If it's the first time your company is exhibiting at a fair, there are decisions that need to be made weeks before the event, not the week before. This checklist covers the essentials in order.
6-8 weeks before
- Confirm the stand's size and location with the fair organiser — the location within the hall greatly affects visitor traffic.
- Decide on the construction system: modular (octanorm, Aluvision, Bematrix — guide in Spanish) or custom woodwork, depending on budget and design.
- Commission the stand design from your contractor or designer, with enough time to produce the graphics.
3-4 weeks before
- Book the assembly team and confirm the time window assigned by the venue.
- Prepare health & safety and liability insurance documentation — without it, you can't bring material or staff into the venue.
- Confirm additional furniture: counters, chairs, screens, electrical connection and wifi.
The last week
- Confirm the exact assembly time and who receives the material at the venue.
- If you're expecting heavy traffic or it overlaps with another fair on the calendar, consider reinforcing with staff for hire just for those days.
- Review the dismantling plan: departure time, who removes the material, and penalty deadlines if you're late.
Typical mistakes of a first-time exhibitor
The most common ones are underestimating the assembly time of custom structures, not booking staff reinforcement if the fair calendar is tight, and leaving health & safety documentation until the last moment — the most common cause of venue access delays.