Exhibitor checklist

We want to make sure that your participation as an spoga+gafa exhibitor is stress free. In addition we want to and make it easier for you to prepare for the trade fair. The following check list will provide you with an overview of all the things that you should consider and it includes important deadlines. This way, you will have all the important dates at a glance.

You can sort all of your important dates according to date, priority and category
You can find the right contact person to answer your questions with one click
You can import the most important dates directly into your calendar software (e.g. Outlook) using iCalendar
You can use the calendar to display important dates starting from a particular point in time

Import all appointments in your calendar application with one click.

Deadline

Information

Start date

Stand construction

Deadline Early Bird I

15.09.2024 | 11:59 PM

By registering on or before 15 September 2024, exhibitors will be charged the reduced trade fair participation price. The price is based on the date the registration forms are received by Koelnmesse.

Sales Manager Germany - Your first point of contact for all Koelnmesse products (until registration)
Lukas Bobula
Sales Manager Germany
Tel. +49 221 821-2195
e-mail
Sales Operation Manager – Your contact person for questions concerning the exhibition space (after registration)
Christine Stoll
Sales Operations Manager
Tel. +49 221 821-3768
Garden furniture & garden unique
e-mail
Maria Garofalo
Sales Operations Manager
Sector Decorations & Equipment, Camping & Leisure, Sports & Games, Outdoor Kitchen World
Tel. +49 221 821-2545
e-mail
Andre Hecht
Garden Technology, Equipment & Houses, Grill & BBQ, Outdoor Kitchen World, Plant & Care
Tel. +49 221 821-2646
e-mail
You can also find all relevant contacts here
Download calendar entry
To the application forms
Stand space

Layout planning begins.

16.09.2024 | 8:00 AM

Start of hall allocation.

Sales:
Christine Stoll
Sales Operations Manager
Tel. +49 221 821-3768
Garden furniture & garden unique
e-mail
Maria Garofalo
Sales Operations Manager
Sector Decorations & Equipment, Camping & Leisure, Sports & Games, Outdoor Kitchen World
Tel. +49 221 821-2545
e-mail
Andre Hecht
Garden Technology, Equipment & Houses, Grill & BBQ, Outdoor Kitchen World, Plant & Care
Tel. +49 221 821-2646
e-mail
You can also find all relevant contacts here
Download calendar entry
Stand space

Mailing of stand confirmations

01.10.2024 | 8:00 AM

Starting about October 2024 stand confirmations are sent out. The participation contract takes effect with stand confirmation. The stand area confirmation includes dimensioned stand sketches and site maps as attachments.

Sales:
Christine Stoll
Sales Operations Manager
Tel. +49 221 821-3768
Garden furniture & garden unique
e-mail
Maria Garofalo
Sales Operations Manager
Sector Decorations & Equipment, Camping & Leisure, Sports & Games, Outdoor Kitchen World
Tel. +49 221 821-2545
e-mail
Andre Hecht
Garden Technology, Equipment & Houses, Grill & BBQ, Outdoor Kitchen World, Plant & Care
Tel. +49 221 821-2646
e-mail
You can also find all relevant contacts here
Download calendar entry
Orders

Hotel room reservation

04.11.2024 | 8:00 AM

Book your hotel accomodation for spoga+gafa here.

Hotel and Travel Services
Tel. +49 221 821-3998
Fax +49 221 821-3999
e-mail
Download calendar entry
To the booking portal
Advertising materials

Order advertising materials

20.11.2024 | 8:00 AM

Refer customers and business partners persuasively to your participation at the trade fair – with the varied selection of printed and online promotional material.

NEUREUTER FAIR MEDIA GmbH
Tel. +49 201 365 47-230
e-mail
Download calendar entry
To the Media shop
Invoice

Mailing of participation invoice

01.03.2025 | 8:00 AM

You will receive the invoice for the participation fee for the stand area digitally from about March 2025. You can view and redeem the codes for your free exhibitor and working passes in the Service Shop. Invoice amounts are payable immediately upon receipt of the invoice.

Service team Koelnmesse
Tel. +49 221 821-3941
e-mail
Download calendar entry
Stand construction

Application of co-exhibitors

17.04.2025 | 8:00 AM

Deadline for the registration of co-exhibitors*. Co-exhibitors can be registered via the online application tool on spoga+gafa website.
*Co-exhibitors are companies that are represented at the trade fair with their own products and their own personnel but use the stand area of a main exhibitor. Companies within a corporate group and subsidiaries count as co-exhibitors.

Sales:
Christine Stoll
Sales Operations Manager
Tel. +49 221 821-3768
Garden furniture & garden unique
e-mail
Maria Garofalo
Sales Operations Manager
Sector Decorations & Equipment, Camping & Leisure, Sports & Games, Outdoor Kitchen World
Tel. +49 221 821-2545
e-mail
Andre Hecht
Garden Technology, Equipment & Houses, Grill & BBQ, Outdoor Kitchen World, Plant & Care
Tel. +49 221 821-2646
e-mail
You can also find all relevant contacts here
Download calendar entry
To the online application tool
Advertising materials

Editorial and advertising deadline for the Marketing Package

17.04.2025 | 8:00 AM

All main exhibitors, co-exhibitors and all additionally represented companies are obliged to order the Marketing Package, which includes an entry in the printed catalogue. A fee is charged for this service. Please make a note of the deadline for providing editorial and advertising content.

