VERSA CORPORATE CUSINE MASTERS
External Caterers at Trade Fairs
Everything You Need to Know
External Caterers at Trade Fairs – Why It’s Worth It
The world of trade fairs can be hectic and demanding – bustling stands, endless conversations with clients and potential partners, all under time pressure.
If you think standard catering is enough to elevate your presence at a trade fair, you may quickly realize it often lacks the necessary individuality and quality. This is where external caterers come into play, and we’ll explain why choosing this route is beneficial for your business.
Many exhibitors are unaware that they have the option to select an external caterer for trade fairs. Most trade fair organizations have an exclusive catering partner and tend to promote them heavily. While this may seem convenient, particularly if you are coming from abroad, it creates the impression that you are bound to use these internal caterers. But that’s not the case!
In Germany, due to the principles of a free market economy, external caterers are allowed to operate at trade fairs – and almost without restrictions. Why is this the case? Simply put, the law prohibits monopolies. And this is a good thing because it gives you, as an exhibitor, the freedom to decide who will be responsible for the culinary experience at your booth.
Many exhibitors are unaware that they have the option to select an external caterer for trade fairs. Most trade fair organizations have an exclusive catering partner and tend to promote them heavily. While this may seem convenient, particularly if you are coming from abroad, it creates the impression that you are bound to use these internal caterers. But that’s not the case!
In Germany, due to the principles of a free market economy, external caterers are allowed to operate at trade fairs – and almost without restrictions. Why is this the case? Simply put, the law prohibits monopolies. And this is a good thing because it gives you, as an exhibitor, the freedom to decide who will be responsible for the culinary experience at your booth.
Why Choose an External Caterer?
The answer lies in three key advantages: flexibility, quality, and individuality. An external caterer offers tailored solutions and adapts flexibly to your needs. Whether you want a special menu, a unique live cooking event, or simple, hassle-free catering for your team – an external caterer can make it happen. We focus not on mass production, but on quality and individuality, tailored to your company and event.
An external caterer like us can work more flexibly, ensuring you only pay for what you truly need.
In this blog, we want to show you how easy it is to book an external caterer for a trade fair, clear up any misunderstandings, and explain why it could be the best choice for your booth. Get ready for the upcoming sections where we debunk myths, offer behind-the-scenes insights, and introduce the benefits of external caterers – all with a lighthearted, straightforward approach.
Let’s revolutionize the trade fair landscape together, one culinary experience at a time!
The answer lies in three key advantages: flexibility, quality, and individuality. An external caterer offers tailored solutions and adapts flexibly to your needs. Whether you want a special menu, a unique live cooking event, or simple, hassle-free catering for your team – an external caterer can make it happen. We focus not on mass production, but on quality and individuality, tailored to your company and event.
An external caterer like us can work more flexibly, ensuring you only pay for what you truly need.
In this blog, we want to show you how easy it is to book an external caterer for a trade fair, clear up any misunderstandings, and explain why it could be the best choice for your booth. Get ready for the upcoming sections where we debunk myths, offer behind-the-scenes insights, and introduce the benefits of external caterers – all with a lighthearted, straightforward approach.
Let’s revolutionize the trade fair landscape together, one culinary experience at a time!
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Myth: "External Caterers Are Prohibited at Trade Fairs"
A persistent myth in the trade fair world is that external caterers are not allowed. This assumption often leads companies to use the fair’s in-house catering partners without questioning whether alternatives exist. However, like many myths, there is a grain of truth here: while trade fairs do prefer their own partners, it is simply not permissible to ban external caterers.
In reality, trade fair organizers in Germany operate in a free market economy where monopolies are not allowed. Therefore, you have every right to choose an external caterer for your stand, which can significantly enhance the quality and individuality of your event.
In reality, trade fair organizers in Germany operate in a free market economy where monopolies are not allowed. Therefore, you have every right to choose an external caterer for your stand, which can significantly enhance the quality and individuality of your event.
Reality Check: No Legal Basis for Banning External Caterers in Germany
In fact, there is no legal basis in Germany that prohibits external caterers at trade fairs. Quite the opposite! Thanks to our free market economy, external caterers like us are permitted to operate at almost all trade fairs in the country. Whether in Cologne, Dortmund, or Düsseldorf – we're there!
The myth often arises from a lack of information, as trade fair organizers rarely communicate proactively that external caterers are allowed. As a result, exhibitors need to independently inquire with the trade fair's exhibitor service about the possibility of booking an external caterer.
The Reality: Not only are external caterers allowed at most trade fairs, but they also provide an excellent option to add flexibility and personality to your trade fair presence. By choosing an external caterer, you’re ensuring that your catering is tailored to your specific needs, offering a level of quality and customization that in-house options may lack.
In fact, there is no legal basis in Germany that prohibits external caterers at trade fairs. Quite the opposite! Thanks to our free market economy, external caterers like us are permitted to operate at almost all trade fairs in the country. Whether in Cologne, Dortmund, or Düsseldorf – we're there!
