What Paperwork is Needed for Exhibition Logistics?

23/01/26

Author:
- Lily Adman
Edited by:
- James Vicefield
Reviewed by:
- Wiebke Carvell

Depending on where and when you are exhibiting, you may require some or all of the following:

Shipping & Transport

Commercial Invoice
Proforma Invoice
Packing List
Inventory List
Consignment Note (CMR)
Air Waybill (AWB)
Bill of Lading (B/L)
Road Haulage Consignment Note
Export Declaration
Import Declaration (CDS)
UK EORI Number
ATA Carnet
Temporary Admission (TA) forms
Goods in Transit Insurance Certificate
Delivery Schedule / Booking Slot Confirmation

Customs & Regulations

HS Code Classification Sheet
Country of Origin Statement
Commodity Valuation Sheet
Customs Pre-Clearance Documents
Temporary Import Bond Documents
VAT Documentation (if applicable)
CE/UKCA Compliance Certificates (for products)

Organiser Requirements

Exhibitor Manual (signed acknowledgement)
Stand Plan Submission
Risk Assessment (RA)
Method Statement (MS)
CDM Forms
Stand Build Approval
Structural Engineer Certification (for complex builds)
Space-Only Handover Certificate
Electrical Request Forms
Water/Compressed Air Request Forms
Rigging Request Forms
Vehicle Passes
On-site Access Permits
Delivery/Collection Driver Passes

Health & Safety

Public Liability Insurance Certificate
Employer’s Liability Insurance
Health & Safety Declaration
Fire Safety Assessment
COSHH Forms (if using hazardous substances)
Equipment Certification (PAT tests)
Lifting Equipment Certification (LOLER)
RAMS (Risk Assessment & Method Statement combined)

Stand & Equipment

Graphics/Artwork Approval Forms
Material Safety Data Sheets (MSDS)
Flooring/Carpet Certification
Lighting Specification Sheets
AV Equipment Hire Agreements
Furniture Hire Forms
Waste Removal Forms

Staff & Operations

Staff Accreditation/Badges
Contractor Registration Forms
Induction Forms (site induction)
Work Permits (if required for non-UK staff)
Accommodation/Travel Itineraries (if required by organiser)

Insurance & Legal

Exhibitor Insurance Certificate
Third-Party Liability Insurance
Contract Agreements with Freight Forwarders
Contract Agreements with Contractors
Confidentiality Agreements (if needed)

If you need support with your exhibition paperwork, explore our Free-Hire Pro plan, which includes comprehensive project management.

