Exhibition planning timeline

Exhibition planning timeline

Participating in trade fair events involves a considerable amount of energy and time. However, they bring different advantages to companies and for this reason they decide to invest their resources in order to improve their visibility on the market. But which is the timeline for a perfect stand management? Let’s have a look.

Stand design phases

Once the company decides to join a trade fair event, it should also dedicate its time to planning. This is where all participants and visitors meet the brand: a bespoke stand is therefore essential. In addition to a proper structure and a strategic communication plan to attract a large number of potential customers, it is advisable to follow all the main design phases:


  • Bureaucratic and legal aspects: this is the phase dedicated to the management of contracts and agreements for the chosen exhibition space. Make sure you have all the necessary authorisations.
  • Consult experts: for high-level events, companies turn to designers. They share ideas, so that experts can define the objectives, budgets and strategy that the company is willing to achieve.
  • Preliminary studies: at this point, they establish the benchmark in order to carry out an efficient service.
  • Architectural planning: the actual stand design takes place, with particular attention to structural details.
  • Planning of an exhibition itinerary: you can draw visitors’ attention by offering them a customer experience. If you plan to create a particular task, you can request a particular structure.
  • Lighting: an essential aspect since, if properly used, it guarantees excellent attractiveness.
  • Set-up: this is a crucial step. You should create an environment that reflects your company. In order to reach this purpose, focus on a synergistic collaboration with professionals.


All these steps are of fundamental importance, however the time to be devoted to the whole process is considerable. You should pay attention to the finer detail in all these phases, so as to obtain a perfect and flawless final result.

Exhibition planning timeline

What can affect the timing of implementation?

You should note that you do not need to have a particularly large stand. Also, a small stand can be a successful one, as long as it is able to make the most of the available surface. Each small space is useful to describe the corporate identity, its values and the product you want to promote.

You should outline a clear planning timeline in order to ensure that everything goes according to plan and avoid setbacks. It depends mainly on:

  • Bureaucratic permissions: the legal and bureaucratic processes to be followed to have access to exhibition events can be complex. It is advisable to start the procedures promptly to obtain all authorisations;
  • Finding a designer: relying on a high-level expert, able to understand the company’s values and ideas, is the first step for him to create a perfect structure to represent it;
  • Material selection: you need to order the chosen material and then wait for the delivery to start the work.

Beyond these, the aspect that most influences the management timing of a stand is the attention to detail. Choosing colours, the digital support systems, roll-ups, posters and graphics aims at drawing visitors’ attention and then involve them. The stand is still a delimited space, so you should choose the strengths to focus on.

Once the values to be communicated and the product or service to be presented have been defined, the whole set-up should be homogeneous and structured to avoid communicating a sense of disorder or confusion: everything must be clear.

Exhibition planning timeline

The general test: building the stand in advance

Communicating the essence of a company to visitors is not easy. Indeed, it can happen that the ideas born during the brainstorming phase, once the stand is built, do not meet expectations. That’s why many professionals create 3D models in digital mode, render, or physical. This also gives the client company a more realistic image of what the finished stand will be.


But that’s not all. The most forward-looking people propose an early closure of the project to test the stand in advance. In this case, you have the opportunity to examine every aspect and act with small adjustments. This “general test” is also useful for the staff: it is possible to do tests for the customer experience and better understand how to cover the entire surface.

Exhibition planning timeline

Se non sai come gestire le tempistiche di realizzazione di uno stand, contattaci

If you don’t know how to manage the exhibition planning timeline, do not hesitate to contact us

If you want to realize a perfect exhibition stand, entrust Prezioso Leonardo: we manage each phase to guarantee our customers an excellent result with a pre-established timeline. We have been operating in the trade fair sector since 1970 and our team is available to develop customised trade fair stands according to our customer needs. Contact us as soon as possible or visit us at our headquarters in Novate Milanese (MI), Italy.