Managing Stand Setup and Logistics: Tips for a Smooth Event

The most stressful moment of organising any exhibition is the set-up. It’s a crunch moment where contractors, exhibitors and stewards come together, on a time limit, and problems arise. The key is to be prepared, have your team ready, and keep communicating.

Planning Setup: Key Considerations

To cover all bases, a clear plan is key. Start this early in the organising so that you can easily answer any accessibility questions from attendees later on.

Know the venue layout & regulations:

Ask the venue for a floor plan of the building, showing fire exits, walkways and facilities. This will help when you come to plan the exhibition layout. Some contractors offer a free CAD layout planning service to help you make the best use of the space.

Allocate shell scheme stands: 

Assign spaces to each exhibitor as they book and keep a clear record to share with your suppliers. Fill in stand numbers and brand names on the exhibition floor plan. During set-up, the exhibiting companies’ names will be applied to the fascia alongside the stand number. Your list will help with accuracy and directing exhibitors as they arrive.

Create a detailed setup timeline:

Include the earliest access to the venue, delivery times, shell-scheme completion, when exhibitors should arrive and when the event opens. Between these key milestones, add set-up tasks such as arranging signage, setting up reception desking, steward orientation, etc.

Coordinate with stand builders:

Shell scheme suppliers rely on good communication from organisers, as above. Share what time the event starts and finishes and your expected delivery and set-up timelines.

Invest in radios:

Your team will find the exhibition set up much simpler if you don’t have to find one another in the venue to communicate. A set of radios allows instant communication from all over the building, reducing pressure on any one individual.

Working with Exhibition Contractors

Communicate requirements effectively when you book your shell scheme hire. Suppliers will have standard questions they ask, but anything out of the ordinary will be your responsibility to communicate. Stay in regular contact before the event to update contractors on any changes to your needs.

Know what is included. Some exhibition contractors will provide lighting, furniture, temporary walls and flooring for exhibitors to choose from ahead of time. Communicate these services and order deadlines clearly to exhibitors so that they can benefit.

Check in regularly during the day to give your contractors all the information they need to construct your system.

Coordinating Exhibitors for a Smooth Setup

Exhibitions hinge on communicating with and supporting your exhibitors. Their needs are diverse, and companies each have their own goals for lead generation during your event, which are particularly important if it’s their first time. Your team should be ready to support exhibitors by anticipating problems and communicating clearly. 

The risk of getting this wrong is that exhibitors won’t rebook for the next event, and your marketing team will have to work harder to find new leads.

1. 1. Let exhibitors know how to make the most of their shell scheme booth in plenty of time.
      Provide exhibitors with your contractor’s details and remind them of deadlines for ordering exhibition graphics, exhibition furniture and more.
   2. Set deadlines for exhibitor setup and breakdown. This communicates reasonable expectations and helps exhibitors plan. 
   3. Be prepared for last-minute exhibitor requests. There are some you can anticipate, such as a power supply for laptops or an additional chair. Liaise with your contractors to make sure they have additional cabling just in case. You will need to think creatively for some cases, such as when exhibitors have brought props or displays that exceed the size of the stand. Research advertising regulations in the industry and safety regulations, such as keeping walkways clear.

Managing On-Site Logistics During Setup

Being present enables you to oversee the shell scheme installation, so that you can stay on top of answering any questions installers may have, checking for issues (damaged panels, missing components) and ensuring health and safety compliance. It’s also important to remain present for dismantling after the event for the same reasons. 

How Lion Exhibitions can help

With comprehensive exhibitor services and a long track record of supporting exhibitions in the UK and Europe, our installation teams are methodical and prepared for most eventualities.

Our integrated services mean each exhibitor’s printed panels and furnishings are delivered directly to their space and installed by a single team.

We provide a single point of contact for organisers: contact us for a quote to get started.