An exhibition stand change request records a proposed alteration, its effect on scope, cost, programme and approvals, and the decision to accept or reject it before work proceeds. It gives marketing, procurement and production teams one reliable record when a product, graphic, screen or layout changes after design approval.
Published 10 October 2026. Project coordination guidance by Adam Expo Stand.
Exhibition stand change request template
| Field | What to record |
|---|---|
| Identification | Event, stand number, request ID, date and requester |
| Current baseline | Approved quotation, drawing and graphic-file revisions |
| Proposed change | Exact alteration, location, quantity and reason |
| Impact review | Design, fabrication, graphics, electrical, AV, logistics and venue submissions |
| Commercial effect | Added or removed work, itemised cost, tax treatment and payment implications |
| Programme effect | Decision deadline, production dates, installation and handover implications |
| Decision | Approved, rejected or pending; authorised decision-maker and date |
| Implementation | New revisions issued, recipients and completion evidence |
A request is not an instruction to manufacture. Keep its status visible until someone with the agreed authority makes a decision. If a decision is still pending, identify which related work can continue and which must wait.
A six-step change approval workflow
- Describe one change clearly. Attach a marked-up drawing or reference image. Replace vague instructions such as “make the counter bigger” with dimensions and location, subject to technical review.
- Check dependencies. A larger counter may change circulation, storage, cable routes and graphic sizes. Ask every affected discipline to review the same proposal.
- Obtain the supplier’s impact assessment. Confirm what has already been ordered or fabricated and whether material, transport or crew changes are necessary.
- Review event requirements. Determine whether a drawing or service order needs resubmission. Supplier acceptance does not replace organiser or venue approval.
- Record the decision. Approve the documented scope and commercial effect together. Record any conditions and the last practical decision date.
- Issue a new baseline. Replace superseded drawings and files, notify affected teams and check implementation at the relevant production or handover stage.
Example: moving a demonstration screen
Suppose a product team asks to move a screen from the back wall to the reception counter. The visible change is small, but the bracket, counter structure, power, signal cable, operator position and artwork may all be affected. This is an illustrative scenario, not a reported client incident.
The request should identify the screen model and proposed position. The builder reviews support and installation; the AV team checks signal and access; marketing checks the message; the project lead checks cost and timing. Only then should the team release the revised drawing and production files.
Control urgent decisions on site
Agree a named on-site decision-maker before build-up. For an urgent change, record the request, impact, decision and evidence in a concise written message or project log, then update the formal record. Do not allow several teams to give conflicting instructions to the installation crew.
Separate defect correction from an elective change. Work that does not meet the agreed specification should be recorded against that baseline. A newly requested feature belongs in the change process. The contract and the facts of the project determine any commercial treatment.
Change request questions
Does every small wording correction need a new record?
Use a proportionate record, but preserve version control whenever a released production file changes. A single word can affect a printed panel or translated copy.
Can a change have no extra cost?
Yes, if the supplier confirms that outcome. Still record the revised scope and timing so teams know which version applies.
Who should approve stand changes?
The person authorised under the project agreement. Brand approval, technical acceptance and spending authority may belong to different people.
Set the baseline before you need to change it
Start with an agreed stand brief, drawings and itemised delivery scope. Event administration also matters: IFEMA’s Zona Expo brings project documents and service orders into its exhibitor workflow. Verify the process for your event. Ask Adam Expo Stand to review your project requirements before production begins.
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