In short
Read an exhibitor manual with a pen and a calendar. First pull out every deadline, then your stand's height and open-side rules, build-up and breakdown times, the drawing approval process, fire and safety rules, and the official contractors. Turn each one into a task with an owner. Most expensive problems at shows come from something that was printed in the manual, and that someone read too late.
Key points
- Extract every deadline first.
- Find the rules for your exact stand type and hall.
- List who must use which official contractor.
- Send the relevant rules to your builder on day one.
What to find first
| Look for | Why it matters |
|---|---|
| Deadlines and order forms | Rates and approvals depend on them |
| Stand height and wall rules | They shape the design |
| Open-side and back-wall rules | Blank walls may need finishing |
| Approval process | What to submit, and when |
| Build-up and breakdown times | These set the install plan |
| Official contractors | What you must buy, and from whom |
| Fire, safety and site requirements | Paperwork needed before you can build |
| Freight and handling | How goods reach the stand |
| Food, sound and demo rules | What you can actually do on the stand |
Rules that catch designers out
- Back walls that face a neighbour must often be plain or finished on both sides.
- Heights can vary by hall, by aisle and by distance from a boundary.
- Solid walls along an aisle may be limited to a percentage of the frontage.
- Rigging points may not exist above your plot.
- Bare walls above your neighbour's stand may need to be white.
Turn it into tasks
- 01
Make one table
List each form, its deadline, its price and who owns it.
- 02
Share the design rules
Send the relevant pages to your builder and designer.
- 03
Mark the calendar
Set reminders two weeks before each deadline.
- 04
Check again at each stage
Revisit the rules when the design changes, and check for manual updates.
If you're showing in the USA
In the US, the document is usually called a service kit, and the general contractor publishes it. It lists rates for labor, drayage, electrical and furniture. See US booth rules and trade show booth cost.
Frequently asked questions
01What is an exhibitor manual?
The organiser's guide for exhibitors. It sets out rules, deadlines, forms and contacts for a show.
02When do I get the exhibitor manual?
Usually some months before the show, often through an online portal. Ask the organiser if you have not seen it after booking.
03What is the most important part?
The deadlines, then the height and construction rules for your stand.
04Does my stand builder read the manual?
A good one will, but you are responsible for what happens on your stand. Share it and check they have the latest version.
Put it into practice
From a client brief to a 3D stand concept in minutes
An editable 3D exhibition stand concept from a written brief and the brand's website, at your exact size.
Guidance here reflects common practice. Venues, organisers and countries set their own rules: always check the exhibitor manual and work with a qualified stand builder and engineer for structures.
