Exhibition stand guide
How an exhibition stand is built: twelve steps from brief to dismantling
Lokman Türkoğlu · Founder & Head of Design · 3 min read · Last updated:
Short answer
How is an exhibition stand built?
An exhibition stand starts with the brief: fair, date, plot size, number of open sides, the products to be shown and the meeting need are written down. The organiser’s manual is read, the concept is presented as a 3D visual, and after approval a dimensioned technical drawing and an itemised quote are prepared. Production happens in the workshop: timber parts are cut, painted, fully assembled and checked; aluminium profiles are cut to size; graphics go to print. Paperwork goes to the organiser, parts are loaded in order, our own crew builds in the hall and dismantles when the fair closes. A six-week calendar for a domestic fair and eight weeks for one abroad runs comfortably.
Steps 1–4: brief, manual, concept, drawing
The first four steps happen on paper: you write down what you want, we read the fair’s rules, draw the concept and, after approval, turn it into a dimensioned technical drawing.
1. Brief. Fair and date, plot size and number of open sides, the size and weight of the products to be shown, how many seats the meeting area needs, the budget ceiling. No drawing starts without these six items in writing; a verbal brief doubles the concept rounds.
2. Plot and manual. The organiser’s hall plan and technical manual are requested: height limit, closed-wall rule on sides facing a neighbour, floor load, rigging permission, electrical and fire certificates. The manual is read before design; a rule read later means changes in the hall.
3. Concept and 3D visual. Floor plan, heights, materials and colour palette are presented in one visual; two rounds of revision are normal. 4. Technical drawing. The approved concept becomes a dimensioned drawing: parts list, sections and details, power and cable routing. That drawing is the document for both the workshop and the organiser. The process is described in detail on our design page.
Steps 5–8: quote, production, graphics, paperwork
From the fifth step to the eighth the work moves to the workshop: the quote is approved, the stand is produced, graphics are printed and the organiser’s paperwork is delivered.
5. Quote. The scope is itemised: design, production, graphics, freight, build, dismantling; what is included is stated clearly. We send it within 48 hours on business days.
6. Production. On a timber stand the frame is cut, surfaces are painted or veneered and the stand is fully assembled and checked in the workshop; it travels to the hall in parts. On a system stand aluminium profiles are cut to size and panels and connectors are numbered. For fairs abroad production closes well before the fair date.
7. Graphics. Print files run on their own timeline and are usually the last item delivered; we bring text and image approval forward. 8. Paperwork. The stand approval drawing, electrical load declaration, any rigging application, fire certificates and the contractor list go to the organiser in the same week as production. Which material we use in which type is on the stand types page.
Steps 9–12: freight, build, fair, dismantling
The last four steps take place in the hall: the stand ships, is built in the build window, a named contact stays with you during the fair and it is dismantled on closing night.
9. Freight. Parts are loaded in the order they come off in the hall: floor and frame in the first vehicle, graphics and furniture in the second. Abroad, customs and the ATA Carnet sit in our single contract; part size is set by the container.
10. Build. In the organiser’s window, with registered vehicles and crew. The stand is handed over at least a day before opening with power and screens working. 11. During the fair. A named contact with a phone number is in the hall or at the end of the line; faults and changes are solved the same day.
12. Dismantling. Finished on closing night by the same crew; your graphic panels and products are separated and shipped to your address, and the plot is left as we found it. We run all twelve steps under one contract; the owner of each step is listed on our exhibition stand services page.
How many weeks does building a stand take?
From brief to handover, six weeks for a domestic fair and eight for one abroad is a comfortable calendar. We work to shorter timelines too; the type then moves to system or modular.
Can we see production?
Yes; timber stands are fully assembled in the workshop and can be seen by appointment. For clients abroad we do video walkthroughs.
Which steps need input from us?
The brief (1), concept approval (3), quote approval (5) and graphic content (7). The remaining eight steps are our responsibility.