Stand hire: checking what the order includes
Assess stand hire against a specific inventory for specific dates. Confirm included components and work, then agree condition, use and return. A reference photograph helps choose a direction but does not establish availability or inclusion of all pictured furniture and equipment.
Confirm the hire period and reservation terms
List event dates separately from delivery and collection days. Ask which period is priced, when the reservation is confirmed and how event changes are handled. For several shows, list each venue and interval: planned reuse does not guarantee availability. Identify when the inventory becomes confirmed. Discuss payment, amendment and cancellation terms in the proposed agreement rather than assuming them from the word “hire”.
Break the proposal into individual items
Request quantities and specifications for required wall elements, counters, display cases, furniture, lighting and equipment. Record dimensions, purpose and permitted use for each item. Identify decorative objects in the visual that are excluded. Compare the inventory with the layout: a meeting area needs the agreed furniture, not just a drawing. Discuss equivalent substitutions and their approval before reserving the package.
Separate the hired structure from branding
Confirm whether artwork and graphic production are included, how graphics attach and what happens to them afterwards. Request file requirements and visible graphic dimensions for the offered package. Agree any drilling, painting, adhesive use or component alterations with the owner in advance. For repeat branding, ask about storage and reuse of specific parts. Clarify ownership of custom-made graphics rather than assuming that they automatically become customer property.
Check labour and venue services
List delivery, unloading, assembly, connections, support, dismantling and return transport separately. Identify who orders venue services and arranges team access. A hired structure does not remove event requirements: Crocus Expo’s external contractor accreditation rule, for example, concerns permission to work. Confirm the documents and providers applicable to your show. Define “ready stand” through a list covering the structure, graphics and equipment.
Agree condition checks and return
Before use, agree how condition and completeness will be recorded, using an inventory, photographs and notes on existing wear. Identify who receives the return and how missing or damaged items are assessed. Discuss permitted use, restrictions, any proposed security payment and the procedure for disagreements. Reconcile returned items against the same inventory after dismantling so any discussion concerns identifiable items and observations.