An exhibition booth has fixed physical limits and a fixed opening date. The organiser pack, allocated footprint, visitor goals, and setup window should shape the brief.
A structured checklist makes design, production, transport, installation, and dismantling easier to scope together.
Begin with the organiser pack
The organiser pack is the operating brief for the venue. Read it before developing a layout or promising a feature.
Look for build-height limits, open-side rules, approved materials, power ordering, loading access, contractor registration, setup times, approval dates, and dismantling rules.
Create one deadline list
Events often have separate dates for design approval, utilities, contractor access, graphics, furniture, setup, and handover.
Place these dates in one list with an owner for each action. The event opening date is not the only deadline that matters.
Confirm what the venue provides
Record which walls, flooring, lighting, power points, furniture, internet access, storage, and cleaning services are included.
Anything not included may need to be sourced, produced, transported, or ordered separately.
Document the footprint
Provide the stand number, exact width and depth, maximum height, and number of open sides. Include columns, ducts, fixed structures, access points, and neighbouring features shown on the plan.
A corner stand, island stand, and single-open-side stand create different visitor paths. The layout should respond to the allocated position.
Plan the visitor journey
Decide what a visitor should notice from the aisle, where they should enter, and what should happen next.
Allow space for greeting, product viewing, conversation, demonstration, storage, and staff movement.
List operational needs
Record staff count, expected interactions, products, samples, literature, personal storage, waste, and refreshments.
A layout can look open before equipment and staff are added. Include operational items early.
Set the message hierarchy
Visitors often decide quickly whether to stop. Lead with the company identity and one clear reason to engage.
Keep long explanations away from distance-viewed graphics. Detailed information can sit on product panels, counters, printed material, or conversation points.
Prepare approved content
Provide vector logos, brand colours, fonts, product imagery, key messages, and required marks.
Mark which content is final. Late changes can affect artwork, dimensions, and production.
Map every graphic surface
List each wall, fascia, counter, panel, and backdrop with its finished size, viewing direction, content owner, and approval status.
Do not assume one approved design will fit several different surfaces.
Confirm structure, lighting, and power
List structural features, enclosed areas, counters, shelving, product supports, and storage. Check each item against venue limits.
For lighting and powered equipment, record quantities, positions, cable routes, load requirements, and who is ordering the supply.
Protect access and safety
Keep walkways, entrances, service points, and required clearances open.
Venue approval remains essential where drawings, materials, electrical information, or contractor documents are required.
Plan setup and dismantling
Confirm loading access, vehicle timing, labour access, floor protection, packaging storage, handover, and waste removal.
Decide what will be returned, stored, reused, or discarded after the event.
Prepare the booth enquiry
State which items are confirmed and which are still being decided. This makes risks visible without delaying the first discussion.
The quotation should identify included production, transport, installation, utilities, furniture, and dismantling items.
Practical checklist
Information to prepare
- Event name, venue, city, and dates
- Organiser pack and venue rules
- Stand number and floor plan
- Exact width, depth, and height limits
- Number of open sides
- Design approval deadline
- Setup and dismantling windows
- Visitor goal and primary message
- Staff count and operational needs
- Product, demonstration, and storage requirements
- Approved logos, content, and images
- Lighting, power, and utility requirements
- Furniture and display requirements
- Transport, installation, handover, and dismantling scope