Work backwards from the deadlines that do not move
The opening day is fixed, and so are the organizer’s deadlines in the exhibitor manual: stand design approval, service orders, contractor registration and the build-up window. Put those in the calendar first.
A typical sequence for a custom stand
| When (before the show) | What happens |
|---|---|
| 10–12 weeks | Book the space. Share the exhibitor manual and floor plan. Brief your contractor. |
| 8–10 weeks | Concept and 3D. First quote. |
| 6–8 weeks | Design revisions and sign-off. Order organizer services (power, rigging, furniture). |
| 5–6 weeks | Technical drawings submitted for the organizer’s stand approval. |
| 2–5 weeks | Production: structure, finishes, graphics, electrical, screens. Content for screens. |
| Build-up days | Installation, testing, cleaning, handover. |
| Show days | Crew on call for fixes and changes. |
| Breakdown | Dismantling inside the organizer’s window. |
When time is short
- Choose a modular or hybrid structure
- Keep one hero feature instead of several
- Decide fast: most delays are waiting for approvals inside your own team
- Send the exhibitor manual on day one
We have built stands overnight, like the Siemens Healthineers stand in a hotel ballroom, when the design is made for it.
Signs you are late
- The organizer’s stand approval deadline is less than a month away and there is no design
- Service order early-bird dates have passed
- Your stand number is confirmed but nobody has the floor plan
Late is still possible. Send the brief and we tell you honestly what can be done in the time left. Upcoming shows are in the Saudi exhibitions calendar.
Last reviewed: October 1, 2026