Exhibitions and Trade Shows: The Complete Guide to Successful Events
It is 06:10 in the marshalling yard at NEC. The gates open, radios crackle, and a line of artics moves on a tight rotation. You get one chance to load in cleanly. Exhibition logistics come down to sequence, access, and minutes saved; trade show builds succeed when routes, lifts, and crews are planned to the minute. This guide is how we run them when they matter, from ExCeL to Olympia.
The exhibition in three phases
Before build
Confirm the stand drawings, access windows, lift sizes, and where you will stage flightcases. Book plant, waste, and tails early. Walk the hall and agree your route with the duty manager. If a stand is on carpet, protect it before anything touches the floor.
Build days
Stage by zone. Stand structure first, then power, then AV. Graphics only after dust stops. Keep aisles clear, stack smart, and label everything. Run a two hour sweep late afternoon to catch snags while the right people are still on site.
Show days
Open early for a quiet sweep. Check power, content, and any moving kit. Keep one runner on radio near the dock and another on the floor. Visitors do not see problems, they see a stand that works.
Breakdown
Book your outgoing slot. Strip graphics, protect re‑usable panels, and separate waste. Keep the dock team informed so the van arrives when the stand is ready. Leave the space cleaner than you found it.
Venue notes that save time
- NEC: long distances and busy docks. Stage close to the stand and plan van routes so you are not walking kit across halls.
- ExCeL: many halls and shared lifts. Know which lift takes your longest case and where you will hold during queues.
- Olympia: listed spaces and narrow access. Measure everything and bring extra protection for floors and heritage finishes.
Roles that make the difference
- Carpenters who can pre‑build and adapt onsite.
- IPAF and forklift operators who move heavy kit safely and quickly.
- AV and LED techs who understand power, heat, and camera needs.
- Crew chiefs who keep sequence, safety, and standards.
Mini case study: Thirty stands in three days
Context: multi hall trade show, tight dock slots, mixed stand sizes. Approach: pre‑built sub assemblies, staged by zone, plant booked to the hour, and a late afternoon snag pass on both build days. Result: zero missed opens, clean aisles, and a breakdown that cleared an hour ahead of plan.
Quick checklist
- Walk the route from dock to stand before you sign.
- Book plant, waste, and power tails with times, not just dates.
- Stage by zone and label every case and pallet.
- Do a late afternoon snag pass with the right people present.
- Keep one runner at the dock and one on the floor during show hours.
Safety in brief
- Risk assess lifts, working at height, and moving plant.
- PPE as required by the hall, and clear comms on who can enter active areas.
- Keep aisles clear and exits open at all times.
Conclusion
Exhibitions run well when sequence, access, and communication are tight. Plan honestly, crew appropriately, and keep decisions close to the work. That is how you open on time and leave the hall tidy.
Related reading
Planning an exhibition or trade show. Ask for a short call and we will outline the crew, plant, and sequence that fits your stand and hall.
