Deliver exhibition stands from brief to breakdown, on one system
A complete project kit for stand designers, builders, agencies and in-house exhibition managers: the method in a 10-chapter e-book, and the workbooks, forms, templates and site cards to run it on your next show.
- A 16-sheet Stand Project Workbook: organiser deadlines with traffic lights, quote builder with margin, change orders, crates, freight, build schedule, snagging and final cost
- Four fillable forms: stand brief, manual checklist and design approval, contractor induction and build-up day, handover and snagging sign-off
- Brand-ready Word templates: proposal, quote and terms pack, 43 client and supplier messages, method statement outline and a client show pack
- A 6-page site print pack, a 16-week calendar, a task board import and 26 AI prompts with human checks
The Exhibition Stand Project Kit · Bodhih Pro Kits · 271 by Bodhih Training, trainers to 2,000+ companies since 2008.
How do you manage an exhibition stand project from brief to breakdown?
Run it in eight stages: brief, exhibitor manual, design and approval, quote and contract, production, logistics, build-up and handover, breakdown and review. The Exhibition Stand Project Kit from Bodhih Training gives you a form, sheet or template for each stage, with a worked example of a 36 sqm stand at an overseas show.
Want the full free guide first? Read How Much Does an Exhibition Stand Cost? A Line-by-Line Method.
You already feel the problem. Here is what it is costing you.
Deadlines buried in a 70-page manual
Electrics, internet, rigging, badges and insurance all have dates, and the early rate is the real deadline. Miss one and the late rate lands on an invoice the client did not expect.
Quotes that look fine until the freight invoice
Return freight, venue handling, storage and waste are easy to forget, and bulky crates are billed on volume. The margin disappears after the show, quietly.
Changes agreed on the phone
A 'small extra' three weeks out becomes two days of joinery nobody priced. Without a written change order, the conversation happens at the final invoice.
Build-up days that depend on memory
Who is inducted, which crate holds the fixings, when the riggers come, what the client must sign. When it lives in one person's head, the stand depends on that person's sleep.
Picture the next few weeks with the kit open beside you.
Picture the next enquiry arriving. Instead of guessing from the email, you open the stand brief form, ask the questions that matter, and log the project before anyone opens design software.
When the exhibitor manual lands, you notice how calm it feels to type every dated item into the Deadlines sheet in one sitting and watch the traffic lights tell you where Monday starts. As you build the quote line by line, the margin is there in front of you, before the client sees a price.
Imagine the build-up morning: the crew inducted and signed, the crates packed to a list, the schedule set by the hour, and a handover walk-round that ends with a signature instead of an argument. Whether you start with the workbook tonight or the brief form tomorrow, each stand you run through the eight stages leaves you with numbers you can use on the next one.
20 files that do the work for you
The e-book shows you how. The tools make it happen. Here is exactly what you download.
The Exhibition Stand Project Kit (e-book, PDF)
The guide: methods, worked examples, scripts and exercises
Start here: the stand project map
The job on one page: eight stages with the file to open, your first hour, Brand it in five minutes, your first week, the 30/60/90-day plan and where to measure your starting point.
Stand Project Workbook
16-sheet workbook: Settings, project register with margin, organiser deadline RAG tracker, quote builder and summary, change orders, suppliers, graphics, crates with chargeable weight, freight, build schedule by hour, snagging, quoted against final cost, trend and a dashboard with four charts.
Stand Cost and Quote Calculator
Budget estimate from size, stand type and your own rates per area unit; four stand types compared at the same size; custom against owned modular over six shows; dashboard with three charts.
Stand brief form
Three-page fillable brief you complete with the client in the first meeting: objectives, audience, messages, stand size and type, must-haves, brand assets, budget, decision makers and dates.
Organiser manual checklist and design approval sign-off
Three pages: the facts to pull from the exhibitor manual, every dated order and form, and the design approval sign-off with internal, client and organiser checks.
Contractor induction record and build-up day checklist
Three pages: the induction you give every contractor before they work on your stand, a signature record, and the hour-by-hour build-up day checklist.
Handover and snagging sign-off
Two pages: the handover walk-round with the client, a snag list with severity, owner and fix time, and sign-off; plus the breakdown and return notes.
Stand proposal, quote and terms pack
Brand-ready client proposal with price table, inclusions, exclusions, assumptions, timeline and payment stages; a plain-words terms discussion sheet for your lawyer; and a one-page change order.
Stand project message library
43 ready-to-personalise emails and chat messages for every moment of a stand project: enquiry, brief, design approval chasers, organiser submissions, quotes, change orders, suppliers, logistics, delay notices, handover and post-show.
