Exhibition print becomes stressful when the stand booking, copy, artwork and production deadlines are treated as one task. Work backwards from the date the material must be at the venue, not the morning the event opens.
Eight to six weeks before
Confirm the stand size, surfaces, delivery rules and what visitors should take away. Agree one primary message and decide which details belong on the stand, in a brochure or on a landing page.
Six to four weeks before
Collect current logos, product information, contact details and what you want visitors to do next. Ask the chosen suppliers for their artwork templates before design begins. Allow time for internal approval rather than assuming it will happen in one round.
Production and delivery
Confirm the supplier turnaround for each item and add time for proofing, corrections and transport. Venue deliveries may have booking slots, labels or handling rules that an ordinary office delivery does not.
What to include in the print brief
Send the finished size, quantity, material or expected use, artwork status, deadline and full delivery details. Large-format and fabric products each have their own templates and visible areas, so design to the selected supplier specification.
Our managed print service can help you choose materials, check artwork and arrange printing and delivery for the event.
Example: a stand, a leaflet and a follow-up
For a small event, a roller banner might introduce the main offer, while a leaflet gives the visitor a reason to contact you afterwards. Agree that next step before designing either item. A short web address or tested QR code can lead to a relevant page, rather than making someone search the homepage for the offer they saw.
The banner needs to be read from several steps away. The leaflet can carry detail. Ask for the supplier template for the exact product you will order, including any area hidden in the base or trimmed during finishing.
Keep a simple approval record
- Final artwork filename and version.
- Finished size, quantity and chosen material.
- Named person approving the proof.
- Supplier deadline and expected delivery date.
- Venue address, booking slot and on-site contact.
Use these timings as a starting point. Ask your printer to confirm production and delivery dates for each item before committing to the event deadline. If time is tight, a smaller range may be easier to get ready.
Planning a print job?
Tell us what you need to print, when you need it and what artwork you have. Andy will suggest a practical next step.