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If you are shipping to a trade show in Europe, you will almost certainly be asked for an EORI number. Your freight forwarder asks for it. The customs broker at the show asks for it. Even FedEx, DHL and the post office now ask for it.

Many exhibitors are surprised by this request. Some think their forwarder should provide the number. Others worry that getting one will create tax problems. This article explains, in simple terms, what an EORI number is, why your company needs its own, and how to get one.

What is an EORI Number

EORI stands for Economic Operators Registration and Identification. It is an identification number that European customs uses to know who is bringing goods into the country.

You can think of an EORI number like a passport for your company's goods. You would not travel to Europe without a passport. In the same way, your exhibition goods now need an EORI number to travel through European customs.

An EORI Number starts with a two-letter country code (for example, DE for Germany or FR for France), followed by up to 15 letters and numbers.

Why does MY company need it? Isn't this my forwarder's job?

This is the most common question we hear. The answer is that when you exhibit at a trade show, your company is the importer. When goods are shipped to an exhibition, they are addressed to "Your Company, c/o the name of the show." Your company is the owner of the goods and the final receiver. This means your company is legally responsible for the goods and for any duty and tax that must be paid. In customs language, you are the Importer of Record.

The European Union requires every business that makes a customs declaration to have an EORI number, including businesses from outside Europe. TWI Group and our European partners handle shipping and the paperwork for you, but we cannot change the fact that the goods belong to you.

Can't we just use your agent’s EORI number?

Sometimes, yes. But it is becoming harder, more expensive and less reliable. The reason is because when an agent lets you use their EORI number, they accept legal and financial responsibility for your goods. When EORI regulation was first being enforced, many agents allowed exhibitors to use the agents’ own EORI Number. Many agents now refuse to do this or charge an extra fee for each shipment. Some agents cannot offer this service because they are not allowed to do so by Customs in their region.

Every country, city and customs office can apply the rules differently. One agent may allow the use of their EORI number and another agent in the same country may refuse. Rules change often, sometimes just weeks before a show. A solution that worked last year may not work this year.

Inconsistent EORI policy and procedures

As enforcement of the EORI progresses and countries establish their policies, we see inconsistent application of the EORI rulings. Look at some of the difficulties we have seen in the past. Most have been resolved or solutions found.

  • In Spain, in the past customs have required an EORI number issued in Spain, not just any EU EORI number. EORI policy dictates that one EORI number is suitable for the entire EU. Yet Spain interprets this differently. This may have changed now, but it presented issues in the past.
  • In Germany, the same official forwarder handled things differently in different cities: in Düsseldorf each exhibitor needed their own EORI number, while in Munich small giveaways were cleared without one.
  • In France, low-value giveaways have been allowed without an EORI number, but higher-value items needed the exhibitor's own number.

With your own EORI number, you do not depend on someone else's decision. Your shipment is simply ready.

Will an EORI number create tax problems for my company?

This is a very understandable concern, especially for U.S. companies. Here are the key facts:

  • An EORI number is a customs identification number, not a tax registration. Getting one does not, by itself, register your company for VAT or for corporate tax in Europe.
  • Duty and import taxes come from the goods, not from the number. If your goods must pay duty or import VAT (for example, giveaways or items you sell or leave behind), those costs apply whether you use your own EORI number or using an agent’s EORI number. Using an agent’s EORI number does not make the tax disappear; it only moves the paperwork and usually adds a fee.
  • One number, many countries. In the European Union, you generally only need one EORI number, and it is valid in all EU member countries.

Every company's situation is different, so we always recommend a quick conversation with your own tax advisor or company legal department. In most cases, they will confirm that an EORI number is simply an ID for customs.

What happens if I do not have one?

Without an EORI number, your shipment may face:

  • Delays at customs, which can mean your goods arrive late, or not at all, for the show opening.
  • Extra fees, for example for using an agent's EORI number, or for storage while problems are solved.
  • Refusal to clear, in countries where the agent cannot or will not use their own number.

You have invested a lot in your booth, travel and marketing. An EORI number is a small step that protects that investment.

How do I get an EORI number?

The good news: the application is usually quick, simple and free. Here is how it works:

  • Apply in the EU country of your first show. A company based outside the EU applies in the country where it will first go through customs. For example, if your first European show is in Belgium, apply with Belgian customs. Search online for "EORI application" and the country name and use the official government website.
  • Prepare basic company information. This is usually your company name, address, contact person, and a business registration document (such as your certificate of incorporation). Some countries may ask for a copy of an ID or a chamber of commerce certificate.
  • Apply early. Some countries issue the number in a few days; others can take several weeks. We recommend applying at least two to three months before your show.
A laptop showing an online registration form next to a sealed company registration certificate and a small model shipping crate, with an air cargo plane being loaded outside the window

Once you have your EORI number, share it with your TWI representative. We will keep it on file and include it in all your European shipping documents.

Check that it is valid. You can confirm your EU EORI number at any time using the European Commission’s free online checking tool.

How TWI Group helps

Due to the inconsistent EORI policies and enforcement, TWI will check the requirements show by show with our partners in Europe. If you have questions about your next show, or need help with your application, please contact your TWI Group representative. We are happy to guide you.