Method statement and risk assessment outline
Structured outline for a competent person to complete for each stand: the work, responsibilities, sequence, a hazard table with typical stand-build hazards, emergency arrangements and sign-off.
Client show pack: stand staffing brief and post-show report
Brand-ready two-part pack for the client: a stand staffing brief for their team (stand at a glance, working the stand, safety, last day) and a post-show report template with delivery numbers and a reuse plan.
Worked example pack: a 36 sqm space-only stand at an overseas show
The kit's forms and sheets completed for one composite project, from brief, deadlines and design approval to quote, change orders, crates, build-up, snags, final cost and post-show review.
AI prompt pack for stand projects
26 tool-agnostic prompts in 6 groups (brief and design, manual and deadlines, quotes, suppliers and logistics, build-up and safety, after the show), each with what to paste in and what to check.
Stand type decision card and mistakes that cost stands
Two one-page cards: choose shell scheme, modular, custom or hybrid in six questions, and the ten mistakes that cost stands with what to do instead.
Numbers that matter: KPI card
Eight stand business numbers with plain-words definition, exact formula, where each lives in the workbook, the worked example's value and what to do if it moves.
Stand rules and logistics notes by country (dated)
Dated reference: what to check in every manual, country patterns (UK, US and Canada, EU, UAE and GCC, India and others), carnets in brief and sustainability references. Correct at November 2026.
Stand site print pack
Six printable pages for the hall: build-up day checklist card, contractor induction card, handover and snagging card, crate labels (four per page), emergency who-to-call card and a breakdown and load-out card. Laminate and use on site.
16-week stand project calendar
41 events from brief to post-show review, with a Friday deadline check every week. Import into Google Calendar, Outlook or Apple Calendar and move the start date to 16 weeks before your build-up.
Stand project task board (CSV import)
46 tasks with phase, week, offset from build-up, owner and the kit file to use. Imports into Trello, Asana, Notion, Planner, Jira or a spreadsheet.
Chapter by chapter
Each chapter opens with a real situation, gives you a method and ends with something to do today, using the tools in your kit.
- Format
- PDF e-book + XLSX + fillable PDF + DOCX + printable PDF + ICS + CSV
- Files
- 20 files plus a one-click ZIP
- E-book
- 70 pages
- Workbooks
- 16-sheet project workbook and 8-sheet calculator with sample data, formulas and dashboards
- Works with
- Excel, Google Sheets, LibreOffice, Word, Google Docs, Acrobat Reader, GoodNotes, Google Calendar, Outlook, Apple Calendar, Trello, Asana, Notion, Planner, Jira
- Best for
- Stand companies, agencies, freelancers and in-house teams delivering shell scheme, modular, hybrid or custom stands in any country and currency
The Stand Is a Project: Brief, Scope and Stand Type
Run the brief in the client's words and choose the stand type from four priced options.
Reading the Exhibitor Manual: Deadlines That Bite
Read the manual once, log every dated item on the day it arrives and run a Friday check.
Design and Approvals: Rules, Renders and Sign-Off
Check the design against the rules before the client sees it, and collect three signatures.
Costing and Quoting a Stand
Build the price line by line across eleven categories and read margin, not markup.
Contracts, Change Control and the Client
Agree plain-words terms, then price, send and approve every change before you build it.
Suppliers, Graphics and Reuse
Register and brief suppliers, run graphics as their own schedule and design for reuse.
Logistics: Packing, Freight, Carnets and Storage
Pack to a crate list, quote freight on chargeable weight and treat carnet items as goods that come home.
Build-Up, Safety and Handover
Plan the build by the hour, induct every person and snag before and with the client.
Show Days, Breakdown and the Post-Show Review
Brief the client's stand team, break down in order, close the money and review with numbers.
AI in the Stand Project, With Human Checks
Use AI to structure and draft, never to decide, with a named person checking everything.
Not just reading. Tools you will actually open again.
