Exhibitions can bring great value to a business. They offer a platform to meet with customers, generate valuable leads, make connections, and even make sales. However, if you’ve organized an exhibition stand before, you will know the process can be a challenge. The exhibition stand welcomes a barrage of paperwork, from health and safety forms to risk assessment statements, and these can be difficult to handle if you’re not familiar with the industry.
Though it is possible to project manage your own stand, you’re going to want to be well prepared. We spoke with expert exhibition project managers from Quadrant2Design, a UK-based exhibition stand design and build contractor, and they offered expert advice and insights. The project managers spoke about the benefits of hiring an expert and provided tips to ensure success if you are going to organize your own stand.
The Exhibition Stand Design
The design is a fundamental part of your exhibition stand, and exhibition project managers often support this process! When managing a project on your own, you will liaise with many different departments. Often, a design consultant will communicate your vision to a CAD designer, who will perform the calculations and create the plans that make it a technical reality. Then, the graphic designer will bring the design to life. At Quadrant2Design, our project managers maintain clear communication across all departments, streamlining the process for you. You’ll have a single point of contact, ensuring you receive all the vital information you need.
Chloe Johnston, Project Manager, shared:
“Exhibitors sometimes underestimate the amount of work that goes into creating a polished design, and that’s a sign that you’ve got a really great project manager. If you’re organizing your own exhibition stand design, make sure you stay on your toes. Keep communication going with these teams the whole way through.”
Production Overview
Not only do the project managers offer a point of contact for the design, but they also oversee the production of the stand. Project managers conduct thorough quality checks throughout the production process. This ensures there are no nasty surprises or errors that can arise on build day.
Quadrant2Design go a step further than most contractors, offering a full pre-build before the show, which allows both the client and project manager to quality check the stand, and serves as a dress rehearsal for the big day. Clients often bring their products to trial placements ahead of the show.
Paulina Malysiak, Project Manager, shared:
“At Quadrant2Design, exhibitors are able to visit their stand pre-built in our showroom before they take it away to build, however, this is a rarity in the industry. If you’re buying from a different supplier, we highly recommend you find a space to pre-build your stand ahead of the show. It’s the only way to ensure everything is perfect on the event day.”
The Logistics Handling
Logistics handling requires great care, as it’s the area where, without an expert, things are most likely to go wrong. Project managers have a range of risk management systems that ensure every measure has been taken to get the stand installed at the event on time.
Project managers organize the vans and in-house installers to ensure they get to the show on time. No exhibition stand is ever left in a van overnight due to the risk of theft. Additionally, a large buffer window is allowed, so there is enough time to provide a solution in the rare case that anything goes wrong.
Lauryn Rowe, Project Manager, shared:
“When organizing the logistics of your exhibition stand, you want to make sure you plan well in advance and give yourself a good set of backup plans in case things go wrong. Many of the larger exhibitions have voyage control measures, where you have to book a specific time slot, so you want to book this as early as possible to get the best time slot.”
Risk Assessments and Method Statements
Project managers also handle and submit the large majority of your risk assessment and method statements. In this paperwork, you are expected to submit your stand size and height alongside CAD and electrical plans, as well as build and break-down plans, to receive build approval. Without experience, this paperwork can feel very tedious, especially if exhibitions are added on top of your usual workload.
Lily Upshall, Project Manager, shares:
“If you’re submitting your own risk assessments and method statements, I recommend you dedicate a good chunk of time to really go through them. Admin tasks may seem daunting if you’re new to them, but it’s important to submit them accurately. Set reminders for yourself if you think the paperwork might get lost within other tasks.
Summing Up
Managing an exhibition stand can be quite complex, but it’s possible to do it on your own if you stay disciplined and are firm with yourself. While it may sound trivial, a key responsibility of a project manager is to bring together all points of contact and help you stay organized with the tasks at hand. Remember, if things become too daunting, seeking help from a professional is always an option.
