In short
To get a stand approved, send the organiser what its manual asks for, by the deadline: usually a dimensioned plan and elevations, with heights, stand number and materials, plus extra documents for rigging, closed ceilings and upper floors. Reviewers check it against the rules, not your concept. Keep the drawings clean, label the plot and stand number, and answer queries quickly, because late changes are expensive.
Key points
- The manual sets what to send, how and when.
- Show the stand number, plot size and heights on each sheet.
- Complex stands need extra documents and more time.
- Keep a record of the approved version.
What you usually send
| Stand | Typical documents |
|---|---|
| Shell scheme | Often nothing, or a graphics or furniture form |
| Simple space only | Dimensioned plan, elevations, material statement |
| Enclosed rooms or ceilings | Add details of covered areas and exits |
| Rigged items | Add a rigging plan with weights |
| Double-deck | Add structural calculations and an engineer's sign-off |
| Machines or vehicles | Add weights, fuel or service details |
What reviewers check
- That the stand fits within its plot.
- That heights meet the limit for that position.
- Whether walls facing neighbours or aisles comply with the rules.
- How open the frontage is, on shows with such a rule.
- Exits, routes and accessibility.
- Whether materials meet fire rules.
Our guide to approval and venue rules covers the rules themselves. This page is about the submission.
A clean submission
- 01
Read the requirements
- 02
Check the plot number
Use the contract's stand number on each sheet.
- 03
Mark the scale and date
Give each drawing a revision number.
- 04
Send one complete pack
A complete pack is reviewed faster.
- 05
Track the response
Assign someone to answer queries.
- 06
Keep the approval
Bring a copy of the approved drawings to site.
If it is rejected
A rejection usually comes with a list of comments. Fix exactly what was asked, resubmit with a new revision number, and avoid adding other changes at the same time. If a rule looks unclear, call the technical team instead of guessing. Many problems are resolved by a short conversation.
Small things that help
Name files with the show, stand number and revision. Send PDFs unless the manual asks for something else. Add a short note listing any features that may need attention, such as a closed ceiling. Reviewers see many submissions, and a clear one is easier to approve.
Frequently asked questions
01What drawings does an organiser need?
Usually a dimensioned plan and elevations. Complex stands need more. Your exhibitor manual lists them.
02Who submits the drawings?
Usually your stand builder, though you stay responsible for the stand.
03What if I miss the deadline?
You may face a fee or a delay, and your options may shrink. Contact the organiser straight away.
04Can I change the stand after approval?
Minor changes may be fine; structural ones usually need resubmission. Ask first.
Put it into practice
Exhibition stand technical drawings, drawn from the 3D design
A3 plan and elevations at scale, set-out grid, object schedule and a layered AutoCAD DXF, generated from the 3D design.
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.
