By Sunlight Event Solution
A smooth exhibition build depends on decisions made before the team arrives at the venue. Use this checklist to coordinate the exhibitor, designer, fabricator and organiser, with clear responsibilities for each stage.
Before production: confirm the scope
Keep the approved drawings, stand dimensions, material schedule and artwork versions together. Confirm product sizes, furniture, lighting and the agreed scope of electrical work. Check whether the organiser needs drawings or other approvals before construction can proceed.
- Approved floor plan and 3D design
- Material, finish and graphics schedule
- Product weights, dimensions and service needs
- Written inclusions, exclusions and change approvals
Before dispatch: coordinate the venue
Share the current exhibitor manual and build-up schedule with the installation team. Confirm loading access, permitted work hours, passes and the location of booked power connections. The organiser may have specific requirements for materials, waste removal and dismantling.
Agree who is bringing the products, screens and other exhibitor-owned items. Label components and graphics by location. Keep a shared contact list so that delivery or access questions reach the right person quickly.
During installation: check against the approved plan
Walk through the stand with the team once the main structure is in place. Check that the visitor route, meeting areas and product displays follow the approved layout. Electrical connections and other specialist work should be handled by the responsible qualified team under the venue's rules.
Review print placement, visible joins, surface finishes and lighting before the final handover. Record issues with photos and agree which person owns each correction. Avoid informal changes that have not been checked for their effect on the rest of the stand.
At handover: make the stand usable
Test demonstrations and screens with your own team, check access to storage and locate the relevant controls. Confirm the support contact during the show and the dismantling arrangements afterwards.
- Brand graphics and product labels checked
- Furniture, storage and meeting spaces ready
- Booked power and equipment tested by the responsible teams
- Final cleaning and snag list reviewed
- Show support and dismantling contacts shared
Common questions
Who approves an exhibition stall for the venue?
Approval responsibilities depend on the organiser's rules and your contract. Check the current exhibitor manual and agree who submits the required drawings and documents.
What should I check at final handover?
Check the agreed layout, graphics, finishes, lighting, display positions, furniture, storage and equipment. Review any outstanding issues and confirm show support and dismantling arrangements.
