A fixed event opening time leaves little room for unclear specifications, late artwork or incomplete delivery details. This event print checklist helps Edinburgh exhibitors organise decisions in the right order and can be used for exhibitions anywhere in Scotland or the UK.
1. Record the fixed event details
- event name, venue and opening date;
- exhibitor build and breakdown times;
- stand number, hall and stand dimensions;
- organiser delivery address and labelling rules;
- named on-site contact and mobile number;
- restrictions on height, fixings, power and fire safety.
Use the organiser’s event manual as the source of truth and share the relevant pages with the people approving print.
2. Define one campaign objective
Choose the main action visitors should take: book a meeting, request a sample, attend a demonstration, scan for technical details or speak to a specialist. Write one benefit-led campaign headline and use it consistently across the stand.
3. Measure the stand before choosing displays
Allow space for staff, visitors, furniture, storage, screens and access routes. A pop-up stand needs enough width; roller banners need floor space and clear sightlines. Check the full finished dimensions, not only the graphic size.
4. Build the product list by purpose
- Attract attention: backdrop, pop-up stand or roller banner.
- Explain at the stand: posters, counter cards and product signs.
- Support wider distribution: flyers.
- Provide detail: booklets and brochures.
- Enable personal follow-up: business cards.
The exhibition printing guide explains how these items work together.
5. Set the artwork schedule
Work backwards from the required delivery or collection date. Allow time for content approval, design, internal proofing, printer checks, production, packing and transport. Custom displays, specialist finishing and large quantities need more time than simple flat print.
Choose one person to own final sign-off. Multiple uncoordinated approvals are a common source of last-minute changes.
6. Check every file before approval
- correct finished size or agreed scale;
- required bleed and safe area;
- images suitable for the printed size;
- correct colours, fonts and logos;
- accurate dates, prices, phone numbers and stand details;
- working URLs and QR codes;
- correct page count and order for booklets.
Supply print-ready PDFs. If design support is needed, tell us before the production deadline; our graphic design service can help organise the campaign and files.
7. Confirm quantities
Estimate general visitors, relevant prospects, pre-booked meetings and the number of stand staff. Print more concise handouts and reserve detailed publications for qualified leads. Add a practical reserve, but avoid overprinting material with dates, prices or short-term offers.
8. Approve the specification in writing
For every item, confirm the finished size, material or paper, print sides, quantity, finishing, artwork filename, delivery method and required date. Check that the specification on the order matches the approved proof.
9. Plan packing and delivery
Label packages with the event, exhibitor, hall and stand number. For venue delivery, use the organiser’s full instructions and include a named contact. Keep an inventory so the team knows which box contains essential stand graphics, tools and handouts.
For Edinburgh-specific logistics, read the EICC and Royal Highland Centre guide.
10. Prepare the stand team
Explain the main message, call to action and purpose of each printed item. Staff should know when to use a flyer, booklet or business card and how the campaign response will be recorded.
11. Carry a setup backup
Keep key artwork files, order references, printer contact details, venue contacts, tape measures and permitted fixing supplies accessible during setup. Photograph the completed stand so future teams can see what worked.
12. Review after the event
Record quantities used, common visitor questions, useful leads and which QR codes or offers generated action. Update the approved artwork templates while the experience is fresh. For measurement and follow-up ideas, use the event print ROI guide.
Get help planning event print
Send Edinburgh Banners the venue, event date, stand size, product list, quantities and artwork status. We support local collection and UK-wide delivery, subject to the confirmed production and transit schedule.