The myth often arises from a lack of information, as trade fair organizers rarely communicate proactively that external caterers are allowed. As a result, exhibitors need to independently inquire with the trade fair's exhibitor service about the possibility of booking an external caterer.
The Reality: Not only are external caterers allowed at most trade fairs, but they also provide an excellent option to add flexibility and personality to your trade fair presence. By choosing an external caterer, you’re ensuring that your catering is tailored to your specific needs, offering a level of quality and customization that in-house options may lack.
The Conditions for External Catering: Let's Clear the Air
While the conditions for allowing external caterers can vary from trade fair to trade fair, they are generally straightforward to manage – and we’re here to support you throughout the process. What’s essential is a good collaboration between you as the exhibitor and us as your caterer. While we handle the culinary aspects, you simply need to reserve the required space for us on the premises.
Don’t let outdated notions hold you back!
External caterers are definitely welcome at trade fairs, and it’s worth exploring this option in more detail.
In the upcoming sections, we’ll outline additional benefits and explain how seamless working with an external caterer can truly be.
Get ready to discover a world of flexibility, quality, and ease for your next trade fair event!
While the conditions for allowing external caterers can vary from trade fair to trade fair, they are generally straightforward to manage – and we’re here to support you throughout the process. What’s essential is a good collaboration between you as the exhibitor and us as your caterer. While we handle the culinary aspects, you simply need to reserve the required space for us on the premises.
Don’t let outdated notions hold you back!
External caterers are definitely welcome at trade fairs, and it’s worth exploring this option in more detail.
In the upcoming sections, we’ll outline additional benefits and explain how seamless working with an external caterer can truly be.
Get ready to discover a world of flexibility, quality, and ease for your next trade fair event!
How to Organize External Catering for
Your Trade Fair – It's That Simple
Your Trade Fair – It's That Simple
The thought of hiring an external caterer for your trade fair might seem overwhelming at first. But we at VERSA make it as simple as possible! With our experience and step-by-step support, organizing catering becomes a breeze. Here's how it works:
- Reserving a Parking SpaceFirst, we need a designated parking space in the outdoor area of the trade fair, which the exhibitor needs to book. This space serves as our base for logistics, whether for cooling containers, storage, or short routes to the stand. The booking is made through the trade fair's customer portal. Don't worry if you're unsure where to click – we are happy to guide you! A short video call is enough, and we'll walk you through the entire process.01
- Service Tickets for Hall AccessTo move around the halls during the trade fair, we need so-called service tickets, which the exhibitor books for the caterer. These tickets allow us to deliver goods during the setup and dismantling phases as well as on the exhibition days. Most of these tickets are free of charge, and we will discuss in advance which time slots are optimal for deliveries. With proper planning, we can even make short-term deliveries – for instance, if the coffee supply runs low.02
- Getting Set Up in the Customer PortalOnce the bookings are completed, we move on to the briefing in the trade fair's customer portal. We ensure that all details are correctly entered and address any questions you may have. This digital management of information allows for a smooth process and gives us the flexibility to respond to last-minute requests.03
- Equipment and SuppliesDepending on your needs, we bring our complete equipment: from refrigerators to coffee machines to warming devices. During the fair, we use the outdoor parking space to store our equipment and supplies safely and restock as needed. We ensure that your guests are provided with fresh food and beverages throughout the day04
- Delivery PlanningTogether, we create a delivery schedule tailored to your trade fair routine. Whether it’s punctual breakfast delivery or fresh snacks in the afternoon – we take care of every detail. With our experience, we know the best time slots and how to optimally service your stand.05
- On-Site SupportOn the trade fair day, we are always close by. Our team handles setup, continuous supply for your stand, and smooth operations behind the scenes. Our cooling containers and storage areas in the outdoor space allow us to provide supplies anytime without taking long routes.06
- Constant CommunicationThroughout the trade fair, we stay in constant contact with you to address any last-minute changes or requests. Whether it’s more finger food or an impromptu beverage delivery – we are here for you and adapt flexibly to every situation. #whatsappallowed07
Planning an event and in need of reliable, high-quality catering? Contact us to find out how we can make your event a culinary highlight!
With an external caterer, you bring quality, creativity, and flexibility to your stand. The few organizational hurdles are quickly overcome, and in return, we offer you a well-rounded trade fair experience – both in culinary delights and service.
Common Concerns of Our Customers and How We Address Them
Some of our potential customers have reservations and concerns when it comes to hiring an external caterer for the trade fair. Here, we clarify some of the most frequently asked questions and show how we professionally address them:
Some of our potential customers have reservations and concerns when it comes to hiring an external caterer for the trade fair. Here, we clarify some of the most frequently asked questions and show how we professionally address them:
Many exhibitors worry that external caterers may not be able to provide flexible and timely deliveries to the exhibition halls. This concern is that spontaneous requests or missing supplies might disturb the event.
