You have booked the space, the show date is fixed, and the one question left is whether your stand will actually be ready. The honest answer depends on how much lead time you give the build. Below is a countdown from the day you confirm the space to the day the stand is dismantled, with what happens in each phase and what to prepare.
As a rule of thumb, plan about 8 to 10 weeks for a fully custom stand and 4 to 6 weeks for a modular or system-based stand with custom graphics. Timelines vary by stand size, complexity, and the organiser’s rules, and a rush job under three weeks is possible but limits design options.
The countdown, phase by phase
8 to 10 weeks out: space confirmed, brief shared
Once the space is booked, get three things from the organiser: the floor plan, the exhibitor manual and the build-up dates. Then send your designer a brief with the stand size, the open sides, the products you will show, your brand colours and logo, and a budget range. A clear brief at this stage saves more time than any later shortcut. If you have not yet chosen the stand type, read our guide to island, corner and inline booths first.
7 to 8 weeks out: concept and 3D design
The design team prepares a concept and a 3D view of the stand, usually one or two rounds of changes. Expect to review the layout, main brand wall, reception, demo and meeting areas, and lighting. Decisions made quickly here keep the schedule safe. See how we work on 3D exhibition stand design.
6 to 7 weeks out: approvals
Many shows require the organiser to approve stand drawings, particularly for tall structures, hanging signs, double-deck stands, and anything that needs extra power. Submit drawings as soon as the design is final, because approval can take several days and any comments mean another revision.
3 to 6 weeks out: fabrication
This is the longest phase. The workshop cuts and builds the structure, finishes the surfaces, prints the graphics, and prepares the lighting, furniture,e and electrical. A good workshop assembles the stand once before dispatch to check every joint and graphic. Read about our stand fabrication process.
2 to 3 weeks out: final graphics, packing and transport
Final artwork, product names and any last text must be locked now. The stand is packed, labelled and sent to the venue. For shows abroad, add time for shipping and customs, and ask your stand partner whether the stand will be built locally instead.
The final days: move-in and installation
The organiser sets the build-up window. For many stands, installation takes one to three days depending on the size and complexity, and larger or double-deck stands need more. Lighting, carpet, furniture, product display and a final clean take place on the last day. Our on-site installation team manages this with the organiser’s schedule.
Show days and dismantling
A site supervisor should stay on the floor on the first day to handle any repairs. Dismantling usually has to be completed within a short window after the show closes, so confirm the move-out time and the transport booking before the show starts.
At a glance
| Phase | When | What you need to do |
| Project Brief | 8 to 10 weeks before show | Share floor plan, manual, size, products and brand files |
| Designing | 7 to 8 weeks before show | Review the 3D concept and give feedback within 48 hours |
| Approvals | 6 to 7 weeks before show | Sign off drawings and submit to the organiser |
| Fabrication | 3 to 6 weeks before show | Approve graphics proofs; confirm furniture and AV |
| Dispatch | 2 to 3 weeks before show | Lock text, confirm transport and move-in pass |
| Installation | Build-up days | Send a decision-maker to sign off the finished stand |
| Dismantling | After the show, as per the terms & conditions | Stand dismantling, remove materials & equipment, and clear the exhibition space as per organiser guidelines. |
What usually delays a stand
- Late brand files: logos, product images, and text arriving after fabrication starts.
- Slow feedback: design rounds that take a week each instead of a day or two.
- Organiser approval: drawings sent late or rejected for height, rigging, or electrical limits.
- Changing the size or position: a new stand position after design means starting again.
- Imported items: furniture, screens, or materials that must be shipped in.
If you only have three weeks
It is still possible, but plan around it. Choose a modular system with custom graphics rather than a fully custom structure, send every brand file in the first two days, give feedback within 24 hours, and skip anything that needs organiser approval, such as hanging signs. Expect rush charges, because the workshop will have to reschedule other jobs.
Plan backwards from the show date
Check the dates of the shows you plan to attend in our exhibition calendar, count back ten weeks and mark that day as your brief date. If that date is already close or past, tell us as soon as possible, and we will suggest the quickest build option that still looks good.
Show coming up soon? Send us the show name, your stand size, and the dates, and we will tell you what timeline is realistic and share a custom design and quote within 24 hours. Get Your Custom Stall Design →
Stall build time: quick answers
How long does it take to build an exhibition stall?
As a rule of thumb, 8 to 10 weeks from brief to show for a custom stand, and 4 to 6 weeks for a modular stand with custom graphics. The exact time depends on size, complexity, and organiser approvals.
How long does installation at the venue take?
Many stands are installed in one to three days within the organiser’s build-up window. Large or double-deck stands need more time, so check the build-up schedule in the exhibitor manual.
Can a stall be made in two weeks?
A simple modular stand with custom graphics can sometimes be done in two to three weeks, but design options are limited, and rush charges usually apply.
When should I send my logo and artwork?
At the start, with the brief. Final text and product images must be locked before fabrication begins, around three weeks before the show.
Does the organiser need to approve my stand design?
Many shows require drawings to be approved, particularly for tall structures, hanging signs, double-deck stands and extra power. Check the exhibitor manual for the deadline.
What if the show is abroad?
Add time for shipping and customs, or ask your stand partner whether the stand can be built locally in the venue country.
