Basic steps
1. Research
You need to choose the right exhibition for you. This includes:
Set a financial framework in advance;
Choosing an exhibition based on your market needs;
Familiarization with the financial side of the exhibition (area, services, other costs related to the fair);
Also familiarize yourself with the prices of accommodation and transportation.
2. Idea
When creating a stand, the client's vision is fundamental - colors, openness, layout, needs, inspirations.
3. Design
Design combines the client's vision with reality. Everything proposed on paper becomes voluminous. Changes are discussed and made if something is not suitable.
4. Offer
Once you have finalized what the stand will look like, what materials will be used, what screens will be there, and many more details, you should receive a detailed quote that describes exactly what materials will be used.
Breakdown of steps
1. Research
1.1 There are many exhibitions in Europe, often several on the same topic, but there are always several "main" exhibitions on a certain topic. For the retail sector, one of the main exhibitions is EuroShop - it is held once every 3 years and brings together people from all over the world; one of the main exhibitions for solar energy is InterSolar - it is held every year and brings together all the biggest names in the industry.
1.2 You can check our proposals for exhibitions for different industries on our website or do your own research. After choosing an exhibition, it is a good idea to contact the organizers and request detailed information about the fees due, which are:
- How much does a square meter of open space stand cost
- Is there a fee for project approval?
- How much do additional services cost - electricity, water, suspension points - if you have other needs, it is a good idea to check them as well.
- How much does it cost to unload a truck (each exhibition works with a specific subcontractor) and how much does it cost to store empty packaging and full packaging (in case the construction company has left something essential in its packaging. Also, this is a way to "prioritize" the storage of the left-over items at some fairs)
1.3 You have become familiar with the exhibition - it is time to get to know the area.
- How will you travel? How much will it cost?
- Where will you sleep? How much will sleeping and transportation cost you?
1.4 One of the main costs of an exhibition abroad is the transportation of the exhibition stand. It is good to keep this in mind, as we can give you very rough indicative prices after finalizing the design. Despite the serious expense, your stand will probably still be cheaper comparable local offers.
2. Idea
The idea of the stand is a major part of creating your vision. It is important to specify the following things.
2.1 Stand colors - you will probably use the colors from your corporate vision, but they should be provided in as many formats as possible, since different materials go with different formats. For example - for paint it is RAL, for fabric printing it is CMYK and so on. Of course, we will tell you which system we need. Different systems don't have the same colors - if they differ drastically, we will help you choose the right one.
Keep in mind that the lighting of the stand can change the color on the spot!
2.2 The next step is to choose how "open" you want your stand to be. Should there be any decorative elements along the edges with the aisles to create more closure and comfort for meetings or do you want to be as open as possible and emphasize large details that attract attention? Maybe you want to attract customers, but have a more secluded meeting place?
2.3 What about meeting spaces? If you have an idea of how many people from your team will be on site and how many of them will be conducting meetings individually or in a group, you can make a rough estimate of how many meeting spaces you need. Do you want them with low chairs so that your guests feel comfortable and stay for longer, or do you want them to be high chairs so that the meetings happen quickly and tightly?
And what about storage? Do you need a more space to store marketing materials and clothes in the colder months?
What about a bar? An easy way to attract visitors to the stand is always a bar. You can start with just coffee, you can also offer alcohol and cocktails, or maybe food. It all depends on your vision. If you need a barista or bartender - we have them! They will certainly be an indispensable part of your stand and will create the necessary atmosphere. If there is a bar and if there are many things to be served.. you will also need a larger storage space.
And what do we do with the screens? Big, small, touch screen? LCD or LED? Well, we can discuss that and give you ideas when we meet.
2.4 Everyone has seen a design at some point that impressed them and said to themselves "Oh, how nice it would be if we had one like that". When you show it to us, we can take a few details and adapt them to your stand. Of course, we will not copy it, after all, the design is someone else's intellectual property, and it would not look good to have a copy.
3. Design
After these, probably seemed like long two steps, it's time for design.
3.1 After we have heard your vision for the design, it's time to make them a reality. We create volumes of the stand to see if what you imagined works also in reality. It is often difficult for a person to have an accurate idea of the volumes of everything and to be able to arrange everything in your mind. After we have created the volumes and arranged them on the stand, we will send you an interactive 3D where you can view your stand from every angle.
3.2 You liked how it looks in volumes, time to give it some color. We will add your corporate colors and put demo graphics in the places where you would like to have graphics. Again, you will be able to view everything in interactive 3D.
3.3 We discuss final changes - if you want something to change, move, something came to your mind at the last minute and then we finalize the vision. At this point, you will have received an offer for which we will need to have your approval to proceed further. If everything is correct - we give you requirements for the graphics and their sizes, if you have screens you will also receive requirements and sizes for them.
Important! It is important to keep in mind that the graphics and videos for the stand must be provided by you according to the set criteria. You will also receive a final 3D vision of the stand with all applied graphics so that you know what you will get in the real world.
4. Offer
4.1 The offer is a very important part of your relationship with the construction company. It should well describe all the things you need to get at the stand. Read carefully, because traps are often set. Here are some of them:
LED wall - yes, but it doesn't mention what kind. You agreed on P1.5, but written like that, they can give you P4. The difference in price is serious, as well as in quality.
Carpet - black - yes, but there are carpets of all kinds. Some are nice and thick, they give the feeling that you are at an expensive stand, others are as thick as several sheets of paper. Ask for the thickness, or if unavailable, agree on a model from a catalogue.
Wall - red - yes, but how will it be made? MDF panels with a coating or painted on site or with a textile wall or stretched vinyl?
These are just some examples from real cases. The difference in the prices of materials is huge and it is very possible that because of such a written offer you will be deceived into thinking that you are getting the dream stand at a low price, but it turns out that it is not exactly like that.
4.2 If all parties are satisfied and the offer is accepted, at least with us this is the beginning of our mutual work. At this point we begin preparing a technical project for presentation and approval by the organizers, requesting technical services and taking over the entire technical communication with the organizers.
Important!
Each fair has requirements for construction companies - working methods, special restrictions on the materials used and others according to the legislation in the country. Each organizer has the right to add additional requirements according to their views on safety. Violation of these requirements leads to serious fines, payable by both the construction company and you. Check whether your construction company has familiarized itself with the instructions of the organizers in their official documents!
Do you have any questions? We will be happy to answer them! Write us and we will try to give you the most specific answer possible!