E-book
- The Exhibition Stand Project Kit e-book: 10 chapters, 2 appendices and 23 figures, including chapter banners, two story strips, five charts from the worked example, five infographics and an annotated dashboard (PDF)
Start here
- 00-Start-Here-Stand-Project-Map: eight stages with the file to open at each, your first hour, Brand it in five minutes, your first week and a 30/60/90-day plan
Workbooks
- Stand-Project-Workbook: 16 sheets including Settings, Projects, Deadlines, Quote Builder, Quote Summary, Change Orders, Suppliers, Graphics, Crates, Logistics, Build Schedule, Snagging, Actuals, Trend and a Dashboard with four charts and traffic-light KPIs
- Stand-Cost-and-Quote-Calculator: 8 sheets: budget estimate, four stand types compared at the same size, and custom against owned modular over six shows
Forms
- Stand-Brief-Form (3 pages)
- Organiser-Manual-Checklist-and-Design-Approval (3 pages)
- Contractor-Induction-and-Build-Up-Day-Checklist (3 pages)
- Handover-and-Snagging-Sign-Off (2 pages)
Word templates
- Stand-Proposal-Quote-and-Terms-Pack: proposal and price table, plain-words terms discussion sheet and a one-page change order
- Stand-Project-Message-Library: 43 emails and messages from enquiry to post-show
- Method-Statement-and-Risk-Assessment-Outline (for a competent person to complete)
- Client-Show-Pack-Staffing-Brief-and-Post-Show-Report
- Worked-Example-Pack-36-sqm-Stand-Overseas
- AI-Prompt-Pack-for-Stand-Projects: 26 prompts with what to paste and what to check
Cheat sheets
- Stand-Type-Decision-and-Mistakes-Cards
- Numbers-That-Matter-KPI-Card: eight numbers with exact formulas
- Stand-Rules-and-Logistics-Notes-by-Country-Nov-2026 (dated)
Print pack
- Stand-Site-Print-Pack: 6 pages: build-up day checklist, contractor induction card, handover and snagging card, crate labels, who-to-call card, breakdown and load-out card
Calendar and import
- 16-Week-Stand-Project-Calendar: 41 events for Google Calendar, Outlook or Apple Calendar
- Stand-Project-Task-Board: 46 tasks as CSV for Trello, Asana, Notion, Planner or Jira
When you have worked through it, you will be able to…
Every outcome is practised with a worked example and a tool, not just described.
- You will be able to run a stand brief that turns 'something modern' into objectives, messages, must-haves and a budget
- You will be able to log every exhibitor manual deadline with traffic lights and a weekly check
- You will be able to check a design against organiser rules and collect internal, client and organiser sign-off
- You will be able to build a stand quote line by line and read its margin before you send it
- You will be able to price and agree changes in writing before you build them
- You will be able to pack, label and ship crates on chargeable weight and plan carnet items
- You will be able to plan build-up by the hour, induct contractors and hand over with a signed snag list
- You will be able to close each project on final cost by category and change your next estimate
Know your starting point. Prove your progress.
People who measure before and after improve faster and can show it. AssessAll, our sister assessment platform, has AI-graded assessments that pair with this kit. Take one now, work through the kit, then re-take it.
A taste of the Conclusion
None of it was luck, and none of it was perfect. Two orders went in late. Freight ran 13% over because of one bulky crate. The margin finished below target. But every one of those facts is visible, explained and already turned into a rule for New Delhi: internet and furniture ordered with electrics, the counter top flat-packed, artwork after the file deadline handled by change order. That is the whole method. A brief in the client's words. The manual read once and logged the same day. A design checked against the rules before anyone signs it. A price built line by line. Changes agreed in writing before they are built. Suppliers registered and briefed. Freight quoted on chargeable weight. A build planned by the hour with an induction for everyone. A snag walk, a signed handover, a reverse-order breakdown and a review with numbers.
The honest comparison
| Free templates and typical advice | This kit | |
|---|---|---|
| Deadlines | Dates copied into an email or remembered | Deadlines sheet with days-to-due, RAG and on-time tracking across every project |
| Quoting | A one-page price with hidden gaps | Quote builder by line and category with markup, contingency, margin and price per area unit |
| Changes | Agreed by phone, argued at invoice | Change order log and a one-page change order with a decide-by time |
| Freight | Quoted on weight | Crate register with volumetric and chargeable weight, and a two-way freight tracker |
| Site | Generic safety checklist | Method statement outline, induction record, build schedule by hour, handover sign-off and laminate-ready cards |
| After the show | Nobody looks back | Actuals by category, a dashboard, a post-show report and a reuse list |
Made for you if…
- Project managers at stand design and build companies
- Event agencies that deliver stands for their clients
- Freelance stand project managers working alone or with partners
- In-house exhibition and events managers delivering their own company's stands
- Stand designers who also run the build
- Corporate marketing and communications teams who brief and approve stands
Probably not for you if…
- Exporters choosing fairs and winning buyers at them: the Trade Fair Exhibitor Kit covers that
- Organisers running a whole conference or event: see The Conference and Corporate Event Kit
- Anyone looking for structural, electrical or legal advice: the kit organises the work for the competent people who give it
Built by trainers, tested in real rooms.
Bodhih Training has designed and delivered corporate programmes since 2008. Bodhih Pro Kits package what works in those workshops into a guide plus the exact tools we use, so you can apply it the same day without a facilitator in the room.
