Expoworks / BUYING GUIDE
What should your booth contractor check in the exhibitor manual?
Send your booth contractor the complete current exhibitor manual, floor plan and organiser contacts. Together, identify design-submission deadlines, booth restrictions, required forms, venue-service orders, build-up and dismantling access, safety documentation and exhibitor responsibilities. Record who will complete and approve each item instead of assuming the contractor handles the entire manual.
Send the complete current manual
An exhibitor manual is more useful than a screenshot of one rule or a form forwarded without context. Send the complete version issued for the actual exhibition, together with the show name, venue, dates, booth number, floor plan and organiser contact details.
Check the document date or version and replace older copies when the organiser issues an update. Do not rely on a manual from a previous show, even if the exhibition returns to the same venue. The relevant requirements belong to the current booking and organiser instructions.
Create a deadline list first
Review the manual for every date connected to design submissions, venue orders, access applications, service forms and exhibitor approvals. Put the deadlines into one working list, with an owner for each task. A long manual becomes easier to manage when the project team can see what must happen next.
Separate organiser deadlines from your internal approval dates. The booth designer still needs time to develop the layout, receive consolidated feedback and prepare any required submission. Plan internal decisions early enough that the team is not treating the organiser deadline as the first review date.
Extract the rules that affect design
Ask the exhibition booth contractor to identify requirements that may affect the footprint, open sides, height, wall treatment, visibility, access or proposed features. The contractor should design against the booked space and the manual supplied for that show, not against a reference image alone.
List any unclear point and confirm it through the organiser's stated contact or process. Do not invent a limit or assume an attractive feature will be accepted. Your company's approval of the booth concept is separate from any review required by the organiser or venue.
List venue services and order forms
Identify services that must be ordered or confirmed through the organiser, venue or appointed supplier. These may include power, internet, furniture, handling or other event-specific items. Record the available forms, required information, ordering party and payment responsibility without assuming they are part of the booth quotation.
Match service positions to the booth layout before orders are finalised. A power point, screen or product demonstration area needs to appear in the same approved plan used by the contractor and exhibitor. Changes should be recorded so the design, orders and production scope remain aligned.
Prepare for build-up and dismantling
Pull out the official build-up and dismantling dates, working windows, loading information, vehicle procedures, access contacts and any passes or applications described in the manual. Share the complete instructions with the people arranging transport and installation.
For exhibitions in Kuala Lumpur, Selangor or elsewhere in Malaysia, use the exact venue and event instructions rather than general city assumptions. Confirm who will be available on site to answer exhibitor questions and approve any final positioning issue during installation.
Assign submissions and supporting documents
Create a responsibility table for drawings, forms, method information, insurance or other supporting documents requested by the organiser. Mark whether the exhibitor, ExpoWorks or another supplier will prepare, submit, approve and retain each item. Responsibilities should follow the agreed quotation and project scope.
ExpoWorks provides exhibition booth design, production and installation; event management is outside this service. Handling the wider exhibitor manual is not automatically included. Ask which booth-related submissions are covered and which remain with the exhibitor or a third party.
Turn the manual into a project checklist
Keep one checklist showing each requirement, source page or form, deadline, responsible person, submission status and organiser response. Use it during design approval and before production so unresolved venue items are visible rather than buried inside email threads.
A useful first enquiry could say: 'We are exhibiting at [show and venue] on [dates]. Attached are the current exhibitor manual, floor plan and booth booking. Please identify the requirements affecting booth design, production and installation, confirm which submissions are included in your scope, and list all information you need from us.' Replace every placeholder with the actual event details.