Think about your Kenyan-made ceramics or bold Maasai beadwork sitting under the spotlights in Dubai or Frankfurt, drawing curious crowds and earning nods from global buyers.
It’s a proud moment not just for you, but for Kenyan enterprise. Yet, behind every flawless display is a carefully orchestrated logistics operation, months in the making. For Kenyan exhibitors, success abroad isn’t just about what’s on your stand. It’s about how seamlessly you get it there, and how prepared you are every step of the way.
Here’s your step-by-step logistics checklist to make sure your brand stands out for all the right reasons, no matter how far from Nairobi you travel.
Phase 1: Pre-Event Planning – Laying the Groundwork
Every triumphant international debut begins long before you pack your first box. Early, detailed planning is not just a best practice it’s your secret weapon.
Event Registration & Booth Design
Secure your registration and submit every required form well before deadlines. Book your booth space early, and design a stand that tells your brand’s story. Whether your goal is to build awareness, connect with partners, or close sales, make sure your booth fits those ambitions. Confirm your booth dimensions and pre-order any furniture or special equipment you’ll need.
Smart Budgeting
Look beyond booth fees. Account for shipping, customs duties, taxes, insurance, staff transport, accommodation, and on-site expenses. Surprises can be costly plan for a buffer to keep your budget on track.
Shipping & Transportation
This is where things get real. Work with a trustworthy freight forwarder who knows the ins and outs of event logistics think DHL, with its global network and local expertise. Coordinate carefully: your products, promotional materials, and booth components all need to arrive on time and in perfect condition. Stick to your timelines, and track your shipments every step of the way.
Paperwork: Your Passport to Success
International events are ruled by documentation. Here’s what you’ll need:
DHL Express Waybill: Essential for any shipment prepare yours online for accuracy.
Commercial Invoice: Mandatory for all dutiable shipments. List details, value, and sales terms clearly. DHL’s online tools make this simple.
Electronic Export Information (EEI): If you’re sending goods to the US worth over $2,500 (per item) or needing an export license, file your EEI and keep your Internal Transaction Number (ITN) handy.
Packing List: Note the contents of each box this helps with both customs and setup.
Certificate of Origin: Some destinations require proof of where your products were made.
Customs Declaration Forms: Smooth entry is all about clear paperwork.
Temporary Import/Export Documents (Carnet): For items you’ll bring back to Kenya, an ATA Carnet means less hassle at customs and no duties.
Packaging & Insurance
Protect your products pack everything securely, label every item with your company name, booth number, and contact. Then, insure the shipment for peace of mind, both in transit and on site.
Staffing & Travel
Choose staff who can represent your brand with pride. Sort out visas, flights, and accommodation well ahead of time, and train your team on how to engage and impress at the event.
Phase 2: During the Event – Bringing Your Brand to Life
You’ve arrived now it’s showtime.
Booth Setup & Testing
Be there early for setup. Assemble your booth, check all lighting and tech, and make sure every banner and poster is perfectly placed. Keep some extra supplies on hand for those last-minute fixes.
Material Management
Double-check that everything arrived as planned. Keep your marketing materials and samples topped up throughout the show.
Lead Capture & Engagement
Have a reliable system for collecting leads digital tools or good old-fashioned notebooks. Train your team on how to connect, engage, and follow up.
Phase 3: Post-Event – Wrapping Up with Impact
Your event isn’t over until you’ve wrapped up and reached out.
Dismantling & Return Shipping
Take down your booth with care, pack up, and get everything ready for the journey home. Use your original packing list to keep things organised.
Re-entry into Kenya
Prepare all documents needed for customs clearance when your materials return.
Timely Follow-Up
The most memorable exhibitors follow up fast ideally within 24 hours. Thank visitors, reconnect with prospects, and send any promised information.
Evaluate and Improve
Review your performance: did you meet your goals? What could you do better next time? Every event is a learning opportunity.
Conclusion
For Kenyan businesses, international trade shows are a chance to fly the flag and prove that Kenyan products belong on the global stage. The secret? Careful planning, authentic storytelling, and logistics you can trust.
With DHL Global Event Logistics, you don’t just get a shipping provider you get a partner. Enjoy expert advice, local knowledge, and full support with documentation and customs clearance, every step of the way. Want even more peace of mind? Open a DHL business account for better rates, tailored insights, and a logistics partner who’s as committed as you are.
Let’s put Kenya at the centre of the world stage your products are ready, and so are we.
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