Every UK exhibition venue issues an exhibitor manual with its own set of deadlines, and missing them costs you money, access, or both. The deadlines that catch people out most are the ones that aren't about the stand itself — electrics orders, insurance certificates, and risk assessments — because they're easy to assume your stand company is handling when the responsibility often actually sits with you as the exhibitor.
The Deadlines That Matter Most
Electrics and rigging orders: almost every UK venue requires these booked directly with their in-house contractor by a set date, and late orders are typically charged a premium — sometimes double the standard rate. Insurance and risk assessments: most venues require exhibitor public liability insurance certificates and a method statement or risk assessment for anything beyond a basic shell scheme stand, submitted before a set cut-off. Freight and logistics: if you're shipping stock, display materials or AV equipment separately from your stand build, most venues have a separate booking deadline and delivery window for freight handlers.
Build-Up and Breakdown Windows
Every venue allocates a fixed build-up window before the show opens and a breakdown window afterwards — arrive outside your allocated slot and you risk losing your loading dock booking to another exhibitor. Confirm your specific build-up and breakdown times as soon as they're published, not just the show's general opening dates, and share them with your stand company well before build day.
Who's Actually Responsible for What
A full-service stand company will typically handle the physical build, but exhibitor-specific paperwork — your own public liability insurance, badge registration, and sometimes your own risk assessment for stand furniture or activities — usually remains your responsibility as the exhibitor, not your stand company's. Confirm this split explicitly when you brief your contractor, rather than assuming it's covered — see our full buyer's checklist for the questions worth asking upfront.
How to Stay Ahead of the Deadlines
Read your exhibitor manual in full as soon as it's issued, not the week before the show — deadlines are usually listed together near the front. Build a simple deadline list the moment you book your stand space, and brief your stand company on it early so nothing falls through the gap between what they assume you're handling and what you assume they are.
Frequently Asked Questions
What deadlines does an exhibitor manual usually include?
Electrics and rigging orders, insurance certificate submission, risk assessments or method statements, freight and logistics booking, and confirmation of your build-up and breakdown times.
What happens if I miss an electrics order deadline?
Most venues charge a late-booking premium, sometimes significantly above the standard rate, and in some cases can't guarantee power will be ready for your stand opening.
Who is responsible for exhibitor insurance — me or my stand company?
Usually you, as the exhibitor. Your stand company typically handles the physical build; your own public liability insurance and paperwork usually remain your responsibility. Confirm this explicitly before the show.
When should I read the exhibitor manual?
As soon as it's issued by the organiser — deadlines are usually clustered near the front, and several fall well before the show itself.
Need help keeping your build on schedule? Talk to our team.
