Accepting the stand and print run before opening
Prepare acceptance before production by agreeing the files, specification and samples used for comparison. At handover, check completeness, visible workmanship and agreed functions separately. This checklist organises the inspection; responsible specialists should define technical verification and the contractual acceptance procedure.
Prepare one reference set
Collect the latest approved layout, material and equipment list, print specification, final PDFs and agreed samples. Record changes accepted after the first quotation. Name customer and contractor representatives, an inspection time and a way to record observations. Distinguish visual checks from measurements or specialist verification. Where a colour reference is agreed, have that actual sample available rather than a photograph from a message thread.
Inspect the stand along the visitor route
Start with the stand number and position, then walk through the entrance, display areas, meeting space and storage. Compare visible dimensions and contents with the approved plan and lettering with approved files. Check intended access routes, surface condition, cleaning and leftover packing in working areas. Report a loose element or damaged cable to the responsible contractor and restrict use pending inspection. Do not load-test structures yourself or treat a walk-through as technical approval.
Test agreed functions with the contractor
Ask the responsible specialist to demonstrate lighting, screens, outlets and equipment in the intended operating scenario. For a presentation, check the chosen file, sound, image orientation and startup method where included. Give staff support contacts and the agreed fault procedure. Record any function unavailable during inspection and why: a promise to connect it later is not a completed check. Decide subsequent steps against the agreed procedure and actual readiness.
Check the print run by item and version
Check box labels, item types, languages, quantities and completeness using the agreed counting method. Define sampling and discrepancy procedures beforehand; viewing a few copies does not establish that the entire run is defect-free. On selected copies, check dimensions, page order, trimming, folds, binding and legibility. Compare content with the approved PDF. Assess colour using the agreed method: Adobe separately explains how screen simulation depends on profiles and viewing conditions.
Record observations that can be resolved
For each observation, identify the item or plan location, the observed difference, a photograph where useful and the agreed requirement. Avoid recording only “poor quality”. Agree a remedy, owner, deadline and recheck with the contractor, distinguishing completed checks from unresolved issues. Follow your agreed procedure for signing documents and handover with observations. After correction, revisit the specific item and retain the final record with the project files.