Build-up day is where planning meets reality. A dependable exhibition stand contractor arrives with the right people, passes, tools and paperwork, and hands over a finished stand before the show opens. Use this checklist to see whether your contractor is ready for the days on the show floor.
Before You Travel: Paperwork and Passes
Confirm that contractor passes, vehicle entry permits and safety documents are applied for well before build-up starts. Many venues refuse entry without them, and delays here cost an entire day. Ask your exhibition stand contractor who applies for these and by what date.
Know the Venue Rules
Every venue has its own schedule for loading, working hours, noise and waste. Hanging structures, double-storey stands and extra power usually need organiser approval. Ask your contractor to share the venue manual summary with you, rather than assuming it will be fine.
- Loading and unloading timings
- Height and rigging approvals
- Power and water connection requests
- Waste and packing-material disposal
Who Is Physically On Site?
Design and fabrication can happen anywhere, but installation needs a supervisor who knows your drawings and can solve problems on the spot. Ask for the supervisor’s name and number before you need them, not after.
Build-Up Day Schedule
A clear hour-by-hour plan keeps things honest. Structure first, then electricals, graphics, furniture and finally cleaning. Leave a buffer at the end for snagging, because small fixes always appear when everything is assembled together.
Handover and Snagging
Walk the finished stand with your contractor using the approved 3D design as the checklist. Test lights, sockets, doors and screens, and note anything that needs fixing in writing. Our exhibition booth installation services include a handover walk-through like this.
Dismantling After the Show
Dismantling is often rushed. Agree in advance on timing, what happens to reusable parts and who removes waste. A tidy exit protects your deposit and your reputation with the organiser.
What to Carry on Build-Up Day
Small items cause big delays. Keep a printed copy of the approved 3D design, the contractor passes, the packing list and a list of key phone numbers. Add spare cables, tapes, tools and cleaning material. Your exhibition stand contractor should bring most of this, but a quick check beforehand avoids panic.
Plan for products and brochures, too. Arrange delivery slots with the venue so your goods arrive after the structure is ready and not while workers are still building.
An illustrative build-up day, in order
Every venue gives a different window, so treat this as a pattern, not a promise.
- First hours: team arrives with passes, checks the floor space against the plan and marks the footprint.
- Structure: frames, walls and flooring go up first, because everything else depends on them.
- Services: electrical points, lighting and any screens are fitted and tested.
- Finishing: graphics, furniture, plants and product display are placed.
- Final checks: every light, socket and screen is switched on, the floor is cleaned and the walk-through begins.
If the build-up window is short, the most useful thing you can do is have the stand pre-built and tested before it arrives. See our installation services for how we approach it.
Questions to ask the day before
- Is every person on the team carrying a valid pass?
- Are the keys, tools and spare parts in the vehicle?
- Do we know where the loading bay is and when our slot starts?
- Who calls the organiser if power is not ready?
A pre-handover checklist
Before you walk the stand with your contractor, check these yourself.
- Lights: every fitting on, no flicker, no dark corner.
- Sockets and cables: every point live, cables hidden or taped.
- Screens and demos: powered, content loaded, remote control in place.
- Graphics: no bubbles, no peeling edges, no typos.
- Floor: clean, edges taped, no loose carpet.
- Furniture: placed as per plan, labelled with the stand number if needed.
- Storage: lockable, with space for packaging and personal items.
Snagging: how to do it well
Snagging is the list of small defects you find during the walk-through. Photograph each one, write it on a shared list and give each item an owner and a time. Fix anything that affects visitors first, such as lighting and graphics, then the rest. Sign the handover only when the list is done or agreed in writing. If your contractor is not on site, you have no one to fix the list, which is why the question “who is physically on site?” matters.
For a view of what installation involves, see our installation services, and read the 30-day exhibitor checklist for what should be done before build-up.
Frequently Asked Questions
How early should the contractor arrive?
As early as the venue allows. Confirm the first available build-up time and arrange the team to start on that slot.
Who is responsible for power connections?
Usually the organiser sells power, and the contractor arranges the connection. Confirm who orders and who pays.
What if something is damaged in transit?
A good contractor carries spare parts and repair tools. Ask about their plan before the stand leaves the workshop.
Final Thoughts
The right exhibition stand contractor treats build-up as a project with a plan, not a scramble. Ask for the schedule, the supervisor and the permit list early, and you will arrive at the show to a stand that is ready.
Planning Your Next Exhibition?
Share your show name, stand size and budget with our team on the contact page and we will come back with a clear plan. You can also read about our exhibition stand design services and in-house fabrication.
Related reading: Pan-India Shows, One Builder: What Exhibitors Should Demand Before Signing.
Related services: exhibition stand contractors from Unievents.
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