We deliver Polish food producers to IFE, the International Food and Drink Event at ExCeL London: stand structures, displays and tasting samples. Food for a trade show goes through the same border controls as food for sale, so SPS documents and notifications are prepared in advance, and sensitive products travel under controlled temperature.
How is trade show food different from normal export?
It is not, and that is the most important planning fact: the UK border does not distinguish tasting samples from goods for sale. Products of animal origin and some plant products need an IPAFFS notification and BTOM-compliant documents, regardless of the fact they are headed for a stand. An ATA Carnet covers display units and the stand structure, but not food that will be eaten or given away: that part is cleared as a definitive import. The control rules are described in our article on BTOM and SPS controls.
How to prepare a trip to IFE?
- A product list split into: display and stand structure (returns to Poland) and samples and tastings (stay in the UK).
- Verification of which products need certificates and an IPAFFS notification; this takes weeks, not days.
- The temperature chain for chilled and frozen products.
- Loading, export clearance and the UK import before the crossing.
- Delivery to ExCeL in the build-up window and collection of the display after the show.
Refrigeration and tastings
Cheese, cured meats, prepared foods and anything that needs a fridge travels with us in temperature-controlled transport with a temperature record. On site, products go into the venue's cold store or straight to the stand on opening day, depending on arrangements with the organiser. Dry products and drinks travel together with the stand structure, which simplifies documents and reduces the number of shipments.
The Milton Keynes buffer
Our warehouse in Milton Keynes, an hour from London, works as a buffer: the load can arrive days earlier, wait under controlled temperature and roll up to ExCeL exactly in the booking window. That removes the risk of winter and spring delays on the route. Venue practice is covered in transport to ExCeL London, and the warehouse's role for food in dry food to the UK.
Alcohol and drinks at the stand
Tasting a Polish liqueur or craft beer at IFE is its own documentary chapter. Alcohol falls under UK excise duty, and moving it from Poland requires excise procedures from the moment of export, regardless of the bottles being meant for tasting rather than sale. Quantities, documents and the settlement route must be agreed before loading, because fixing this at the border ends with the whole vehicle held. The rules are described in alcohol transport to the UK; if your stand plans wine, beer or spirits, read it before talking to the organiser.
From sample to regular deliveries
The goal of an IFE stand is not the tasting, it is the contract. When first orders from chains or wholesalers arrive after the show, regular logistics kicks in: slot deliveries to distribution centres, labels matching the consignee's requirements and a warehouse buffer close to the customer. We run this path from the Milton Keynes warehouse, which receives goods from Poland, prepares them to the chain's standard and delivers into booked windows; the mechanics are in food slot deliveries to UK chains and RDCs. An exhibitor with this chain ready before the show can accept an order on the spot.
The IFE preparation calendar
With food the calendar runs longer than for other shows, because SPS documents move at their own pace. At 10-12 weeks before the show: the product list and verification of which items need certificates and an IPAFFS notification. At 6-8 weeks: certificates ordered, labels approved, transport and any cold store space booked. At 3-4 weeks: production of the show batch with suitably long durability dates. In departure week: loading with temperature control, clearance and delivery through the Milton Keynes buffer. Exhibitors who first ask about transport two weeks before the show usually have to trim animal-origin items from the list, because it is too late for their documents.
Sources
Want to show your products at IFE? Use the contact form and we will build the transport with SPS documents, refrigeration and delivery in the show window.
