16-week plan
Work backwards from show day.
Each milestone lists the decisions worth making by that point.
Planning note
Some venues require submissions much earlier than this guide suggests. Always check the organiser’s official manual and work to the earliest applicable deadline.
16 weeks
Confirm your event, objectives, audience, stand space and initial budget. Appoint the people who will approve the project.
14 weeks
Share the brief, brand assets, venue information and any existing stand components. Agree the project scope and decision-makers.
12 weeks
Review the creative direction, visitor journey, key messages and initial layout. Confirm the preferred design route.
10 weeks
Refine the design, materials, lighting, graphics and functional requirements. Identify any specialist suppliers or venue services.
9 weeks
Review technical drawings and check organiser rules, height limits, access, power and rigging requirements.
8 weeks
Confirm design approval, production details, graphics content and any required venue submissions.
6 weeks
Move into production planning. Confirm artwork, finishes, logistics, installation crew and delivery windows.
5 weeks
Approve final artwork and production proofs. Resolve outstanding content, product samples and AV requirements.
4 weeks
Check production progress, packing plans, transport details and on-site contacts.
3 weeks
Confirm exhibitor passes, site access, health and safety information, final schedules and show support arrangements.
2 weeks
Complete final checks. Confirm delivery slot, installation sequence, contact numbers and handover expectations.
1 week
Reconfirm all logistics, venue instructions, travel plans and last-minute content. Keep a single version of the final schedule.
Show day
Walk the space, check lighting and graphics, test equipment and make sure the team knows the key visitor journey.
Load-out
Follow venue rules, check returned components and record any damage or items that need repair before storage.