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Exhibition build-up day is when all the planning starts to become real. It is also when small missed details, maybe a loading-bay restriction, the wrong stand measurements or a forgotten power order, all can create unnecessary pressure.
Whether you are exhibiting with a portable backdrop, a modular display or a larger custom stand, preparing before you leave for the venue will make setup quicker, calmer and more professional.
Use this exhibition build-up day checklist to make sure your team, display equipment and venue arrangements are ready.
1. Confirm your stand number, build-up slot and venue contact
Start with the essentials. Check your exhibitor manual or organiser emails and make sure everyone involved has the correct information.
Confirm:
- Your stand number and hall
- The date and time your team can access the venue
- Your allocated build-up slot
- The organiser or floor manager’s contact details
- Any exhibitor passes, vehicle passes or loading permits needed
- Your emergency contact for the day
It is a good idea to save the venue address, loading-bay entrance and organiser’s phone number to every team member’s phone. Exhibition venues can be large, and the visitor entrance is not always the same place as the exhibitor loading area.
2. Check the exact size and layout of your exhibition space
Do not rely on the stand size you remember booking. Check the official floor plan and confirm the usable internal dimensions of your space.
You should know:
- The width and depth of your stand
- Which sides are open to aisles
- Whether your stand is a shell scheme or space-only site
- The maximum permitted build height
- The location of pillars, fire exits or service points
- Any restrictions on hanging signs, flooring or fixtures
For shell-scheme spaces, remember that the internal usable dimensions may differ slightly from the size advertised by the organiser. For space-only stands, you will need to plan the full layout, including the direction visitors will approach from.
Our Exhibition Stand Buyers Guide explains the differences between stand types and offers practical advice on planning your layout.
3. Confirm what the organiser supplies and what you need to bring yourself
Every exhibition package is different. Some shell schemes include walls, carpet, lighting and a nameboard, while others provide little more than a marked-out floor space.
Before build-up day, make a list of what is included and what is your responsibility to arrange.
This may include:
- Shell-scheme walls and fascia nameboard
- Carpet or flooring
- Electrical sockets and extension leads
- Lighting
- Furniture, tables and chairs
- Wi-Fi access
- Waste bins
- Parking or unloading access
If your display includes LED lightboxes, screens, charging points or product demonstrations, make sure you have ordered enough power in the right location. Do not assume there will be a nearby socket.
4. Plan your vehicle access, delivery and unloading
Venue logistics are one of the most common causes of build-up-day delays. Check exactly where your vehicle needs to go, whether you have a timed unloading slot and how long you are allowed to remain in the loading bay.
Confirm:
- The loading-bay postcode or entrance
- Vehicle height restrictions
- Whether a booking is required for unloading
- Whether trolleys are supplied or need to be brought with you
- The route from the loading area to your stand
- Parking arrangements after unloading
- Whether deliveries must be labelled with a stand number and contact name
If your equipment is being delivered direct to the venue, make sure the courier and venue both have the correct exhibitor details. Clearly label every case with your company name, stand number and a mobile contact number.
For display equipment being sent to your office or another address before the show, check the product-specific lead time and delivery details early.
5. Test-build your display before the event
Never make build-up day the first time you assemble a new exhibition stand.
A test-build gives you time to check that you have every frame section, graphic, connector, light and accessory. It also lets your team practise assembly before they are working against the clock in a busy exhibition hall.
During your test-build:
- Check graphics are the correct size and orientation
- Make sure all frame sections, feet and fixings are present
- Test lights, power cables and screen mounts
- Photograph the finished layout for reference
- Pack components back into their correct cases
- Label each case clearly if your display uses multiple bags or boxes
If you are still deciding on the right setup for your space, browse our range of exhibition stands or speak to the team before ordering.
6. Pack a complete stand kit
Create a simple packing list and tick off every item as it goes into the vehicle. Keep essential equipment together rather than spreading it across several cases.
Your exhibition stand kit may include:
- Display frame and feet
- Printed graphics
- Carry cases and padded bags
- Counters, tablecloths or furniture
- Lighting and power leads
- Extension leads and multiway sockets
- Screens, tablets and chargers
- Marketing literature and business cards
- Lead-capture equipment
- Cleaning cloths
- Cable ties, tape, scissors and a basic tool kit
- Spare bulbs, batteries or chargers where relevant
Keep any items needed first such as the floor plan, exhibitor passes, tools and stand instructions, it is easier to reach rather than packing them at the bottom of the vehicle.
7. Check your artwork, messaging and promotional material
Your stand may be perfectly built, but the messaging still needs to work for visitors walking past it.
Before you arrive, make sure your graphics and printed literature are current. Check that prices, product information, website addresses, QR codes and contact details are accurate.
It is also worth asking:
- Is the main message visible from the aisle?
- Can a visitor understand what you do in a few seconds?
- Is there a clear call to action?
- Do you have enough brochures, samples or business cards for the expected footfall?
- Are your social-media details and website URLs up to date?
If you have new artwork to supply, upload it as early as possible through our Artwork Upload portal. This gives time for artwork checks and approval before production.
8. Brief your exhibition team
Everyone attending build-up day should know their role. A short briefing beforehand helps avoid confusion once you arrive at the venue.
Decide in advance:
- Who is driving and unloading
- Who is responsible for assembling the display
- Who checks graphics, lighting and equipment
- Who sets up furniture, literature and product samples
- Who takes photographs of the completed stand
- Who is the main contact for the organiser
Once the stand is finished, walk around it from the aisle as a visitor would. Check that the entrance is clear, graphics are straight, cables are safely managed and the space feels welcoming.
9. Take photographs before the show opens
Before visitors arrive, take clear photographs of the finished stand from several angles.
These images are useful for social media, future event planning and helping your team recreate the layout at another venue. They can also be a useful record of the condition of your display before the event begins.
Include photographs of:
- The overall stand layout
- Key graphics and branding
- Counters, furniture and lighting
- Product displays or demonstrations
- Any cables, fixings or equipment setup
After the exhibition, remember to inspect, clean and pack your display carefully so it is ready for its next outing. Read our post-show exhibition stand checklist for practical storage and maintenance advice.
Build with confidence
A successful build-up day starts well before you reach the venue. By confirming the venue arrangements, checking your equipment and giving your team a clear plan, you can avoid common exhibition-day problems and focus on creating a stand that is ready to impress.
If you need help choosing an exhibition display for your next event, explore our exhibition stand range or contact us for advice.
