Most stand problems are timing problems. Artwork approved late, power ordered late, staff briefed on the morning. Working backwards from the opening day fixes most of them.
10 weeks out: the brief
- Decide what success looks like: leads, demos, sampling, meetings or launches.
- Confirm the space: size, open sides, height limit and the organiser's stand manual.
- Set a budget that includes space, build, graphics, power, furniture, AV, staff, giveaways and logistics.
8 weeks out: design
- Brief your agency with the stand manual, brand guidelines and your goals.
- Review 3D visuals and a floor plan showing traffic flow, storage and meeting space.
- Agree what is reusable: modular frames and fabric graphics can serve several shows.
6 weeks out: approvals and orders
- Submit drawings to the organiser if the manual asks for it, especially for raised floors, rigging or double-deck stands.
- Order power, internet and water through the organiser's forms before the deadline.
- Lock artwork. Late changes are the most common cause of reprints.
4 weeks out: production
- Fabrication, printing and AV content production run in parallel.
- Ask for a pre-build or photo check of key elements before they leave the workshop.
2 weeks out: people and lead capture
- Brief staff on messages, demos and how to qualify a lead.
- Set up lead capture with clear consent wording if you will market to visitors afterwards. See our note on consumer data at activations.
Build, show and breakdown
- Plan the build with the organiser's access times, and keep a snag list.
- Walk the stand every morning: lights, screens, literature and cleanliness.
- Breakdown: protect reusable elements, collect your graphics and photograph the site as you leave it.
Ready to plan your next show? Start a project with us.
