Exhibition Stand at IFEMA Madrid: Design Review Checklist

Quick answer: An exhibition stand at IFEMA Madrid should be designed for the activities in your brief and the exact allocated plot. Test visitor routes, products, meeting capacity, graphics and equipment on a dimensioned plan before approving the visual concept. Use the current event documentation for technical requirements and deadlines.

Start with the IFEMA Madrid plot and visitor task

Collect the event name and dates, hall and stand number, dimensions, open sides, columns and service points. Identify whether your booking supplies a stand package or space only. A design for a different allocation cannot establish what is permitted on your plot.

Choose the conversations and activities the stand must support: product inspection, demonstrations, appointments, distribution enquiries or a launch presentation. List staff, products, furniture and storage. Ask the designer to show their positions to scale, including the space people need to use them.

Review the layout before finishes

Draw the approach from each permitted open side. Place reception where staff can welcome a visitor without blocking circulation. Keep waiting visitors away from demonstration controls and meeting entrances. The number of open sides follows your allocation; a guide cannot turn a row stand into a corner.

For a demonstration, specify the product dimensions, weight, operator position, viewing area and reset procedure. For meetings, specify simultaneous appointments and acoustic privacy. Check how staff reach literature, personal belongings and supplies without crossing a working activity.

Give each graphic a clear job

Use the main message to identify the company and relevant offer from the actual aisle views. Put detailed product information close to the display or activity it explains. Review artwork at intended scale, considering furniture, screen reflections and anything that could obscure it.

Agree approved logos, copy, languages, image rights and print files. A universal viewing distance or three-second rule does not determine a suitable layout. Test readability for the position and audience instead of approving graphics solely from a close-up rendering.

Compare construction approaches against the same brief

Check the contents and permitted upgrades of an organiser package. Compare modular and custom proposals for equipment support, finishes, access, adaptation and delivery scope. Rental concerns ownership and supply terms and can apply to different construction formats.

For several events, provide each plot and its rules. Compare retained components, new graphics, repairs, transport, storage and reinstallation. Reuse does not establish a fixed saving or environmental reduction without evidence for the actual programme.

Confirm the applicable technical route

Use IFEMA’s official regulations alongside the current event guide and allocated plan. Identify questions about height, neighbouring visibility, materials, raised floors, overhead elements, electrical work and unusual structures. Ask the responsible professionals which documents, permissions and specialist services apply.

Assign preparation, submission and service-order responsibilities in writing. A generic height limit, material classification or four-week submission date cannot cover every IFEMA event and design. Resolve the applicable requirement before approving the affected work.

Specify technology and operating needs

Choose screens or interactive equipment when they help explain a product or complete a visitor task. Define content, languages, operator, power, connectivity and testing. Include a fallback presentation and approved demonstration data. Technology does not guarantee engagement or conversion.

For enquiries, use the exhibitor’s approved data process and record the need and agreed next step. A badge scan alone does not establish buying intent. Brief staff on qualification, specialist questions and follow-up ownership.

Compare complete quotations

Request the same specification from each supplier. Separate design, production, graphics, furniture, equipment, transport, handling, installation, support and dismantling from organiser space and venue orders. Confirm taxes, payment stages, quote validity, exclusions and changes.

Ask for relevant completed-project evidence and a named contact. Identify work provided by the supplier, partners or venue. Agree the project calendar from actual organiser deadlines and supplier commitments, including artwork approvals, specialist documents, freight, installation and handover.

Check delivery and retain the record

At handover, compare the installed scope with the approved plan and specification. Review graphics, furniture, products and operating equipment; confirm required specialist checks through the responsible teams. Record pending corrections, owners and support contacts before opening.

Agree dismantling, packing, ownership, collection and storage. Keep the approved brief and a component inventory for the next event. Review conversations, opportunities and attributable business using consistent definitions rather than assuming a busy stand has delivered a profit.

Frequently asked questions

How much does an IFEMA stand cost?

Request an itemised quotation for the actual plot, design, equipment and delivery scope. Confirm organiser space and services separately.

How early should I appoint a builder?

Begin once the requirements and allocation are clear. Agree a schedule using the current event deadlines and available supplier capacity.

What should I send Adam Expo Stand?

Send the event, dates, allocated plan, current manual, products, activities, budget and decision timetable to discuss the project. Our Madrid briefing checklist provides a reusable template.