The Ultimate Guide to Exhibition Stand Installations

Well-executed stand installations are vital for creating a successful exhibition. The preparation before the build, move-in and move-out slots, experience building the stand and careful dismantling, are all fundamental to the impact on event day and the protection of your investment.

In this guide, we share everything you need to know about exhibition stand installation, featuring exclusive tips and insights from our 25 years in the field. From professional installation options to self-build and preparation tips, you can catch all the details below.

One of the first things to know about exhibition stand builds is that there is a wide range of options, both self-build and professional install routes.

For some businesses, self-build options are the natural route, providing total freedom to exhibit whenever and wherever they like; for others, DIY stand builds can be a little daunting. The decision to self-build, or use a full-solution contractor, ultimately comes down to individual goals and capabilities.

If your business wants to exhibit frequently across the globe or is happy to do more hands-on work, then self-built routes can be ideal, offering freedom and cost savings.

If your company is exhibiting more in the UK and Europe and wants a stress-free exhibiting experience, then full-service plans are ideal. These plans offer you a completely hassle-free exhibition calendar, where you simply turn up ready to exhibit.

At Quadrant2Design, our full-service plan is Free-Hire Pro. On this plan, clients are able to invest in the graphic panels and hire the hardware from our stock library. This plan is completely stress-free, as our in-house team project manages, installs, dismantles and stores the exhibition stand for you throughout the UK and Europe.

It’s worth noting that with Quadrant2Design, you are not tied to just one plan; you can move between Free-Hire Pro, Hire to Self-Build, Assisted Install, and Buy-to-Self-Build to cater to your requirements.

If you have decided to self-build, then the following prep is crucial.

Before attending any shows, book an in-person training session. There is no better way to prepare for your event than to attend this in-person session.

If we were to give you one tip about exhibition stand training, it would be to train more than just your main team. Build redundancy so that if someone is sick or leaves the company, others are available who can confidently set up and manage the stand.

If you have multiple upcoming events, ask your contractor for training on the different configurations. Confidence is key to the success of any stand build.

After your training, conduct a full pre-build with your own team. This gives you an invaluable opportunity to practice the build and check everything is perfect before the show.

Different shows have different rules. You don’t want to turn up at an event, only to find you can only build to 3.3m, not 4. Check the show manual before any event as a precaution, particularly with:

• Height restrictions
• Rigging rules
• Electrical regulations
• Build-up and breakdown times

Before your event, you should book your move-in and build-up slots. While many people will recommend that you book the earliest slot on the first build day, we actually recommend that you book the earliest slot on the second day.

The first move-in slots are usually packed with custom builders and heavy equipment. These slots are congested and busy, introducing more risks of damage for modular exhibition stands. Custom stands also generate dust and fumes, which are unpleasant to work around and can make stands look messy.

If you have a very large, complex build, consider building over two days.

Here at Quadrant2Design, we offer many resources to help our exhibitors with the build process, including a comprehensive library of training videos.

However, if you have attended an exhibition before, you’ll know that signal, data, and WIFI can sometimes be a little patchy. It’s worth downloading any training videos and plans that you need, so you have them available offline.

Before your event, ensure that your logistics are in order and that you have all the necessary equipment and tools.

• Arrange a suitable vehicle for the stand and ladders
• Bring the correct tools, such as an Allen key, ladders and sack trolley (optional)
• Make sure that you have all the stand-build plans and paperwork that you need
• Book your parking and move-in slots
• Arrange on-site storage or advanced warehousing if shipping abroad

For your exhibition stand installation, take a methodical approach and make sure you are certain of your space and stand orientations before you start building.

• Define the Stand Space – It might sound obvious, but not defining the space often causes trouble for self-builders. Organisers are very strict about building within your designated spaces and in the correct orientations, so it’s worth taking the time to define
• Lay the Floor – The first thing to consider is laying the floor, as this is the foundation for the stand.
• Assemble the Frame – Next, build the frame in the position you want your stand. It’s best not to move this once it’s built with the graphics, so you want to make sure it is in the right space.
• Install the Lighting – Install the lighting and weave through the wires, ready for the electricians.
• Attach the Graphics – Once the fundamentals of the stand are in place, it’s time to add the graphics.
• Place Furniture – Arrange your furniture ready for the event.
• Dress the Exhibition Stand – Add your products and pamphlets, and the finishing touches.

The dismantling process is just as significant as the build, as careful packing is what keeps your stand in good shape for the next event.

Like the move-in slots, you also book the move-out and breakdown slots before the event. There are pros and cons to both the busy, early slots and the quieter, later slots.

Many self-builders opt for the quieter breakdown slots (usually in the evenings) as the environments are less stressful, and you have the time to work methodically. However, when you wait for these slots, electricians and furniture hire companies, who pack down earlier, sometimes dismantle parts of your stand to retrieve what they need. This can put your stand at risk of damage, as the individuals are not trained in stand handling.

While earlier slots can feel chaotic, and you have to pack more quickly, you have complete control over the handling of the stand. We recommend practising the build and dismantle of your stand, so you can be confident in these higher-pressure build slots.

Organisers are strict about waste left on exhibition stands. While modular stands shouldn’t generate any waste, it can be worth familiarising yourself with waste management spaces at the venue.

• Familiarise yourself with waste and recycling policies before the show.
• Separate recyclables and non-recyclables during dismantling.
• Avoid leaving waste on the stand as it can result in charges from the organiser.

1. Define the space – Box off the stand space so that nothing can get lost.
2. Undress the stand – Remove all products and literature from the stand to take home or dispose of.
3. Return the furniture – Return all furniture to the designated rental spots.
4. Careful dismantling – Pack down the stand in the reverse order of the build.
5. Pack into the correct labelled cases – Careful packing keeps the stand in good condition. Make sure all cases are labelled clearly.
6. Consider waste management – Handle any waste responsibly and leave the stand space clear.

If, after reading this guide, you like the idea of self-building but are not quite ready to dive in, consider an assisted installation.

Assisted installations, where a professional assists you with the installation and dismantling, are ideal for first solo builds, large or feature-rich stands, particularly those abroad, and when your full installation team are not available. They offer additional support and peace of mind that the day will run smoothly.

Quadrant2Design exhibition stands are all modular, reconfigurable and sustainable; the perfect solution for any company looking to self-build.

To learn more about exhibition stand installations, discuss a self-build project, or explore our full service plans, get in touch with our design consultants. Email design@quadrant2design.com or call +44 (0)1202 723 500 for a free, no-obligation design.