Venues
Building a stand at Tüyap Beylikdüzü
Ömer Faruk Süer · Senior Sales Manager · 3 min read · Last updated:
Short answer
How is a stand build planned at Tüyap?
The planning runs in three files. First the approval file: stand drawings, the declared electrical load and the contractor list go to the organiser by the date in the manual. Second the build window: the time the venue allows for that particular fair governs vehicle access, loading order and what can be done on site. Third tear-down: the hour the hall must be clear is known from the start and the freight is built around it. All the actual values are published in the technical manual for that show and reissued each edition.
The approval file
The file submitted before the build has three parts: the stand approval drawings, the declared electrical load, and a list of the contractor and personnel who will work on site. Designs with a second storey or hung elements require extra documents. The submission deadline is published in each fair’s own technical manual.
Submitting early has a concrete benefit: if a revision is required, you learn it while the design is still open. A late file can mean a correction request arriving after production has begun.
The contractor list is also what gets the passes issued. Nobody enters the hall without one, and a crew waiting for passes on build morning loses half a day whatever the stand type. Enter the names exactly as they appear on identity documents; a name that does not match on site means the pass is reissued. Keep a copy of the file yourself as well. Having the approved drawing to hand when a question comes up on the floor reduces the discussion to a few minutes.
Vehicle access and loading order
At a large, busy venue the scarcest resource is time at the loading gate. Dozens of exhibitors queue their vehicles on the same day, and arriving early does not always mean unloading early. So the loading order follows the build sequence rather than the gate slot.
The practical rule: structure off first, floor and platform second, walls and graphics third, furniture and product last. The vehicle is loaded in reverse of that. The loading list is written with part numbers and a copy travels with the driver.
Plan the arrival of the exhibits separately. Heavy products go into position before the stand goes up; getting them into a finished stand is usually impossible. The loading list carries a number for every part and states which vehicle it travels in. A part being hunted for on site is usually not lost but in the second truck. Once unloading finishes, the vehicle leaves the area immediately; a truck waiting in the aisle delays the neighbouring builds as well.
Tear-down and after
Tear-down night carries a tighter time constraint than the build. The hour the hall must be clear is in the manual, and material left after it can be charged for. The tear-down plan is made before the fair opens: which part comes down in what order, when each vehicle arrives, what goes to storage and what goes to disposal.
On a reusable system, dismantling deserves as much care as building. Numbered parts go back into their own crates; a system stripped without labels costs a day at the next fair.
Decide on storage before the show. Whether the stand will be used again changes the cost calculation: with reuse, the production cost divides across the number of fairs. Having the same people strip the stand who built it speeds the night up; a crew that knows the parts does not have to work out where each fixing belongs. Book their accommodation for that night in advance, because tear-down can run past midnight.
Can we use our own contractor at Tüyap?
Usually yes, but the company is declared to the organiser and approved. Some work such as power may go through the venue’s approved supplier; the conditions are in the manual.
Is the build window the same at every fair?
No. It varies with the size of the fair, the order of the halls and the previous event. Confirm it from the manual for that specific show.