Stand design, from the sketch to handover on site
Stand design does not end with the render. At an exhibition a stand goes up in two days and comes down in a few hours. Without fabrication drawings the build crew improvises on site and the result drifts away from the render. At Vantage Events the design and the fabrication drawings come from the same team. We propose modular construction when the stand will be reused, and custom fabrication when the form demands it. Either way the material list, budget schedule and build sequence are documented. We also handle technical clearance with the exhibition organiser, the build, on-site supervision and the derig.
Lighting, screens and graphics on the stand
In an exhibition hall a stand stands next to dozens of others and has a few seconds to catch a visitor's eye. That is why lightboxes, LED screens and graphics are designed in from the start rather than added later. Because screens and lighting come from our own inventory, we show the power load and cable runs on the drawing.
Every organiser has its own technical rules: height limits, rigging policy, fire safety, power supply. We submit our response to those rules with the drawings so the stand passes inspection on build day. The same applies to outdoor structures: for Hepsiburada's 15-day campaign in central Baku we ran a 2×2×2 m gift-box installation from permits to derig.
The derig is part of the plan too. When the exhibition closes, the organiser wants the hall cleared quickly, so packing and transport of modular parts are calculated in advance. Parts of a modular stand are stored for the next exhibition.
What's included
- 01Concept sketch and 3D renders from several viewpoints
- 02Fabrication drawings and material list
- 03Modular or custom construction, whichever the brief needs
- 04Graphic production: print, lightboxes, LED screens
- 05Technical clearance with the exhibition organiser
- 06Build, on-site supervision and derig
- 07Material and budget schedule, build schedule
How we work
Five steps. Each one ends in a document, so the client can see what is ready at every stage. The word methodology usually stays on a slide. Here each step has an owner, a deadline and an approver written down in advance. As events grow, the steps stay the same and only the documents get thicker.
- 01
Brief and objective
We write down who should do what after the event. The measure of success comes from here, not later.
- 02
Concept and programme
Format, narrative, guest journey and a minute-by-minute programme.
- 03
Drawings and clearance
Stage plan, rigging plan, load calculation. The venue's technical department signs it.
- 04
Build and delivery
The crew works to the drawing. On the day the operating crew stays in the room.
- 05
Derig and report
The venue is handed back. The report sets what was planned beside what happened, cost included.
Technical base
The technical base of the event is ours and does not depend on a rental chain. Our own team produces the drawings. Since 2023 we have delivered 17 projects, and our clients include 15 government and international institutions.
- 1,000 m²
- LED screens
- 920
- lighting fixtures
- 1,200 m
- TÜV-certified truss
- 186
- PA units
- 249
- microphones
- 1,000+
- guests at our largest event
Frequently asked questions
What does stand design include?
A concept sketch, 3D renders, fabrication drawings, a material list and a budget schedule. You can take the design alone, or together with fabrication, build and derig.
Modular stand or custom build?
If the stand will be used at several exhibitions, modular construction is more economical: parts are stored and adapted to a new footprint. A one-off stand with a distinctive form calls for custom fabrication. The budget schedule shows both options side by side.
Do you supply LED screens and lighting for the stand?
Yes, LED screens and lighting fixtures come from our own inventory. We show the power load and cable runs on the drawing so clearance with the organiser goes quickly.
Do you build stands outside Baku?
Yes, we also work in the regions of Azerbaijan. Transport, the build schedule and the derig are planned together with the drawings.
What should I send for a stand design?
The exhibition name and dates, the stand area and type (corner, island, inline), your brand guidelines and what will be displayed. With that we reply within one working day and set out the next steps.
How long does it take from design to build?
It depends on the stand size, the type of construction and the organiser's document deadline. Once we have the brief we build the schedule backwards: render, approval, fabrication, clearance with the organiser and build days.
Let's discuss your event
A brief can be one paragraph: what the event is, the date, the number of guests and which part you need from us. We reply within one working day with a technical plan and a budget.