Custom exhibit design checklist

A custom exhibit design checklist, also called an exhibit planning guide, lists every decision in a bespoke stand from the first brief to the moment doors open. Work through it with your exhibit builder so nothing falls between design, production and logistics.

This guide is part of the custom exhibit solutions series.

Goals and brief

• Show goals: leads, orders, launches or meetings
• One core message and up to three supporting points
• Budget, including shipping, storage and show services
• Reuse plan: which shows will this stand serve?

Booth details and rules

• Booth type, size and open sides
• Height limits and sightline rules from the exhibitor manual
• Fire-safety requirements for materials
• Rigging rules for any hanging signs
• Deadlines for drawings, power and services orders

See booth design specifications.

Structure and layout

• Zones: welcome, display, meeting, storage
• Open front and clear walkways
• Scaled drawings approved
• Materials chosen (materials for exhibit construction)

Graphics and signage

• Header readable from across the aisle
• Backdrop message and imagery
• Product signs
• Files prepared to printer templates (selecting graphics)

Lighting and power

• Lighting plan for products and graphics (lighting best practices)
• Wattage totalled and power ordered
• Cable routes planned

Furniture selection

• Meeting seating and tables at matching heights
• Counter with lockable storage
• Display furniture at eye level
• Finishes matched to the design

Furniture and interiors exhibitors can specify pieces from their own range. Artisan trade accounts have no minimum order and include spec sheets, so exact dimensions can go straight onto the drawings.

Technology

• Screens, tablets and mounts
• Content stored offline
• Lead capture app tested

Logistics

• Shipping and crating, including furniture protection
• Install and dismantle times booked
• Storage between shows

Staffing

• Rota and roles
• Briefing on message and offers

Final checks

• Test build complete and photographed
• Spares kit packed
• Follow-up plan and email templates ready

How does the checklist map to a timeline?

Goals, budget and booth details come first; design, materials and approvals next; graphics, furniture and services orders after that; then the test build, shipping and staff briefing. Late changes cost the most, so lock the layout early and keep only graphics and product choices flexible. The step-by-step guide to creating a custom exhibit expands each stage.

Which resources help?

The IAEE, Exhibitor Magazine and the Event Marketing Institute publish planning guidance and research.

Which items are most often missed?

The items exhibitors most often forget are the power order deadline, rigging approval for hanging signs, flame-retardant certificates, storage space inside the stand, furniture protection for transit, a spares kit and a plan for following up leads. Add these to the top of your list.

How do you use the checklist with a builder?

Share it at the kick-off meeting, agree who owns each item and review it at each design stage. Builders cover structure, graphics production and logistics; exhibitors usually own goals, messaging, furniture choices, product, staffing and follow-up.

Example: furniture exhibitor additions

Furniture and interiors exhibitors should add a few items: pieces reserved from stock early so they aren't sold before the show, room sets planned with lighting, spec sheets ready on tablets, felt pads and touch-up kits, and a plan for moving pieces into the showroom afterwards.

How does the checklist change for larger stands?

Larger custom stands add structural calculations, rigging approvals, raised floors, meeting rooms, storage rooms and more complex logistics. Add these to the checklist with owners and deadlines, and allow more time for approvals.

Simpler stand instead?

For a first show or small booth, a shorter list applies; see the portable display setup checklist.