A Practical Guide to Planning Your Exhibition Stand
Clear advice to help you choose a stand and prepare for installation at the venue.
EXHIBITOR PLANNING GUIDE
Start your exhibition planning with the right questions.
This guide is for first-time exhibitors and companies planning a new stand. Use it to define your requirements, compare quotes on the same basis and plan each stage from design approval to handover.
Represent Your Brand Well, Wherever You Exhibit
Your stand does more than display products. It represents your brand's identity, quality and professionalism. A well-planned stand welcomes visitors, puts your products in focus and gives your sales team useful spaces for conversations.
Every country has different exhibition requirements
International venues and organisers have their own rules. Technical specifications, electrical systems, height limits, site safety and logistics arrangements can vary from one country to another.
Accreditation and logistics at Crocus Expo in Moscow differ from procedures at European venues, Baku or Tashkent. Electrical connections, height approvals, transport arrangements and safety rules can also vary by organiser. An experienced international stand partner helps you plan for these differences and avoid unnecessary delays and costs.
Regional Exhibition Planning
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Moscow
Review the Crocus Expo technical manual, accreditation requirements and build-up schedule before starting the design.
Project examples → -
Baku
Plan the layout, technical systems and delivery schedule around the specific exhibition's requirements at Baku Expo Center.
Project examples → -
Tashkent
For national pavilions and custom stands, consider product displays, meeting areas and shared brand visibility together.
Project examples →
01 · DEFINE YOUR NEEDS
Which exhibition stand is right for you?
Start with your exhibition goals rather than the materials. Launching a product, running live demonstrations and meeting distributors call for different layouts. Your stand should look good, help your team work comfortably and make your offer clear to visitors.
| Option | When is it worth considering? | What should you ask about the quote? |
|---|---|---|
| Custom wooden stand | When you want distinctive architecture, branded finishes and displays built around your products. | Which materials and finishes are included? What can be reused? How will production and design revisions be scheduled? |
| Maxima | When you want a flexible system structure with a professional branded appearance. | Which profiles, panels and graphics are included? What dimensions can the system accommodate? Are installation and dismantling included? |
| Modular | When a practical, more standard layout and a controlled budget are the priorities. | How many sockets, lights, furniture items and graphic areas are included? How are extras priced? |
No stand type is always the cheapest or the best. When comparing different systems for the same space, make sure the scope of work is equivalent. Explore our stand options and installation services →
Requirements to settle early in the layout plan
- Products: Quantity, dimensions, weight, display method and demonstration requirements.
- Meetings: How many people will meet at once, and whether you need open seating or an enclosed meeting room.
- Operations: Storage, staff belongings, refreshments and access to daily supplies.
- Technical systems: Power requirements, screens, internet and product-specific connections.
- Location: Open sides, visitor approaches, neighbouring stands and obstacles shown on the hall plan.
02 · DEFINE THE BUDGET
How should you compare exhibition stand quotes?
Comparing only the total or price per square metre is not enough. Transport, printed graphics or technical equipment may be included in one quote and charged separately in another. Send every contractor the same layout and requirements, then compare the included work in writing.
What the quote should clearly specify
- Design, technical drawings and revisions
- Materials, finishes, flooring and structural system
- Printed graphic areas and installation method
- Furniture, lighting, screens and electrical equipment
- Transport, installation, dismantling and any storage
- Taxes, currency, payment terms and cancellation conditions
Also check
Are the organiser's charges for electrical connections, internet, rigging, technical approval or site services included? These vary between exhibitions. Ask who will order and pay for them.
Agree in writing how later changes will affect the price and delivery schedule. This helps you understand whether a low initial quote leaves necessary work out.
If the budget needs to come down: Protect product presentation, brand visibility and essential meeting space first. Reconsider special finishes, decorative structures or extra screens according to their value to your exhibition goals.
