The Ultimate Guide to Exhibition Stand Storage

Exhibition stand storage is sometimes overlooked in exhibition planning, viewed as a secondary concern rather than a purchasing priority.

We completely get it. Storage is not the most exciting part of exhibiting. However, it is important.

Storage doesn’t just house your stand when it’s not in use; it impacts the stand’s quality and longevity, as well as the overall ease of exhibiting.

In this guide, we share everything you need to know about exhibition stand storage, from the most suitable storage options, standard costs and retrieval times to packing and preparation tips.

Exhibition stand storage is the designated location for your exhibition stand between shows. For modular, reusable exhibition stands, storage is a fundamental part of the exhibiting process and should be planned from the outset.

Stand components stored include:

• Structural components
• Graphic panels or fabric graphics
• Lighting and electrics
• Accessories and bespoke features

The type of exhibition stand storage that you use can directly affect your exhibiting experience, the condition of your stand, and the cost-effectiveness of your exhibiting calendar. Let’s get into the details…

• Keeps your investment secure – Exhibition stands are a significant investment, so you want to make sure they are kept safe and secure.
• Saves time & stress – Good storage solutions can save you time and stress, making the exhibiting process easier.
• Maintains the condition – Good-quality storage keeps your stand dry, clean and protected while it is not in use.

Storage options vary based on the type of exhibition stand solution that you choose. However, as a rule of thumb, modular solutions are the easiest to store, while fully custom-built stands are most challenging.

• Modular Exhibition Stands – Specifically designed to be compact for easy storage and transport.
• Hybrid Exhibition Stands – Require more storage space than fully modular solutions.
• Custom-Built Stands – Typically cumbersome and can be very expensive/ difficult to store, if able to store at all.

Modular exhibition stands have a range of features that lend themselves to easy storage, such as:

• Lightweight aluminium frames
• Concertina frames that collapse into compact cases
• Durable graphic panels designed for reuse

Because they are designed with longevity and reuse in mind, they withstand the cycle of repeat exhibiting – install, dismantle, return to storage – much better than other solutions.

• Contractor Storage – Most exhibition stand contractors offer exhibition stand storage as part of their exhibition stand service, particularly on hire plans. For example, with Quadrant2Design’s Free-Hire Pro plan, exhibition stand storage is included at no extra cost, provided exhibitors attend at least one event per year. This storage is typically the most convenient, as it is designed specifically for exhibitors.
• Third-party Storage – Third-party storage varies significantly depending on the contractor you use. Prices, ease of storage, retrieval times, and quality are all factors you should consider.
• In-House Storage – Some exhibitors choose to store their stand on their own premises, which can be very useful for those with suitable space, as it offers immediate access.

When storage is overlooked, it can quickly become expensive. This is why it should always be considered at the very start of the exhibition planning process.

Storage prices vary depending on the type of storage solutions selected, locations, frequency of access, time to retrieve, etc. Here are some factors to consider –

• The stand size
• Duration of storage
• Type of storage
• Frequency of access
• Retrieval times

While “storage mistakes” might sound daunting, they are very easy to avoid with good exhibition preparation!

• Not storing everything together – Modular exhibition stands come in many components. It is important that these are clearly labelled in one unit, and that you know exactly which cases you need for each event.
• Not labelling clearly – It’s a good idea to label cases properly, so that you know which components to retrieve for each show.
• Poor cable packing – Disconnect cables and wrap them carefully to protect them from strain.
• Using untrained handlers – While cases and stands are very durable, it’s best to use a trained handler.

Responsibility for storage depends on the contractor and service plan that you choose. For example:

• Hire Plans: Storage is usually handled by the exhibition stand contractor
• Purchase Stands: Storage is typically handled by the exhibitor
• Hybrid Plans (Hire to Self-Build): Speak with the individual contractor about the arrangement.

Good storage extends your stand’s lifespan, saves time and money, and makes your exhibiting experience much easier. It’s an important part of the modular exhibiting process, so it’s important to know your options!

Here at Quadrant2Design, we’re a full-service provider, handling the movements of the exhibition stand from concept to completion – design, logistics, installation, dismantling and return to storage – our team is here to help.

Email design@quadrant2design.com or call +44 (0)1202 723 500 to arrange a free, no-obligation design proposal.