The exhibitor manual is the collection of all information, rules and deadlines that the organiser provides for exhibitors at a trade fair. It covers technical guidelines, build-up and dismantling times, passes, services and the house rules.
The exhibitor manual, also called service documentation or exhibitor portal, is the most important source of information for any exhibitor. Today it is usually provided online, often with a shop for services such as power, water, internet, cleaning or extra passes.
Typical contents include the technical guidelines for stand construction, build-up and dismantling dates, delivery and logistics, rules on passes and access, fire safety, house rules and the conditions for advertising at the venue. Rules on photography and filming are also found there or in the venue's house rules.
The exhibitor manual is long, and many exhibitors only read it when a problem arises. It is better to copy the key deadlines into your own calendar right after registration. Many services are cheaper up to a certain date or can no longer be booked after it.
Pass the technical guidelines on to your stand builder and agree who submits the approvals. Also check which rules apply to music, demonstrations, stage programmes and catering on your stand (booth).
For photos and video, look at the sections on access and house rules. They state when service providers may enter the hall, whether tripods or lights must be registered and what applies to filming on other stands or in public areas. Share these points with everyone who works for you at the show, including external service providers.
Before every job we ask which fair and which hall you are exhibiting in and check the rules that matter for us: access times, passes and the conditions for photography and video. If anything is unclear, we sort it out with you before we travel.
Shooting on your own stand is usually straightforward. It is different for shots in the aisles, on the organiser's stages or of other stands. More in the guide Photo permission at trade fairs. When in doubt, a short question to the organiser clarifies things quickly.
Usually in the organiser's online portal, which you can access after registering. Individual documents are often also available as PDFs.
Often yes, either in the manual itself or in the venue's house rules. Shooting on your own stand is usually not subject to special restrictions.
Tell us the fair, dates and hall. We take care of the shooting schedule on the day and deliver within 24 hours after the show ends.
We reply within 24 hours. During a show week, WhatsApp is fastest.
