Designing and managing a stand requires much more than what meets the eye. Different pieces of equipment, materials, and decisions must be aligned to ensure a positive experience at a fair or congress.
From a first mockup to closing the fair, each fair requires coordination, clear timing and precise execution.
Planning phase
Everything starts with defining objectives and needs. It is in this phase that you determine what type of experience you want to offer, what message you want to give with your stand and what types of clients you want to attract. This phase is determining what the next steps are, which is why it's essential to clearly define these objectives.
Design phase
In this phase, the stands' look and feel are defined, always in line with brand guidelines. Decisions about materials, types of structures, aesthetics, if it will have a sustainable approach, and everything that affects logistics.
Production
Once the design is approved, production starts, and this is when the stand starts to materialize. Each part must be made with precision. That's why the stand building, processes, and quality control are key. It's not just about the stand being attractive, but about it being functional, resistant, and safe.
In this phase, material transportation also starts to be organized, which is especially relevant when you must move voluminous or delicate structures that must arrive at international destinations within tight time slots. Anticipating these logistics can help avoid last-minute mistakes.
The assembly
Assembly is probably the most visible part of the process, but also the most critical. There is little room for error and a lot at stake. Teams work under pressure and with limited time. Arrival at the venue, access points, coordination with suppliers, and the installation of each element must be planned in advance.
Considering the modularity of the design or the assembly sequence is very important, as it directly affects the timing and efficiency of the process.
Here, knowledge about STAND ASSEMBLY AND DISASSEMBLY: HOW TO OPTIMIZE THE PROCESS? is key—it helps resolve unforeseen issues and avoid delays. Logistics is largely about anticipation.
During the Event
Once the event is underway, logistics don’t stop. During the event, it’s often necessary to make adjustments, replenish materials, or resolve technical issues.
It’s also common to restock promotional materials and handle unexpected technical problems. This part of the work often goes unnoticed, but the client needs to have a smooth and professional experience. For that, one must always be prepared.
Disassembly
At the end of the event, disassembly begins. Here, speed is just as important as safety. Venues usually give very short deadlines to remove all materials, and teams must work efficiently to dismantle and load everything without damaging the materials—especially those that will be reused.
Sometimes, part of the stand is stored for future activations, and other times it is recycled or donated, depending on the client’s policy.
Conclusion
Stand logistics aren’t just about moving structures from one place to another. It’s about creating an experience that works in the moment. Each phase is key to ensuring everything flows naturally and professionally. When that’s achieved, logistics go unnoticed. And that, often, is the best indicator that everything went well.
