Time is your best friend when preparing to attend an exhibition event with a stand. However, more often than not, time flies by and organising the stand feels rushed. This is why planning is so important throughout exhibition stand design. Hand in hand with planning is an understanding of time frames because knowing these allows you to plan effectively.

If you don’t understand the time frames involved in designing, manufacturing and shipping a stand, you can’t plan each step and ensure they are done with plenty of time to spare.

It could take up to 24 weeks for a bespoke exhibition stand or branded environment to be completed and ready to put together. So, at a minimum, you will need to start preparing the stand six months before the event you are planning to attend.

At Extreme Group, we are exhibition stand specialists, spending our days designing and managing the development and building of something captivating. While we work as fast as we can, we know that these take time. So, to give you the best experience, we have created a time frame that you can use when planning and preparing for the event.

Consultation and Briefing

Time frame: 1-2 weeks

The first step in any stand design and build will be a consultation and briefing.

This is a pivotal start to the process because it will allow the design team to get a deep understanding of what you are looking for in the design, as well as the objectives and goals of the stand. Are you looking for sales, leads or subscriptions?

Without a briefing, we can’t start our work.

Conceptual Design And Approval

Time frame: 2-4 weeks

Once we know what you are looking for from your stand and have discussed initial thoughts and content ideas, our team goes away to their desks to start creating first concept ideas.

We will create a number of different ideas based on our discussions in the previous phase.

When we have a selection of designs, we will get in touch with you to share these concepts with you.

Depending on you, we will set up a face-to-face meeting, video conference or discuss them through emails or messages.

During the process, we will get your feedback on each of the designs and start further developing one to go ahead with.

This phase typically takes between two to four weeks, but it can take longer, depending on your availability to discuss the concepts.

Detailed Design and Technical Drawings

Time frame: 2-3 weeks

By this stage, we will have agreed on a design to move forward with. So, the next step is to create detailed drawings of each aspect and include technical details and drawings.

Our job isn’t just about making your stand look good; it is also about making it work in the space you have.

So, at this point, we will start confirming the shapes and sizes of the stand and how it will fit together and hold itself up.

Points also covered at this step include:

Throughout this part of the process, we will keep in communication with you to ensure you know what is going on and to get opinions and thoughts on some more of the details.

Sourcing Materials

Time frame: 1-3 weeks

By the end of the previous step, we will have an agreed design with all details ironed out and thought of.

From here, it is time to source all the materials ready for manufacturing.

Manufacturing and Construction

Time frame: 4-8 weeks

As you are likely to have guessed, the manufacturing and construction stage will take the longest because there is quite a lot to do.

This stage will include:

  • Making the structure of the stand – cutting metal or wood panels to size, welding frames etc.
  • Printing graphics – brand messaging, banners and visuals printed on fabric, vinyl or backlit materials.
  • Electrical components – lighting systems, display screens and other electrical components are sourced and prepared for integration.

Once everything is ready, the stand will be pre-assembled, and quality checks will be done to ensure the stand will meet health and safety regulations and that it all fits together properly.

Logistics Planning And Coordination

Time frame: 2-4 weeks

If you are using our logistics and management service, while the manufacturing and construction of your stand are coming to a close, we will start to plan how the stand and elements will get to the event location and how it will run throughout the event.

Planning will include:

  • Setting the stand up and taking it down
  • Staffing the stand
  • Creating break rotas
  • Catering for staff
  • Waste management at the stand
  • Training staff on the objective of the stand and how to work any technical aspects
  • Coordinating with the event organisers to secure power access
  • Creating lead capture forms or systems

On-site Installation

Time frame: 1-3 days

As part of our logistics service, our team will also set the stand up at the event site.

Depending on how complex your stand is, this time frame could vary but typically will take between one to three days.

crane lifting boat

Work With Extreme Group To Design Your Exhibition Stand

The design, manufacturing and logistics process of a bespoke exhibition stand takes time, which is why it is important that you plan for that.

From an initial consultation and briefing to the stand being built in the event space, it could take up to 24 weeks.

At Extreme Group, we can project manage the whole process for you so you can focus on other aspects of the event. From the off, our staff can take care of everything, keeping you in the loop when you need to be and getting thoughts and feedback at each stage.

Each member of our team works hard to ensure we meet deadlines so that you get a stress-free experience and can look forward to the event.

We can also help you once at the event, working with your staff to create break rotas and arrange catering and waste management.

Contact our team to start the ball rolling on your next exhibition stand project. Call us on 01202 620550 or complete our online contact form, and we will get back to you to arrange an initial consultation.