Exhibition stand FAQ: budgets, timing, logistics and formats

Five things above all: floor area, the number of open sides, the construction (system frames or bespoke joinery), the finishes and the technology, such as LED walls and AV. A double-deck structure adds engineering and build time. Transport, storage and the length of build-up complete the picture.

No. Space rental is paid to the organiser, and services such as power, water, internet and hanging points are ordered separately. Some venues also charge stand builders a build-up fee, which we include in our quote. Travel, staff time, hospitality and promotion come on top.

Because it lets us propose the right scope the first time. A range is not a target we spend up to: it tells us whether to design around a modular system, a custom build or a double-deck stand.

Line by line: design, structures, graphics, lighting, AV, furniture, logistics, build-up and dismantling, plus storage if needed. You see what each decision costs, and you can compare options or remove items without redesigning everything.

Spend where visitors look: the entrance, the key product, the main graphic and the lighting. Save on structure and repetition, with reusable frames, standard panel sizes and fabric graphics that can be reprinted. Renting furniture and AV also keeps costs down.

Yes, when reuse is planned at the design stage. Frames, counters, lighting and screens can serve several shows while only the graphics change. Storage and refurbishment have a cost too, so we compare both routes in the quote.

As soon as your plot is confirmed. Three to four months ahead is comfortable for most custom stands. Large islands and double-deck stands need longer, mainly for structural engineering and the organiser’s approval.

The deadline for submitting stand plans, the deadlines for ordering power, water, internet and hanging points, and the build-up schedule. Late service orders often cost more. All of them are in the exhibitor manual, which we go through with you at the start.

The organiser’s plot plan and exhibitor manual, your objectives, your brand guidelines, the products you will show with their sizes and weights, and a budget range. One call is usually enough to fill the gaps.

We review the brief and the rules, present a concept, develop 3D views, apply your comments in defined rounds and then produce the technical drawings. Each step is described on our stand design and 3D visualisation page.

We do. We prepare the plans and, for double-deck or special structures, the project signed by a qualified technician. At Feria Valencia, for example, build-up cannot start until the venue has approved the stand layout.

It depends on the venue’s deadlines and on the stand you need. At short notice, a modular stand is the realistic route, and some organiser deadlines may already carry surcharges. Tell us the date and we will say plainly what is feasible.

Yes. Our crews build the stand and a site lead runs the work, the safety checks and the handover. Your team receives a finished, cleaned stand and a walkthrough of power, storage and AV.

Every company working on a stand must document occupational risk prevention and coordinate with the venue before build-up; IFEMA MADRID, for instance, runs an online procedure for it. Double-deck stands also need a project signed by a qualified technician. We prepare the documents and register our crews.

Services are ordered through the organiser or the venue, usually in the exhibitor’s name. We give you the exact list, with quantities and positions, or place the orders on your behalf.

Yes. We coordinate delivery slots with your forwarder and build weights, dimensions and power needs into the layout. Goods coming from outside the EU may need temporary admission, for example under an ATA Carnet; your forwarder can advise.

Message your project manager, who stays reachable until the fair closes. Spare graphics, fixings and tools are part of our build kit, and repairs are arranged during show days.

We dismantle it within the venue’s window and leave the plot clear. On request, reusable parts are inventoried and stored for your next show, and the rest is sorted under the venue’s waste rules. Our page on stand production, logistics and build details the process.

A modular stand is built from reusable aluminium frames dressed with fabric graphics: quick to assemble and easy to reconfigure. A custom stand is designed from scratch for your plot and combines systems with joinery and bespoke finishes. It gives more freedom and costs more.

Yes. For a single show, a rented modular structure with graphics printed for you is often the most economical option. If you exhibit several times a year, buying a reusable stand usually pays off.

When your objectives need specific spaces, such as meeting rooms, demonstration zones or a bar; when the plot is large or open on three or four sides; and when brand presence is a priority. Our page on custom exhibition stands in Spain explains how we build them.

Yes, if reuse is designed in from the start. Standard dimensions, repeatable connections and reprintable graphics let the same kit move from a corner plot at one fair to a peninsula at the next.

Yes, where the hall and the fair’s rules allow them. They need structural calculations, a signed project, the organiser’s approval and extra build-up time, so we check feasibility before any design work.

It depends on the open sides and on your objective: inline and corner plots call for a strong frontage, while peninsulas and islands need circulation from several aisles. Our guide to exhibition stand formats compares them.