03 · PLAN THE PROCESS
Your timeline from first conversation to opening day
We recommend first getting in touch 4–8 weeks before the exhibition . This is a planning recommendation, not a delivery guarantee: the scope, production workload and organiser deadlines determine the schedule. Work backwards from opening day to set design and technical approval dates.
- Requirements and layout: Share the exhibition details, dimensions, open sides, products and budget.
- Concept and quote: Review the layout, visual design, materials and scope of work together.
- Approval and technical preparation: Finalise the design, organiser requirements, technical drawings and graphic files.
- Production and logistics: Plan manufacturing, printing, equipment and shipping against the approved project.
- Installation and handover: Build the stand on site and complete technical and visual checks before use.
- After the exhibition: Complete dismantling, returns and any agreed reuse or storage arrangements.
Do not leave graphic files until the last minute. Send your logo, print-ready product images and final text early. Check the required file dimensions, resolution and colour settings with the production team before printing.
04 · REVIEW COMPLETED WORK
What evidence should you look for when choosing a stand company?
A 3D design shows the idea; photographs of a completed stand show how it was built. Review projects of a similar size, with comparable technical needs or in the region where you will exhibit. Ask how the design details were resolved on site.
- Who handles communication, design approval and site coordination?
- Where is the stand made, and how is the installation team organised?
- Are the delivery scope and date confirmed in writing?
- Who should you contact if a technical issue arises during the show?
- Do project references include the exhibition, city and installation details?
Explore ProStand's projects in Moscow, Baku and Tashkent , then discuss examples relevant to your own exhibition.
05 · CHECK BEFORE OPENING
What to check at stand handover
Whenever possible, inspect the stand before opening day while there is still time for adjustments. Compare it with the approved drawings and agreed quote.
- Design: Are the layout, reception desk, product displays and meeting areas correct?
- Branding: Are the logo, wording, colours and images correct, legible and in the right positions?
- Technical functions: Do sockets, lights, screens and demonstration equipment work? Electrical checks should be carried out by the authorised technical team.
- Practical use: Are doors, cupboards, storage areas and furniture ready to use?
- Final preparation: Is cleaning complete? Have you received team contact details, keys and the dismantling plan?
Record any outstanding items with photos and a short list, then agree who will resolve them and by when.
Exhibition Stand Design, Build & Installation in Istanbul
One team from design to dismantling for your shows at Tüyap and Istanbul Expo Center.
A stand ready for opening day
Production in our 1,800 m² indoor facility in Istanbul. We manufacture stands in our own workshop, planning design, production and on-site installation together.
Our Istanbul production and installation team builds custom stands and national pavilions around your brand. Drawing on our experience at Tüyap and Istanbul Expo Center, we plan production and site work around each show's build-up schedule, with careful workmanship and final checks before opening.
We plan design approval, technical drawings, production, transport, electrical work, graphics, installation and post-show dismantling together.
Examples from Istanbul
- Expomed 2026 · Tüyap · Russian national pavilion
- Istanbul Blockchain Week 2026 · Hilton Bomonti · USDKG
For a quote, share the exhibition name, dates, stand area, layout and requirements. We will agree a design and delivery schedule for your project.
Request a quote for your Istanbul stand
LOCAL PRODUCTION IN MOSCOW
Built in Moscow. Installed at the venue.
We manufacture your stand in Moscow
With our own Moscow-based production team, we build custom exhibition stands and national pavilions, coordinating design, manufacturing and installation locally.
Our Crocus Expo experience helps us plan technical drawings, accreditation and permits around your project. We work to the specific exhibition's technical requirements and build-up schedule.
Explore our Moscow projects →Let's discuss your Moscow project
Send the exhibition name, dates and stand dimensions so we can assess your local production and installation needs.
Russia contact number
+7 909 657-86-20
Find answers to your questions.
Clear answers about stand options, budgets, design and installation.
LET'S PLAN YOUR PROJECT
Have you chosen your exhibition?
Share the exhibition name, dates and stand dimensions.
We will prepare a design and quote around your needs.