We work closely with you to plan delivery times and all logistical details in advance. Our storage areas are strategically placed, so we can respond to your needs promptly and flexibly. By coordinating logistics with you and our established processes, we ensure that your catering is always fresh and on time.
Many customers worry about the logistical challenges when hiring an external caterer. Questions about storage, delivery, and guest service are common concerns.
We clarify all details with you in advance. Thanks to our comprehensive experience, we know exactly which spaces and resources are needed for a smooth operation. Together with you, we organize a fixed location on the outer grounds of the fair, near your stand. We can then store coolers and equipment there, ensuring quick and direct delivery to your stand.
Many exhibitors are unsure how to collaborate with an external caterer during the fair, especially when it comes to booking delivery times and storage spaces.
We take care of the organization for you! We guide you through the whole process and support you in booking the necessary spaces and service tickets through the fair's portal. In most cases, this takes just a few minutes. We will be there every step of the way to ensure everything runs smoothly.
Let's make your next trade fair catering unique and customized! Contact us now for a non-binding consultation.
The Legal Framework – Transparency is Key
One of the biggest misconceptions in trade fair catering is the belief that external caterers are not allowed, or that the conditions are complicated and unclear. Let’s clear things up and show you that the legal framework in Germany is designed to support a free market and healthy competition.
One of the biggest misconceptions in trade fair catering is the belief that external caterers are not allowed, or that the conditions are complicated and unclear. Let’s clear things up and show you that the legal framework in Germany is designed to support a free market and healthy competition.
Legal Basis: Free Market Instead of Monopoly
In Germany, laws are in place to prevent monopolies and promote a free market economy. This means that trade fairs cannot enforce their internal catering partners as the only option for exhibitors. As an exhibitor, you have the right to choose your caterer freely and make use of external service providers. At VERSA, we are well-versed in these legal frameworks and know how to leverage them to your advantage.
In Germany, laws are in place to prevent monopolies and promote a free market economy. This means that trade fairs cannot enforce their internal catering partners as the only option for exhibitors. As an exhibitor, you have the right to choose your caterer freely and make use of external service providers. At VERSA, we are well-versed in these legal frameworks and know how to leverage them to your advantage.
Transparency in Working with
External Caterers
Collaboration between you, the caterer, and the trade fair operates within a clearly defined legal framework. Here are some of the key aspects you should be aware of:
Booking of Spaces:
As an exhibitor, you have the right to book spaces on the outdoor grounds of the trade fair. These spaces are allocated by the fair in coordination with you and your caterer. We support you in this process, handling all the necessary information to ensure smooth operations.
Service Tickets:
For deliveries on the trade fair grounds, there are special service tickets, which the exhibitor also books. In most cases, these tickets are free and allow us to deliver directly to your stand in a flexible and timely manner.
Compliance with Hygiene Regulations:
External caterers are required to adhere to the fair’s hygiene standards. At VERSA, we prioritize transparency and quality – all our processes comply with applicable hygiene regulations, ensuring we fully meet the requirements of the trade fair organizers.
Costs:
With us, you benefit from a transparent and clear pricing model. Additional fees, such as those for booking spaces and power connections, are usually offset against your order with us, so there are no hidden costs.
This final section
More Than Just Food – An Experience
Choosing the right caterer for your trade fair can make a decisive difference. Catering is far more than just providing food and drinks; it is part of your overall appearance, your brand message, and your connection with visitors. An external caterer like VERSA not only brings freshness and quality to your stand but also offers flexibility, expertise, and tailored solutions.
Our goal is to turn your trade fair into a true experience. With custom menus, seamless logistics, and a service that impresses in every aspect, we ensure that your guests feel completely comfortable. With our extensive experience in working with trade fairs, we understand the unique characteristics and challenges of these events—and know how to use them to your advantage.
Forget the standardized offers of internal fair caterers. Take the step that sets your fair apart and leverage the benefits of an external partner who focuses entirely on your needs.
Our goal is to turn your trade fair into a true experience. With custom menus, seamless logistics, and a service that impresses in every aspect, we ensure that your guests feel completely comfortable. With our extensive experience in working with trade fairs, we understand the unique characteristics and challenges of these events—and know how to use them to your advantage.
Forget the standardized offers of internal fair caterers. Take the step that sets your fair apart and leverage the benefits of an external partner who focuses entirely on your needs.
Your trade fair stand should be more than just a location—it should be an experience. Contact us now, and let’s work together to turn your event into a culinary highlight!
CONTACT
INQUIRY
Let us know your requirements and receive a tailored offer for your event. Whether it's trade fair catering, conference services, VIP experiences, booth parties, crew catering, or staff - simply fill out the form and we will contact you promptly.
We look forward to hearing from you!