Stand and print in one project: an approval map
Start with a shared objective and schedule, then separate the work into deliverables and approvals. The stand, graphics and print share content but may have different technical requirements and readiness dates. Use this coordination template for the agreed scope; it is not a promise of a fixed turnaround or saving.
Map the visitor journey across materials
Match each stand area to the content needed there. An entrance may need a short proposition, a demonstration needs product specifications and a meeting area may need a discussion catalogue. Define the takeaway material and follow-up destination. Avoid placing an entire catalogue on a wall: hall graphics and printed spreads are read differently. Record the purpose, audience and required information for every item.
Create a deliverable and approval register
Use one row per deliverable: a stand panel, counter, catalogue, brochure or card. Record size, quantity, language, artwork version, production contact, customer approver and decision date. Separate factual content approval from production feasibility. A single communication contact is not automatically authorised to approve budgets, structures and legal copy; agree those responsibilities explicitly.
Align the brand and prepare separate production files
Keep approved logos, names, contacts and copy in one shared folder. Obtain requirements for each medium: one PDF cannot automatically serve both a catalogue and a large panel. Adobe’s print-PDF guidance ties colour conversion to the profile specified by the printer. Identical artwork values therefore do not promise an identical appearance across materials. Agree critical colour combinations using samples of the selected media.
Separate approvals and later changes
Propose checkpoints for content, layout and dimensions, materials and colour, final files, production release and dispatch readiness. Confirm each date with the responsible team. If a product model or contact changes, check every linked deliverable in the register. List the affected files and obtain renewed approval before continuing. Discuss post-release changes separately with their cost and scheduling implications.
Reconcile everything in a handover list
Before the event, combine stand components and printed items into a handover list with delivery points and recipients. Identify print boxes by item and language and match graphics to installation positions. Agree which checks happen before dispatch and which require the assembled space. Retain approved files and samples with version references. After the show, review usage and staff feedback to improve the next brief; producing the materials alone does not demonstrate effectiveness.