A Guide to Exhibition Stand Furniture

Bringing exhibitions to life requires careful planning and attention to detail, and one crucial aspect that is often overlooked is the furniture.

While commonly considered as an afterthought, exhibition stand furniture plays a vital role in making the stand approachable, welcoming and functional, facilitating the goals defined for the show.

In this guide, we discuss the ins and outs of exhibition stand furniture, including the importance of furniture, the best pieces and setups to consider, how the stand structure and furniture work together, and the best hire companies.

To create an effective design, exhibition stands should be both eye-catching and approachable, and the choice of furniture plays a significant role in achieving this.

People understand the influence of furniture, colour and design when designing spaces in their home or office, but often underestimate its importance in exhibitions. Similar to your home, exhibition furniture affects how comfortable and inviting the stand feels, which influences lead generation and return on investment.

While there is a wealth of furniture options, here are some of the main setups!

A must-have for any stand is a reception desk or greeting point. Visitors are much more likely to visit a stand with a clear reception point, as it creates designated space to approach or wait, reducing psychological barriers. Without this, stands can feel clunky and awkward for guests.

You can hire a counter for your show, or with Quadrant2Design, you can incorporate a Prestige Events System counter or plinth, head-to-toe branded to align with your graphic look.

Seating and meeting areas vary drastically in their comfort, look and footprint on the stand space. Stools and bar tables use less space but can be less comfortable for guests. If you have the space, it is worth prioritising comfortable sofas and chairs, as these are better for more formal discussions.

Literature holders can often be incorporated into the exhibition stand structure, and messaging can be displayed on graphics, or companies can opt for freestanding holders.

Demo stations are useful for software / practical explanations, and can be elevated with screens or tablets.

Some companies hire interactive kiosks, while others utilise a branded plinth/counter, featuring printed counter tops and tablet holders.

Whether or not you are better off hiring or buying your exhibition stand depends on the exhibiting model and stand you use, but there are definite benefits to each.

For those who are building the exhibition stand themselves, it can be more economical to purchase the furniture. If you’re already using a van to transport your stand to and from the event, and plan to exhibit long-term, then purchasing the furniture can add little to no burden, while lowering costs over time.

This means selecting one effective furniture arrangement to use time and time again, so it can be worth trialling rental options at shows beforehand.

If you’re working on a hire plan with a contractor, you may be more suited to hire furniture. Unless your furniture can be transported easily with your staff, purchasing could end up being too laborious or expensive to be economical.

For those looking to hire exhibition stand furniture, these are our top picks:

• Concept Furniture Hire – We like Concept Furniture Hire for their wide range of modern furniture options, including chairs, stools, sofas, tables, bar furniture, soft seating & designer-style pieces. 
• Gem Exhibitions – We recommend Gem Exhibitions for their wide product catalogue! 

One aspect to consider when designing the stand is the availability of furniture across different shows and venues. While you can switch and change between furniture, it can be useful to find one signature setup to repeat across your events. This makes the stand more distinctive, while also streamlining event planning and reinstallations.

Furniture usually works best when considered in the design stage of the stand. When selected well, it will look cohesive with the surrounding stand – almost as if it would be weirder not to have it there.

When we design exhibition stands, we always consider the placement of the furniture from the outset. Whether it’s using depth and structure to create semi-private meeting areas or adding structure to make spaces feel more inviting, there are a wealth of ways to make the furniture feel more intentional.

One notable discussion online is whether or not exhibition stand furniture should be booked and handled by the exhibition stand contractors.

When contractors offer bundle deals that include furniture, it usually means they either have a limited library of options kept in-house or, in most cases, they are hiring from third parties, where they add a markup to your price.

We always recommend booking these elements separately to make the most of your budget. Exhibition companies that don’t offer these bundles will still have the same connections. They should be able to advise you on what products you need and put you in touch with the most reliable suppliers, allowing you to book directly at a lower cost.

Overall, furniture does more than just seat your guests; it serves as an opportunity to make your stand welcoming and comfortable, facilitating important meetings along the way.

If you are looking for pointers to consider when selecting your furniture, consider the following:

• Comfort matters: Comfortable seating, such as sofas, chairs, or stools, can entice visitors to sit and speak with you.
• Make sure furniture is in keeping with the stand: You don’t want furniture to stick out like a sore thumb. Make sure it aligns with your branding.
• Go green: Choose environmentally friendly furniture options whenever possible to showcase your brand’s commitment to sustainability.
• Quality Matters: Don’t let the furniture cheapen the overall look and feel of your stand – focus on high-quality pieces, particularly if you are buying!

Here at Quadrant2Design, we always consider furniture in the concept stages of the design. For us, it is never an afterthought; rather, it is integral to the functionality and approachability of the stand design.

To talk with one of our design consultants about how to make the best use of your stand space and furniture, contact us today. Email design@quadrant2design.com or call 01202 723 500 for a free, no-obligation design proposal.