1. Technical Documentation and Stand Design
Every exhibition stand – regardless of its size – must be approved by the event organizer. For this purpose, the following documentation is required:
- a detailed floor plan with dimensions,
- a vertical cross-section indicating the structure’s height,
- information about the materials used in construction,
- the location of technical connections (electricity, water, compressed air, drainage, suspension points, internet, etc.).
For two-storey stands or those with suspended elements, additional structural approvals and technical assessments are required, along with documentation confirming the safety of the structure. This is usually prepared by a certified structural engineer.
2. Structural Limitations
Organizers often define specific restrictions regarding stand construction, such as:
- maximum stand height, which depends on the hall (typically 4–6 meters),
- setback distances from the stand boundaries, especially when neighboring other exhibitors,
- restrictions on fully enclosing stand sides (usually no more than 30–50% of side walls can be closed, depending on the stand type) – to ensure openness and visitor accessibility,
- floor load limits, which are crucial when installing heavy equipment.
Failure to comply with these regulations may result in the stand design being rejected by the organizer or the need for costly and time-consuming on-site modifications.
3. Compliance with Fire Safety and Health & Safety Regulations
All stand components must comply with fire and occupational safety requirements:
- construction materials must be non-flammable or flame-retardant, confirmed by appropriate certificates,
- the stand structure must not obstruct emergency exits, fire lanes, hydrants, or electrical panels,
Organizers are entitled to carry out safety inspections, and in case of non-compliance, they may prevent the stand from opening until all issues are resolved.
4. Deadlines and Assembly Regulations
Each exhibitor is required to follow the assembly and dismantling schedule set by the organizer. In practice, this means:
- planning and registering vehicle entry to the exhibition hall in advance,
- booking unloading space and access to the freight elevator (if applicable),
- submitting a list of assembly teams with their details (sometimes including health & safety training certificates),
- obtaining access passes and complying with hall work regulations.
Any delays in setup may disrupt other exhibitors’ schedules — therefore, organizers strictly enforce deadlines.
5. Eco Standards and Material Recycling
More and more organizers are implementing green exhibition standards, including:
- limiting single-use materials and plastic,
- mandatory recycling and selective collection of construction waste,
- minimizing energy and water consumption during the trade show.
Reusable structures, modular exhibition systems, and the use of natural materials (such as wood, fabrics, or greenery) are not only welcomed but increasingly required when organizing more sustainable events.
6. Technical Submissions and Additional Services Orders
Most exhibition venues require advance notification for:
- power supply connections and their exact location on the stand,
- internet access, CCTV, or alarm systems,
- water and drainage connections,
- cleaning services, security, or extra furniture and lighting.
All orders must be submitted well in advance – typically at least 30 days before the event. After this deadline, organizers apply so-called express rates, which can significantly increase service costs.