Start with the organiser’s access instructions
Find the current build-up and breakdown schedule in the exhibitor manual. Confirm the correct hall, vehicle entrance and stand number. Read how vehicles book in, where drivers wait and what passes contractors need. Do not use public opening times as your delivery window.
Choose one logistics owner. That person should hold the booking references, driver contact, packing list and on-site contact, and know who can resolve an access problem.
Check what “delivery” includes
A courier arrival at the venue may not include unloading, carrying to your stand or unpacking. Ask where the carrier’s responsibility ends. If you need a forklift, specialist handling, an advance warehouse or empty-case storage, agree it before dispatch.
For large or heavy items, supply accurate packed dimensions and weights to the handling contractor. Do not assume a pallet can pass through every access route or that lifting equipment will be available without booking.
Create one delivery sheet
- Event name, hall, stand number and exhibitor name.
- Approved vehicle entrance, booking reference and arrival window.
- Collection address, carrier, driver contact and on-site receiver.
- Numbered packages, dimensions, weights and handling needs.
- What is delivered to the stand and what needs a separate contractor.
- Empty-case storage location and return instructions.
- Breakdown window, collection reference and final destination.
Label each package so it can be identified if separated from the shipment. Keep a copy of the packing list somewhere other than inside the sealed cases.
Sequence the build
Agree what must happen first: flooring and structure, services, graphics, furniture, equipment and final dressing. Leave room for checks before staff arrive with stock. Avoid booking every contractor for the same narrow window when they depend on one another.
Follow the organiser’s site rules and the contractor’s risk assessments. Build-up is a work site, not a visitor session. The NEC specifically advises high-visibility clothing in offloading areas; confirm the rules for your own venue and role. Use competent people for electrical work, lifting and other specialist tasks.
Inspect before accepting handover
Check the stand against the agreed plan and record defects with the contractor while they can still fix them. Test the actual demonstration, including network access, sound and charging. Know where isolators, storage keys and support contacts are.
Keep aisles and access routes clear. Remove packaging through the approved process rather than assuming it can remain behind a display. Brief the show team on what they can safely move and what needs the contractor.
Plan the return before the opening day
Confirm when dismantling may begin and when the vehicle can collect. Assign responsibility for packing, counting and signing off the shipment. Keep reusable components and graphics protected, and record missing or damaged items before storage.
For goods crossing borders, ask a freight specialist about customs documents and the appropriate temporary-import arrangements for the actual shipment. Do not assume UK domestic delivery instructions cover international movements.
Use our venue guides for official starting points and the supplier directory for logistics and installation services.
Sources and research basis
Sources checked 2026-10-17. Supplier capabilities and venue specifications are attributed to their published documentation. No first-hand test or visit is implied.
The event-specific manual and competent contractor advice take precedence over this general checklist.