From here to using it in three steps
- STEP 1
Tap Get the kit
Name, email and country. UPI, card or netbanking in India; international cards everywhere else. No account to create.
- STEP 2
Download instantly
Your download page opens at once, with every file and a one-click ZIP. A permanent link lands in your inbox too.
- STEP 3
Open the first tool
Start with the quick-start chapter, then the main spreadsheet or planner. Most buyers use something from the kit the same day.
Run your next stand as a project
Open the Start-here map, give it your first hour, and log your next show's deadlines before the day is out. Whether you begin with the brief form or the workbook, each stage you run leaves your next stand easier to deliver.
Personal licence for the buyer's own use (and use with your own team or clients where the kit says so). Please don't share or resell the files. Team and company licences: solutions@bodhih.com.
What buyers say
No ratings yet. Only people who have bought this kit can rate it - every buyer gets a one-click rating link a couple of days after their purchase.
The Bodhih family, when you are ready for more
The Group Travel Organiser Kit
Organise group trips for clients, members or staff.
The Webinar and Virtual Summit Kit
Produce webinars, online summits and the online leg of hybrid events.
The Conference and Corporate Event Kit
Plan and deliver conferences, offsites and corporate events.
AssessAll
250+ AI-graded assessments to measure skills and earn verified credentials.
Jobulary
Individual development plans that start from evidence and stay yours.
Bodhih Training
Run this topic as a live workshop for your team, in person or online.
Pewple
Book a vetted coach for career, leadership or communication. Pay per session.
Bodhih.org pathways
Certification pathways in Applied AI, Workplace English and management.
The Exhibition Stand Project Kit: FAQs
Read the free guideAlready bought? Resend my linkHow much does an exhibition stand cost?
It depends on size, stand type, finish, country, organiser charges and freight, so there is no honest single rate. The kit shows you how to build the price line by line from your own costs, and its worked example, a 36 sqm hybrid stand at an overseas show, comes to 64,455 USD before tax. Use it to learn the method, not as a benchmark.
Can I use this with my staff and team?
Yes, within your own business under the personal licence: share the workbook, forms and cards with your project team, crew and partners on your projects. Company and multi-site licences are available from solutions@bodhih.com.
Does it work in my country?
The method works anywhere stands are built. The dated notes sheet covers patterns in the UK, US and Canada, the EU, the UAE and GCC, India and other markets, and the workbooks take any currency and metric or imperial units. Organiser, venue, safety, customs and tax rules need checking locally for every show.
Is this structural, electrical or legal advice?
No. The kit organises the work so that competent people do the structural, electrical and rigging decisions, and its terms are a plain-words discussion sheet for your lawyer. Always check the exhibitor manual, the venue and your national safety regulator.
Does it cover shell scheme and modular stands, or only custom builds?
All four stand types. The calculator compares shell scheme, modular, hybrid and custom at the same size, and the workbook, forms and checklists work for each.
How is it different from the Trade Fair Exhibitor Kit?
The Trade Fair Exhibitor Kit is for exporters choosing fairs and winning buyers at them. This kit is for the people who design and deliver the stand itself as a project.
How long does it take to plan an exhibition stand?
The kit's default plan for a space-only stand is 16 weeks from brief to build-up, with a calendar file for every step. Modular and shell scheme stands can run shorter; complex or overseas builds need longer.
How can I measure my starting point?
AssessAll offers separate assessments that fit this job, including Project and Delivery Leadership, Commercial Terms and Contract Reading, and Planning and Prioritisation (Interactive). They are optional and sold separately at assessall.com.
How do I turn what I learn into a development plan?
Jobulary helps you turn skills and gaps into a development plan for yourself or your team. See how it works at jobulary.com/how-it-works.
What software do I need?
Excel, Google Sheets or LibreOffice for the workbooks, any PDF reader for the fillable forms, Word or Google Docs for the templates, and any calendar or task tool for the imports.
How much does The Exhibition Stand Project Kit cost?
₹999 including 18% GST for buyers in India, or $29 for buyers outside India. One-time payment, no subscription, with an automatic invoice.
How do I get the files after paying?
Instantly. Your download page opens the moment payment succeeds, and a permanent download link is emailed to you. Download each file separately or everything in one ZIP.
Can I get a refund?
Because it is a digital download, kits are not refundable once downloaded. We always refund a duplicate charge or a failed delivery, and if a file is corrupted and we cannot fix it within 3 working days. Full terms: bodhih.org/refunds.
Can my company buy this for a team?
Yes. Team and company licences, and workshops on this topic run by Bodhih Training, are available. Write to solutions@bodhih.com or call +91 99000 11601.
