Turnkey Exhibition Stands in Europe: Scope and Responsibilities

Turnkey exhibition stands combine several services under an agreed project scope, often covering design, production, transport, installation and dismantling. The label does not establish that every venue charge or operational task is included. Compare the written responsibilities, exclusions and handover arrangements before appointing a supplier.

Define what turnkey means for your project

Begin with the event, allocated drawing, activities and equipment. Explain what you need the supplier to deliver and which tasks your own team will retain. A supplier can coordinate several disciplines without being the authorised provider for every venue service.

AUMA’s trade fair briefing guidance identifies objectives, messages, resources, schedules and responsibilities as key inputs. Use one shared brief for comparable proposals.

Use a responsibility table in the quotation

Area	Questions to resolve
Design	Concepts, revisions, drawings, artwork and approval submissions.
Production	Structure, finishes, graphics, display furniture and quality checks.
Equipment	Furniture, AV, demonstrations, testing and support.
Venue services	Who orders and pays for electricity, internet, rigging, handling and cleaning.
Delivery	Packing, transport, access booking, unloading, installation and handover.
After opening	Support hours, escalation contact, dismantling, return, storage and waste arrangements.

Mark each item included, optional, excluded or supplied by another party. Record the company responsible and the approval required. Keep the exhibition-space booking and other participation costs visible in the overall budget.

Check the proposed team and production arrangements

Ask who manages the project, prepares the drawings, produces the components and supervises the installation. Review comparable completed projects and the supplier’s role. A render shows the concept; photographs and relevant references help assess delivered work.

In-house production and subcontracted production both need capacity, specifications and quality control. Ask how partners are coordinated and who remains accountable. Do not assume that workshop ownership guarantees availability or that subcontracting proves poor quality.

Build the schedule from the actual event

Use the current manual to identify submission deadlines, service orders, installation access and removal. Plan backwards from the agreed handover through production, artwork approval and design decisions. Assign an owner to each milestone.

For IFEMA Madrid, consult its official participation regulations and the specific event instructions. Other venues have their own arrangements. There is no single construction window or approval period for every European exhibition.

Compare the construction and commercial options

Custom and modular describe construction; rental and purchase describe use and ownership. A turnkey proposal can contain a combination. Evaluate how each option supports products, demonstrations, meetings and storage within the booked footprint.

For a multi-show programme, identify reusable components and the cost of packing, transport, storage, repairs and new graphics. Compare the programme rather than assuming that one system is always cheaper or more sustainable.

Agree handover, changes and support

Confirm who may approve changes and how their cost and schedule effect are recorded. Agree a handover checklist covering layout, graphics, finishes, furniture, lighting and equipment operation. List outstanding work with an owner and completion time.

Describe show-time support explicitly: contact method, availability and included response arrangements. Confirm removal, packing and return before the event opens. A promise of “full service” is less useful than named responsibilities.

Frequently asked questions

Does turnkey include all venue fees? Only those expressly included. Identify separate orders and who pays them.

Can we use our existing design? Share drawings and specifications so feasibility, adaptations and responsibilities can be reviewed.

How do we request a proposal? Send the event, plot, manual, activities, equipment, dates and budget scope. Discuss turnkey stand services or review our service information.