RAI Amsterdam: Exhibition Stand Planning Guide

Prepare an exhibition stand at RAI Amsterdam from your event package, allocated plot and current exhibitor instructions. Define products, demonstrations, meetings and services before choosing the structure. A venue name or generic price range does not establish what your space permits or what the complete project will cost.

Confirm the event and package

Check the organiser’s current dates, pavilion, stand number, footprint and inclusions. IBC’s 2026 exhibition has finished; its official exhibitor page announces 10–13 September 2027 at RAI Amsterdam. Other RAI events have their own packages and manuals.

Distinguish an organiser-supplied structure from space booked for your own stand. Confirm permitted changes to supplied walls, graphics, furniture and lighting. If your event is ISE, consult the current ISE website; the announced 2027 exhibition is in Barcelona, not Amsterdam.

Give the designer the working requirements

• The allocated drawing, dimensions, open sides, columns and restrictions.
• Products and equipment with dimensions, weight and operating needs.
• Demonstrations, presentations, meetings and visitor circulation.
• Staffing, languages, storage and daily replenishment.
• Brand assets, approved messages and artwork responsibilities.
• Budget scope, approvals and any later events for reuse.

Review the scaled layout before decorative finishes. Include people around equipment and furniture. For a live demonstration, plan the presenter, observers, reset procedure and a fallback if the connection or product is unavailable.

Compare custom and modular options fairly

Custom and modular describe construction; rental and purchase describe the commercial agreement. Compare proposals for the same activities, footprint and services. A modular system can need new components or graphics for another plot, while a custom design can retain suitable parts.

For a programme of events, include packing, transport, handling, installation, storage, repair and adaptation. The number of fairs alone does not establish which option is cheaper. Ask for a component and ownership list before relying on a reuse assumption.

Check services and technical responsibilities

RAI’s rules and agreements page provides starting points for electricity, rigging, safety and permits. Use it alongside your event’s instructions and confirm the requirements with the responsible technical team.

Assign drawings, submissions, approvals and each service order. Describe power loads and equipment locations, internet use, rigging and any specialist utilities. Confirm authorised providers, installation, testing and support. Do not treat a previous event’s height limits, deadlines or access schedule as approval for this project.

Build a complete project budget

Request itemised design, production, graphics, furniture, AV, transport, handling, installation and dismantling. Identify venue services, taxes, optional changes and exclusions separately. Compare the same scope and quotation basis across suppliers.

Generic stand prices do not account for your finish, product handling, technical design or service package. Keep participation fees, travel, staff and follow-up visible when evaluating the full cost of exhibiting.

Plan access, handover and removal

Use the current event instructions for delivery registration, vehicle access, unloading, badges and working periods. Give logistics packed dimensions, weights and a site contact. Work backwards from handover through installation, service connections, tests and corrections.

Agree a checklist for layout, graphics, lighting, equipment and outstanding work. Confirm support contacts and the plan for dismantling, packing, return and storage before opening. Feasibility for a short deadline needs individual confirmation.

Frequently asked questions

Does one RAI manual cover every exhibition? Use the venue information and the specific organiser’s current instructions together.

Can we reuse an existing stand? Review its drawings, condition and components against the allocated plot and event requirements.

What should we send for a quotation? The event, package, plot, manual, activities, product details, dates and budget. Discuss a RAI Amsterdam stand brief. Leer en español.