1393 Reviews

AFC EUROPE
03/08/26
Hi Wiebke
The stand looked great and the feedback from the show was fantastic.
A very busy event and we have signed up for the same stand for 2028.
As always, your building team did a great job👍
The project manager Yun did a super job, nothing was outstanding or late, perfect 👍
Overall excellent!
FSL Aerospace
03/08/26
Hi Wiebke
It was a huge success, and we had so many positive comments on the branding and the stand.
Someone did actually go to the show on Friday and did a 10 minute video interview with Jerome about the stand and our experiences, so hopefully they have everything you need.
Thank you so much for your help getting us started on this journey, we were thrilled with the finished product.
Many Thanks
A-Consult
16/07/26
Hi Wiebke.
Yes the show was good for us thanks.
The team that I met whom had done the build were great, very helpful and efficient – please pass on our thanks to them.
Kind regards
Eurocarb Products
16/07/26
Hi Wiebke,
Thank you for your email.
I’ve just spoken to my director and he said the service and stand were excellent, he was more than happy. He met the team on site and they couldn’t do anymore to help!
Also appreciate you stepping in and managing this, thank you.
Kind regards
Garage Equipment Association
16/07/26
Wiebke,
As per normal, all run very smoothly with the whole process, very happy
Michelin Tyres
15/07/26
Hi Wiebke,
Thank you for the support in the build-up, the show went very well and the stand looked great.
Kind regards
InnSpire
02/07/26
Hi Wiebke,
Thanks for touching base! From my end all was well – everyone was responsive and helped us meet our deadlines.
Kind regards
Meech International
02/07/26
Hi Wiebke,
I am very well thank you. I hope you are too 😊?
I’m pleased to say that everything went very well, and our on-site team were very happy with the exhibition stand. In particular, they said how the new graphics freshened the stand up and made a big difference compared with the last show we did.
Regarding my experience this time; as usual, the timelines provided were clear and well managed throughout. Communication from our project manager and the wider team was also consistent and reliable, which of course made the process clearer from start to finish.
Overall, it was another positive experience, and I appreciate the work from everyone involved.
Many thanks
Keiser UK LTD
01/07/26
Hi Wiebke
Thanks for the email
Yes, the stand was great, no issues and happy with all elements from the onboarding, design and installtion – all went very well
Thank you!
Kr
STS Defence
01/07/26
Hi Wiebke,
Apologies for the delay with this, hope you’re well.
Please see below:
- Very quick and professional turnaround as we were on a tight schedule to get everything sorted for CNE 2026
- Excellent communication
- Understood the design and look that we were trying to achieve
- Quick and efficient at build and break days – stand was ready to go and was dismantled when we arrived with friendly, knowledgeable staff at both the handovers
- Everything and everyone were kept in the loop e.g. between Quadrant/event organisers/furniture suppliers/electrics
Many thanks again 😊
MJR Power and Automation
26/06/26
Hi Katy,
The Seawork show was a great success and thank you for the work in bring it all together for the exhibition with the tight delivery schedule.
Kind Regards
Grolman
25/06/26
Hi Wiebke,
Thanks for your email. I was happy working with Quadrant2Design, the initial kick of with Tracey was great, she walked me through step by step and kept me up to date.
Overall I was very satisfied with the stand, design and process.
Thanks,
Rakem Group
25/06/26
Hi Tracey,
I just wanted to pass on my thanks to you all for Surfex.
The stand looked fantastic, we had really positive feedback from our sales team and visitors to the stand.
Thanks
Motion Control Products
22/06/26
Hello Wiebke,
Hope you are well.
Yes, the show went well and we are now busy at following up the leads.
We are happy with the service provided by Quadrant2Design. Your installation team was really helpful and supportive. Thank you all! 😊
We re-booked our stand for next year’s SMW.
Thank you & Kind regards
ISLACARE LTD
19/06/26
Hi Wiebke,

Everything was great! We were really happy with our stand and even happier that our sustainability efforts received recognition. This is certainly a joint recognition between us and your company.

Many thanks
Tallaght Financial Ltd (Cubefunder)
16/06/26
Hi Wiebke,
Thank you for your email.
The show went really well, thank you, and we were extremely happy with our Prestige Exhibition Stand.
The stand looked fantastic and received a lot of positive feedback from both our team and visitors. It was a significant upgrade from the stands we have used at previous exhibitions and really helped us stand out on the day.
I would also like to thank the entire team. Everyone we worked with throughout the process was friendly, professional and incredibly helpful. From the planning stages through to the build and support at the event, the experience was seamless, and I cannot thank the team enough for all their hard work.
We are very pleased with the outcome and look forward to working with you again on our future exhibitions.
Thank you once again for all your support.
Kind Regards
GAMMA Technologies S.à r.l
16/06/26
Good morning Wiebke,
Thank you for reaching out, I hope you are doing well!
The show went well overall, and we were genuinely impressed by several aspects of the stand. The printed floor was a real highlight, and the print quality throughout was excellent.
Overall a positive experience, and thank you to you and the rest of the team for all your support.
Best regards
WoCax Precision Industrial Ltd
12/06/26
Hello Wiebke,
Hope you are doing well today.
Thank you for your support on the exhibition. There’s no issues on the stand, thanks for the help.
Best Regards
Eleco plc
11/06/26
Hi Wiebke,
Apologies for the delay in getting back to you—there’s been a lot to catch up on in Dublin following the show.
Overall, I was very pleased with the exhibition stand, and it received great feedback from both colleagues and visitors.
We have provisionally booked a similar exhibition space for next year, so we are hopeful the stand can be reused in 2027 without the need for a redesign.
Thanks
Datifex Inc
03/06/26
Hi Wiebke,
Thank you for reaching out! The show went very well for us – we had great conversations and made some strong connections throughout.
As always, we were thoroughly impressed with the booth and the overall experience. The process from start to finish was seamless, and you and your team were fantastic to work with. We always look forward to working with you on this event and this year was no exception.
See you next year!
Best regards