Preparing for stand installation: what to ask the organiser
Installation preparation covers both stand components and an agreed set of site information. Before dispatch, confirm where and when to arrive, which design is approved and who will accept the result. Keep one current brief available to the customer, contractor and site contact.
Confirm the allocated space and hall constraints
Request a plan showing the stand number, dimensions, open sides and columns. Compare it with the latest design and mark unresolved differences. Hall specifications can differ within one venue: Crocus Expo lists permitted build heights, floor loads and loading doors separately. Use those specifications to brief the technical specialist; they do not replace approval of the proposed structure or heavy exhibits.
Collect access approvals
Obtain the exhibitor manual for your event and the contractor documentation list. Identify who submits the design, arranges team access and obtains confirmation. Crocus Expo, for example, states that external contractors need accreditation and an agreement with the general contractor’s representatives. Do not assume other venues follow the same process. Track each request with an owner, deadline and status: sending an email is not the same as receiving approval.
Match utilities to the equipment list
Give the technical contractor a list of screens, lighting, exhibits and other equipment with their documentation. Mark utility locations and equipment positions on the plan. Confirm who agrees power requirements, orders venue services and makes connections. Track internet, water or rigging separately where needed. Resolve these responsibilities before assembly rather than asking an unauthorised staff member to connect equipment on arrival.
Schedule backwards from the handover
Separate arrival, unloading, assembly, utility connection, cleaning and readiness checks. Identify dependencies: a large exhibit may need a clear route before some walls are installed. Have the site lead confirm the sequence against venue rules. Schedule the customer inspection and an agreed correction window separately. Name the contact for a delayed vehicle or changed installation slot; there is no universal time allowance for every event.
Prepare the dispatch pack
The dispatch pack should contain the current plan, approved design, package list, address and entrance, access confirmations, schedule and contacts. Give files clear dates and version numbers and remove obsolete copies from the working set. Check the packing list, including specified connectors, graphics and consumables. Include dismantling from the start: its timing, the recipient of returning items and removal arrangements should be settled before the exhibition closes.