NEUREUTER FAIR MEDIA GmbH
Tel. +49 201 365 47-230
e-mail
Download calendar entry
To the Media shop
Services

Deadline 24.04.2025 for ordering in the service-shop

24.04.2025 | 12:00 AM

"Place your order through the service shop!
- Deadline for ordering suspensions (from the hall celling)*
*It is possible to make a reservation at a later point in time for an additional charge."

Service-Shop Hotline
Telefon +49 221 821–3500
E-Mail
Download calendar entry
To the service shop
Services

Booking eSlots

29.04.2025 | 8:00 AM

Book your eSlot now to enter the exhibition grounds for set-up and dismantling.
eSlot Serviceteam
Tel. +49 221 821 2097
e-mail: eslot@koelnmesse.de

Download calendar entry
To the booking portal
Services

Deadline 22.05.2025 for ordering in the service-shop

22.05.2025 | 12:00 AM

Place your order through the service shop!
- Deadline for ordering electrical installations*
- Deadline for ordering water connections*
- Deadline for ordering stand security*
- Deadline for ordering stand cleaning*
- Deadline for ordering waste disposal*
- Deadline for ordering internet and telecommunications*
- Deadline for fire protection*
- Deadline for carpeting*
- Deadline for ordering exhaust vent and compressed air installation*
- Deadline for ordering forwarding services
- Deadline for ordering (long-term) parking permits
- Deadline for ordering advertising space
*It is possible to make a reservation at a later point in time for an additional charge.

Service-Shop Hotline
Telefon +49 221 821–3500
E-Mail
Download calendar entry
To the service shop
Trade Fair

GEMA registration deadline

02.06.2025 | 11:59 PM

Register musical reproduction/performance with GEMA.

GEMA – Bezirksdirektion NRW
P.O. Box 1013 43, 44013 Dortmund, Germany
Tel. +49 231 57701-200
Fax +49 231 57701-230
www.gema.de
Download calendar entry
Services

Deadline for ordering parking spaces for trucks/containers/trailers

05.06.2025 | 12:00 AM

Please note: Allocation is subject to availability.

Site security/logistics
Julius Burkert
Telefon +49 221 821-3290
E-Mail j.burkert@koelnmesse.de
Download calendar entry
To the service shop
Services

Deadline for ordering hostesses/stand staff and setup, dismantling and

10.06.2025 | 12:00 AM

Place your order through the service shop!

Service-Shop Hotline
Telefon +49 221 821–3500
E-Mail
Download calendar entry
To the service shop
Services

Deadline for ordering conference and office catering

10.06.2025 | 8:00 AM

Our partner, Aramark Restaurations GmbH, offers you a wide range of food and drinks in the Aramak webshop. Order yout treat at the push of a button!

Aramark Restaurations GmbH
Deutz-Mülheimer Strasse 109
51063 Köln
Tel. +49 221 284-8584
e-mail
To the website
Download calendar entry
To the Aramark webshop
Services

Deadline 16.06.2025 for ordering in the service-shop

16.06.2025 | 12:00 AM

Place your order through the service shop!
- Deadline for ordering furniture rental
- Deadline for ordering audio/video/PC equipment rental
- Deadline for light, video and sound systems
- Deadline for ordering room rental (office and conference rooms)

Service-Shop Hotline
Telefon +49 221 821–3500
E-Mail
Download calendar entry
To the service shop
Stand space

Start of Construction period

18.06.2025 | 6:00 AM

Please follow the instructions for construction and dismantling.

Site security/logistics
Julius Burkert
Telefon +49 221 821-3290
E-Mail j.burkert@koelnmesse.de
Download calendar entry
Construction and dismantling instructions
Stand construction

End of Construction period all halls

23.06.2025 | 6:00 PM

Please follow the instructions for construction and dismantling.

Site security/logistics
Julius Burkert
Telefon +49 221 821-3290
E-Mail j.burkert@koelnmesse.de
Download calendar entry
Construction and dismantling instructions
Trade Fair

Start of the fair

24.06.2025 | 8:00 AM

This opening times are valid for exhibitors. Visitors can access from 09:00 a.m.

Visitor support spoga+gafa
Tel. +49 1806 805 775
Write an e-mail
Download calendar entry
To the opening hours
Stand construction

Start of dismantling

26.06.2025 | 5:00 PM

Trucks will be permitted to enter from 8:00 p.m. The stand may not be partially or completely cleared, nor may exhibits be packed away, before 5:00 p.m. on 26.06.2025. Koelnmesse has the right to impose a contract penalty of up to 5,000.00 euros for each time that an exhibitor violates this regulation. Koelnmesse may in addition/as an alternative bar the exhibitor in question from participating in the following event.

Site security/logistics
Julius Burkert
Telefon +49 221 821-3290
E-Mail j.burkert@koelnmesse.de
Download calendar entry
Construction and dismantling instructions
Trade Fair

End of the fair

26.06.2025 | 6:00 PM

This opening times are valid for exhibitors. Visitors can access till 05:00 p.m.

Visitor support spoga+gafa
Tel. +49 1806 805 775
Write an e-mail
Download calendar entry
To the opening hours
Stand construction

End of dismantling

28.06.2025 | 6:00 PM

Please find the detailed construction periods of each hall on our website under Participation and planning.
Please observe the traffic guidelines and the vehicle admission.

Site security/logistics
Julius Burkert
Telefon +49 221 821-3290
E-Mail j.burkert@koelnmesse.de
Download calendar entry
Construction and dismantling instructions
Invoice

Mailing final invoice for services

28.07.2025 | 8:00 AM

Invoice amounts are payable immediately upon receipt.

Exhibitor support
Telefon +49 221 821-3998
E-Mail: services@exhibitor.koelnmesse.de
Download calendar entry