Ever walked into an exhibition and felt your energy drop at the sight of a boring, messy stand?
One tiny oversight, like a crooked banner or a missing socket, and suddenly all that hard work feels wasted. Visitors stroll by, and your stand barely gets a second glance. Planning an exhibition stand involves many moving parts, and getting it right means paying attention to every detail.
An event planning checklist is essential for remembering all tasks, from booking the venue to setting up on show day. This is especially true for a shell scheme stand. By using the shell scheme hire checklist, you ensure nothing is forgotten, from key supplies to last-minute logistics, so you can focus on showcasing your brand.
Why a good checklist matters
A missing checklist turns events into chaos. Without one, exhibitors often scramble on build day to get vital items. Industry experience shows that with a clear plan and simple steps, you can avoid stress and focus on what matters, making your brand shine.
A clear checklist is your roadmap. It keeps your team on track and prevents last-minute scrambles. Research also shows that a well-prepared booth attracts more attention. By methodically ticking off every item, you guarantee your stand looks complete and professional.
Understanding the shell scheme stand and hires
A shell scheme stand hire gives you flexibility because you can add items such as custom graphics to cover the panels, furniture like counters, chairs, and shelving, and additional powers, as organisers often provide only one socket by default. Organisers usually include a name board (fascia), plain walls on 2 or 3 sides, carpet, and minimal lights.
You pay a basic shell scheme hire exhibition fee for this structure. Everything else is extra.
A shell scheme stand gives you flexibility. It includes large items like custom graphics, which cover the panels; furniture (counter, chairs, and shelving); orgaisers may only provide one socket by default.
Essential item for your shell scheme hire checklist
A good shell scheme checklist starts by listing every category of booth requirement. EMS Exhibitions even offers a quick trade show gear checklist to ensure nothing is missed:
Building on that, here are the key items you should include:
Shell scheme structure: The rented panels, fascia nameboard, and flooring that define your booth space. Confirm the dimension and layout. Ensure your order covers the right number of panels and any glass partitions or doors if needed.
Graphics and branding: Avoid exposed shell-scheme panels, which are common at London venues and can make a stand appear unfinished. They offer custom shell scheme graphics wraps for all major stand sizes. Plan and list all required graphic elements in advance, including the full wall panel or fabric backdrops, fascia, or header logos for aisle visibility.
Lighting: all your stand lighting spotlights, LED strips,uplighters, plus power cables and extensions. Check how much power your stand hire includes. List any additional light fittings and lamps to make your branding pop.
Don’t forget chargers, battery backups, and power adaptors in your packing list.
Furniture: Chairs, tables, counters, shelves, brochure stands, whatever you need for demos, meetings, and storage. Measure anything large (screens) against the shell scheme space beforehand. If you expect visitors to stop, list a carpet or rug too (you may upgrade from the standard grey carpet).
Audio-Visual Equipment: Screens, PA system, laser projectors, speakers, staging, and trussing for presentations. Make sure cables and mounts are included. Test that your content (videos, slides) is ready and that your devices are charged or have power.
Installation tools: screwdrivers, a tape measure, a spirit level, cable ties, tape, and any small toolkit items. They specifically recommend tools like spirit levels and ties for assembling panels. Include gaffer tape.
Staff and preparation: List your booth team members and their duties. Include staff briefing times, contact information, and exhibitor badge requirements in your plan. Train your staff on the key messages and schedule a practice pitch.
By ticking off each item, you ensure your shell scheme hire translates into a fully functioning stand. Make a checklist of everything you need: this can help you organise your event.
Using the checklist for a smooth setup
Creating a checklist is just the first step. On build day, use it methodically. Plan to arrive early at the venue so you can check off every point. When you arrive early lets you start the day with confidence and control. Walk through your stand space with the checklist before moving or setting up anything.
Once the shell scheme is assembled, go item by item: install graphics, furniture, lights, and AV gear, testing each as you go.
Refer back to the common pitfalls to avoid: don’t leave panels bare, clutter too much, or break any rules. In practice, you might literally check off:
- Panels level?
- Floor clear?
- Lights on and working?
- AV plugged in
By ticking every box, you catch little issues before doors open.
Finally, after the last boxes are checked, step back and see your stand as a whole. A thorough pre-show review ensures you have set yourself up to engage visitors, not handle emergencies.
With this preparation, you can focus on leading conversions and demonstrating products, confident that logistics won’t trip you up.
Final checklist step
Even the most comprehensive checklist works best when backed by experienced support. Shell scheme hire is not just about panels and lights; it’s about timing, compliance, presentation, and smooth on-site execution. Missing one element can disrupt your entire event presence.
That’s where working with a reliable exhibition contractor makes a real difference. EMS Exhibitions provides end-to-end shell scheme hire solutions tailored to UK venues and exhibition standards. From stand layout planning and compliant shell scheme exhibition stands to graphics, lighting, and on-site support, their team ensures every checklist item is handled professionally and on time.
If you want your shell scheme exhibition stand to be installed correctly, branded consistently, and ready before the doors open, partnering with them makes the process smoother and more reliable.