In this industry there is exactly one fixed data point: the opening day. Everything else is planned backwards from it. The timeline below is for a bespoke stand of 30 to 60 m².
5-6 months out: choosing your space
Half of your design is decided the moment you pick your space. Positions on a main aisle, near an entrance or as an island go first. As soon as you sign for the space, ask for the technical regulations: the height limit, whether rigging is allowed and the available power all shape the design directly.
8-10 weeks out: design starts
This is where a comfortable process begins. Allow two to three weeks in total for briefing, concept design, revisions and approval. When that window is squeezed, the first thing lost is the design itself, because a project approved in a hurry is usually the safest and therefore the most ordinary option on the table.
6-7 weeks out: design approval
Approval at this point lets production breathe. It also starts the clock on the organiser applications: power orders, rigging requests, structural approval and build-up passes. Most of these close three to four weeks before the show, and late submissions are charged at a penalty rate.
2-5 weeks out: production
Joinery, paint and graphics run in parallel. The only thing we need from you in this window is the final artwork. Changing a graphic that has already gone to print costs both time and money, so lock down your copy and logos at this stage.
1 week out: workshop trial build
The critical parts of the stand are assembled in the workshop. Dimensional errors, colour mismatches and fixing problems show up here rather than on site. A contractor who skips this step has simply postponed the risk until build-up night.
Build-up days
Organisers usually give a one to three day build-up window. If that window tightens, night shifts start and labour costs rise. Your stand should be finished, cleaned and stocked at least one evening before the doors open.
What if you are already late?
With three or four weeks left there is still plenty that can be done, but the system choice changes. In that window, a modular or Maxima stand backed by strong graphics and good lighting will beat a rushed bespoke build every time.
