A stand schedule works backwards from opening day, but site access, project approvals and organiser service deadlines must be identified separately. Use the event's current technical manual rather than applying the same number of days to every fair.
Collect the floor plan and technical manual
Give the design team a dimensioned plan, open sides, columns, permitted height, connections and installation hours. Confirm approval requirements for suspension, two-storey structures or unusual loads with the organiser. A design developed before these inputs are settled may need to change.
Match design approval to the product list
Confirm the final product list and dimensions before approving the design. In furniture displays, product placement affects access for large pieces and circulation space. Equipment weight and handling needs also feed into logistics planning.
Track artwork separately from fabrication
Assign an owner for logos, print images, messaging and language versions. File dimensions and print approval matter alongside surface production. Late artwork changes may require a finished panel to be reapplied. Keep final files together with clear dates and version labels.
Define production and delivery responsibilities
List fabricated parts, rented equipment and client-supplied products separately. Establish which vehicle delivers each item, when it arrives and who receives it. Unloading order for large products should be coordinated with stand assembly.
Divide installation into checkpoints
Plan separate checks for floor and structure, electrical work and lighting, graphics, furniture and product placement. Qualified teams must carry out technical work under venue conditions. Before opening, check doors, lights, screens and the handover list as well as the overall appearance.
Plan dismantling before the event
Removing client products, returning equipment, dismantling the stand and removing waste are separate responsibilities. Agree on packing and storage destinations for reusable components before opening day. Confirm clearance deadlines and vehicle access with the organiser.
Company planning checklist
- Record the fair name, city and opening date.
- Attach the floor plan and current technical manual.
- Provide product dimensions, weights and connection needs.
- Assign design and artwork approvers.
- Separate included services from client-supplied items.
- Assign handover, dismantling and return transport responsibilities.
A production lead time can be confirmed after scope and team availability are reviewed. Explore stand installation, use the quote checklist or send your fair details.