Exhibition stands require time to plan. Many exhibitors usually forget to book their trade show booths in advance. Excellent exhibition stand construction requires time and proper planning. At Blueprint Exhibits, one of the world’s leading exhibition stand builders and booth design companies, we strongly emphasise booking your exhibition stand in advance. Professional exhibition stand builders need time to pay attention to detail and deliver everything with expertise.
Well, there is no perfect booking period. It all comes down to the exhibition booth size, the degree of creativity, and the time when you decide to book the stand. It is essential to understand that a standard modular exhibition stand needs less preparation than a monumental custom exhibition stand with meeting rooms, showcases, advanced lighting, and technologies. Everything will be perfect if you contact the exhibition stand design company earlier, as they will adequately control the project timing.
When Should You Start Looking For a Stand Builder Company?
As discussed earlier, there is no perfect time you need to book your exhibition booth builder. However, it is a good idea to contact an exhibition stand company approximately three to four months before the event. This will give enough time for the exhibition stand construction company to finalize the 3D design and create a perfect stand for your brand. Four to six months are required for custom stands, requiring special structures, materials, double-decker areas, meeting rooms, and the use of lighting, technology, and other special features. Starting early will help to plan everything smoothly.
Your Exhibition Stand Design Needs Time to Create
Creating a bespoke exhibition booth design starts with a concept. This is an important factor that will decide how your trade show booth should be planned and how many visitors it will engage. Some exhibitors want meeting rooms and conference rooms for one-on-one conversations and meetings. During the booth design creation stage, you need to focus on branding and every element of the exhibition stand so that the final designed trade show booth is as per your needs. Your exhibition stand builder can make use of 3D visuals to show you what your proposed stand may look like before building starts, allowing you to review and provide feedback. For all this work, they need sufficient time.
Allow Time for Your Brand and Graphics
If you are choosing a custom exhibition stand, then your booth building company requires time to create logo colours, brand mags, and other visual elements. Integrating branding elements is an essential part of exhibition booth design, and it should be carefully planned at the start, not at the end. If your exhibiting company has a marketing team, then the exhibition stand design company requires time to get their approval.
Custom Stands require More Preparation.
Custom exhibition booths require special preparation because they have unique structures, provide space for product showcases, meeting areas, lighting, and other branding elements. Only specialised exhibition stand contractors can create such masterpieces, and for that, they need time. They will choose the right materials required for exhibition stand fabrication. Creating complex booths requires special time, and only experienced exhibition stand contractors can manage these tasks.
Choose Modular Stand If You Have Shorter Timeline
A modular exhibition stand is a smart choice for exhibitors who require booths that can be easily assembled and require less time for construction. These exhibition stands are flexible and made up of reusable components. The layout, graphics, furniture, lighting, displays, and other features must be confirmed before a modular exhibition stand can be built. Transport and installation must be scheduled around the venue programme. Modular does not mean last minute. Booking your exhibition stand manufacturing company in advance will be helpful in making improvements to your exhibition stand design and reducing unnecessary pressure before the event.
Large Events Require More Coordination
The size and popularity of an exhibition can also impact your project timeline. Large trade shows will normally have hundreds or even thousands of exhibitors preparing stands at the same time. During busy exhibition seasons, production teams, installers, transporters and other suppliers may be working on a number of simultaneous projects. Booking your exhibition stand builder early will provide the team with additional time to plan the project around the exhibition schedule while also reducing the risk of rushed decision-making when it comes to production deadlines.
Technology Should Be Planned from the Start
There are quite a few exhibition stands that use digital displays or LED signage, or include touchscreens, product presentation, and other technological features. These should be considered as part of the design, as they would sometimes require additional power supplies and other support. If the technology is planned at the last moment, it could result in some unnecessary revisions of the stand design and construction. With this in mind, it is possible to make a cleaner and more practical solution.
Venue Rules Can Affect Your Timeline
Every exhibition venue will have its own requirements, which could affect your exhibition stand project. This includes height limits, electrical systems, suspended structures, materials, access, rigging, fire safety, and other technical aspects. There are some exhibition booth design concepts that will require extra approvals from the organiser or venue before they can go ahead. Larger structures and more unusual features may also require technical documentation to be constructed. Checking out these requirements will give the exhibition stand builder enough time to address any necessary changes.
Do Not Forget Exhibition Stand Fabrication
Once the design has been approved, the project moves on to exhibition stand fabrication. Various components of your exhibition stand will be produced according to their specifications. The fabrication process can involve walls, counters, display units, storage, meeting rooms, flooring, branded structures, and other custom elements. The complexity of these components will determine the amount of production time required. Giving the fabrication team enough time is essential, as rushed production creates pressure for the onsite team. This will also provide time for quality control before the stand is transported to the venue.
A Practical Exhibition Stand Planning Timeline
- Six Months Before the Exhibition
For a large custom stand, this is a good opportunity to select your exhibition stand builder and start the project. Share your exhibition details, stand size, objectives, budget, and initial ideas. The design team can then begin developing the appropriate concept.
- Four Months Before The Exhibition
Your exhibition stand design should be taking shape by this stage. Review your 3D design, provide feedback, confirm the layout, and work towards final approval. You should also start reviewing your graphics, product information, furniture requirements, and technology requirements.
- Three Months Before The Exhibition
The approved design should now be moving towards production. Finalise artwork and confirm the materials and features required for the stand. Your exhibition stand contractor should also review the venue requirements and logistics schedule.
- One To Two Months Before The Exhibition
Production, graphic preparation and logistics should be progressing according to the agreed schedule. Any remaining approvals should be completed, and the information required by the exhibition organiser should be submitted.
Before The Exhibition Opens: Book Early and Give Your Stand Time to Take Shape
The right booking period will depend on a number of factors specific to your project. A simple modular stand may require less preparation than a large exhibition stand requiring custom fabrication, special structures, and advanced technology. A short booking period may also be possible for small local exhibitions, while international events may require extra coordination for transport and venue requirements. Early booking ensures the necessary time is allocated for all project stages. At Blueprint Exhibits, we are an exhibition stand company that works with strict timelines. No matter if you are running on a short timeline, you can tell us. Our team will provide practical exhibition display solutions that will help with your super successful event participation.
