there are no customs formalities or documents. What matters is the rest: keeping to deadlines, booking-in and entry slots, cargo dimensions, ADR (the Accord governing international carriage of dangerous goods by road) where relevant, on-time build-up, room for empty packaging and the return after breakdown.
How do we run fair transport in Poland?
We deliver the stand and exhibits for the agreed build-up slot, then collect them after the event and take them back or on to the next one. The buffer role is played by our transshipment warehouse in Kielce. Because the OTSL base sits right next to Targi Kielce, our backup and access for that event are short: the build can be brought in across successive slots, held between deliveries and loaded quickly when the build-up schedule shifts. We reach the other venues the same way, arranging booking-in and slots in advance for oversized builds or ADR cargo. We describe the full offer on the exhibition logistics page, and storage on the warehousing page.
Empty packaging and the return after breakdown
Crates, cages and empty packaging left once the exhibits are unpacked cannot sit on the stand. We take them off the hall floor for build-up and keep them in the buffer warehouse, then bring them back for breakdown so there is something to pack the equipment into. After the event we plan the return: stand and exhibits go back to the exhibitor's premises, to our warehouse, or straight on to the next fair. We set the return route together with the breakdown date, so the truck waits at the hall rather than the other way round.
Assembly crews and the schedule
Fair transport is only as good as its fit with the build. We tie delivery to the assembly crews' schedule and, where needed, bring the crews themselves along with the stand. We position the truck in the window when the fitters actually enter the stand, so the build does not wait in the car park or block other exhibitors' access. We arrange booking-in, unloading order and breakdown slots ahead of time, so every stage, from the first pallet to the last empty crate, keeps to the event schedule.
Exhibiting in Poland? Describe the stand, the venue and the build-up and breakdown dates in the contact form, and we will set transport, buffer space for empty packaging and the return around your schedule.
Step by step
- Delivery planning. You report the transport date and details of the exhibition goods and stand structures.
- Slot booking. You register the booking-in entry time for the vehicle at the chosen exhibition venue.
- Buffer storage. You store the load in a warehouse near the hall if direct entry is not yet permitted.
- On-site unloading. You deliver stand elements exactly at the slot specified by the event organiser.
- Post-event collection. You retrieve the stand and exhibits promptly after the breakdown is completed.
Definitions
- Booking-in: Agreeing a precise time slot for vehicle entry into the fairground for loading or unloading.
- Buffer warehouse: Storage space for stand elements and exhibits directly before build-up or right after breakdown.
- Stand build-up: The stage of preparing the exhibition stand and display before the trade fair opens.
- Stand breakdown: Packing and collecting stand equipment and exhibits after the event closes.
When does this rule not apply?
The simplified domestic procedure does not apply when transporting goods from outside the European Union, such as from the UK or Switzerland, where customs clearance or temporary admission documents are required.
The OTSL role
OTSL manages exhibition freight across Poland using facilities close to major venues. You can rely on our road transport (FTL) solutions and learn more about our warehouse next to the Kielce fairground to keep your event logistics smooth.
