How to plan an exhibition stand in Dubai: a 16-week timeline and checklist

Planning a stand for a Dubai trade show takes about 16 weeks from first brief to show day. The short version: brief and budget in weeks 16 to 14, design in weeks 14 to 10, organiser approvals by week 8, production in weeks 8 to 2, and the on-site build in the final days before opening. Below is the full timeline we use at DOT Exhibits for shows such as GITEX Global, Gulfood, Arab Health, AEEDC and Arabian Travel Market.

Weeks 16 to 14: brief, space and budget

Book your space with the organiser first, then send your stand builder:

• Space details: stand number, size in square metres, open sides (one, two, three or island) and the hall's height limit.
• Goals: lead targets, product launches, VIP meetings or brand awareness. A stand built for 40 meetings a day looks very different from one built for a launch.
• Must-haves: product displays, screens and LED walls, demo areas, a storage room, a hospitality bar or a meeting room.
• Budget range: an honest range lets the designer put the money where visitors will notice it.
• Brand files: logo vectors, brand guidelines, fonts and any campaign artwork.

Weeks 14 to 10: concept and 3D design

The design team turns the brief into a 3D concept, usually with two or three directions. Expect one or two rounds of changes. At the end of this stage you approve:

• the 3D renders and the floor plan
• the materials and finishes
• the AV plan (LED walls, screens, interactive displays)
• the graphics layout

Approve the design by week 10 at the latest. Every week of delay after that comes out of production time.

Weeks 10 to 8: technical drawings and approvals

Every Dubai venue and organiser asks for stand drawings before build-up. Your stand builder prepares:

• technical and elevation drawings with dimensions
• structural calculations for double-decker stands, rigging and tall walls
• the electrical plan and power order
• contractor insurance and registration

Most organisers set their drawing deadline 6 to 8 weeks before the show. Missing it can mean late fees or no permission to build.

Weeks 8 to 2: production in the workshop

This is where most of the stand is made. A builder with its own production house can control quality and timing here. At DOT Exhibits, carpentry, metalwork, painting, graphics, AV and furniture are all handled in-house in our Dubai, Riyadh and Milan facilities.

During production:

• joinery and structures are built and finished
• graphics are printed and test-fitted
• LED walls and screens are set up and tested with your content
• furniture is chosen and reserved
• your content team delivers final videos and artwork (deadline: about week 3)

Week 1: build-up on site

Most custom stands are built in 2 to 4 days during the official build-up period. Because the parts were made and tested in the workshop, the site work is mostly assembly, electrical, AV and finishing. Plan a handover walk-through on the last build-up day so you can check every detail before opening.

Show days: support on the floor

Ask your builder for a technician on call during the show for lighting, AV or small repairs. Keep a small kit of spare graphics, cleaning supplies and cable ties in your storage room.

After the show: dismantling and storage

Dismantling usually happens the night the show closes or the next day. If you exhibit every year, ask about storing reusable parts such as counters, LED frames and furniture. Reuse can lower next year's cost and waste.

Quick checklist

1. Space booked, size and open sides confirmed
2. Brief and budget sent to the stand builder
3. 3D design approved by week 10
4. Drawings submitted before the organiser's deadline
5. Power, internet and rigging ordered
6. Final artwork and video content delivered by week 3
7. Handover walk-through booked for the last build-up day
8. Dismantling and storage agreed

Planning a stand for an upcoming show? Talk to the DOT Exhibits team on WhatsApp and we will send you a timeline for your dates.

Frequently asked questions

How far in advance should I book an exhibition stand builder in Dubai?

Start 16 weeks before the show for a custom stand and no later than 10 weeks. Large shows such as GITEX and Gulfood fill production calendars early, and the organiser's drawing deadline usually falls 6 to 8 weeks before build-up.

What does a stand builder need from me to start the design?

Your space number and size, the open sides, the hall's height limit, your budget, what you want to show (products, screens, demos), how many meeting areas you need, and your brand guidelines and logo files.

Who gets the stand approved by the organiser?

Your stand builder normally prepares and submits the stand drawings, structural calculations and insurance documents to the organiser and venue, and registers as the official contractor for your space.

How long does it take to build an exhibition stand on site in Dubai?

Most custom stands are built on site in 2 to 4 days during the official build-up period, because most of the joinery, graphics and AV is made and tested in the workshop first.