July is the absolute peak of the summer exhibition season. Across the country, convention centres and exhibition halls are buzzing with activity. For agency account managers, this is often the most stressful time of the year. You are managing multiple client campaigns, juggling shifting briefs, and staring down immovable event dates. The pressure is immense, and the margin for error is non-existent.
When it’s your client’s brand on the line, there is nothing worse than that cold dread of opening a delivery on-site only to find the graphics are the wrong size, the colours are muddy, or the material is warped.
At Print Lord, we believe that buying print should be easy, predictable, and entirely drama-free. Cheaper competitors will give you an automated shopping basket and a guess, but Print Lord gives you a guaranteed result. To help you deliver flawless campaigns and keep your stress levels firmly under control, we have compiled the ultimate exhibition graphics ordering checklist, designed specifically for busy agency teams.
—
1. Confirm the Exact Physical Dimensions
It sounds obvious, but incorrect dimensions are the single most common cause of exhibition print disasters. Never rely on your client’s memory or a forwarded email from three years ago. Exhibition spaces, particularly shell schemes, vary significantly.
Shell Scheme vs. Space Only: If your client has booked a shell scheme, you must confirm the exact manufacturer of the grid system being used by the event organiser. A shell scheme panel from one supplier can have different dimensions to one from another, even if both are technically three metres wide.
The Visible Area: Remember that the total graphic size and the visible area are rarely the same. Aluminium uprights, headers, and fixing brackets can cover the edges of your panels. Ensure your design studio has the exact grid dimensions, and always keep vital text and logos inside the safe zone.
* The Bleed Rule: Large-format graphics require a healthy amount of bleed, typically 3mm to 5mm depending on the product. Without this, you risk thin white lines showing at the edges after trimming.
—
2. Navigate Your Material Options
Choosing the right material is about more than just looking good, it is about structural integrity, transportability, and fire safety regulations. When ordering large-format exhibition graphics, you generally choose between three main rigid materials, plus fabric options.
Foamex (PVC Foam Board)
Foamex is the workhorse of the exhibition world. It is lightweight, remarkably rigid, and easy to install using Velcro or magnetic tape. It is ideal for shell scheme panels and indoor signage. We recommend 3mm thickness for shell scheme infills and 5mm or thicker for free-standing signs to prevent bending.
Dibond (Aluminium Composite)
If you need absolute durability, Dibond is your weapon of choice. Made from a polyethylene core sandwiched between two sheets of aluminium, it is virtually indestructible. It lies perfectly flat, will not warp under hot exhibition lights, and is ideal for premium, long-term displays or outdoor signage.
PVC and Fabric Banners
For large-format backdrops that need to travel easily, high-quality tension fabric graphics are unmatched. They can be folded up into a suitcase, virtually eliminating transit damage, and they stretch perfectly smooth across modular frames. Standard PVC banners are excellent for high-impact outdoor advertising, but ensure they have robust brass eyelets for secure hanging.
For a comprehensive breakdown of how to prepare these materials and set up your artwork files correctly, we recommend bookmarking our comprehensive guide, The Ultimate Exhibition Print Checklist, which covers everything from resolution requirements to vector pathing.
—
3. Calculate Realistic Lead Times and Delivery Buffers
Exhibition organizers are ruthlessly strict. If the doors open at 9:00 AM on a Tuesday, your client’s stand must be fully dressed by Monday evening. There are no second chances, and couriers do not care about your marketing campaign.
To calculate your safe ordering window, use our simple reverse-timeline method:
- 1. **The Install Buffer (Day -1):** Aim to have all print delivered to your agency office or directly to the venue at least 48 hours before the event starts. This gives you a vital day to inspect the work and handle any unexpected shipping delays.
- **The Shipping Window (Days -2 to -3):** Large-format boards cannot be thrown on the back of a standard courier motorcycle. They travel via specialized freight networks, which can take 24 to 48 hours.
- **The Production Window (Days -4 to -8):** Depending on the complexity of your order, large-format printing, laminating, trimming, and finishing takes time. High-quality print cannot be rushed without risking wet ink or imperfect cuts.
By working backwards, you will quickly realise that ordering graphics forty-eight hours before an event is a recipe for high-stakes anxiety. Give yourself a minimum of seven to ten working days for peace of mind.
—
4. The Pre-Flight Artwork Checklist
Before you hit the send button, ensure your design studio has completed these four non-negotiable checks:
Resolution Check: Ensure all photographic imagery is set to at least 150dpi at full physical size. While 300dpi is the standard for small print, large-format displays can often handle 150dpi because they are viewed from a distance, but anything lower will look pixelated.
Colour Space Conversion: All files must be supplied in CMYK. If your designers send RGB files, the printing press will automatically convert them, which can lead to dull, surprising colour shifts.
Outline All Fonts: Convert all text to paths or outlines. If our pre-press team does not have your specific agency font installed, the system will substitute it with a generic font, completely ruin the design, and delay production.
Fire Safety Certification: Most major UK exhibition venues require all display materials to be fire-rated (usually Class 1 or Euroclass B). At Print Lord, we ensure our exhibition materials meet these strict safety standards, keeping your client compliant and safe.
—
Partnering with an Expert to Simplify Your Workflow
At the end of the day, your job is to deliver brilliant, memorable campaigns that make your clients look incredible. You should not have to spend your evenings worrying about bleed margins, crop marks, or transit damage.
We work alongside UK marketing agencies as a trusted, invisible partner. We take responsibility for your production, checking your files with a human eye before they ever touch the press, ensuring everything is on brand and on time, couriers permitting.
If you are currently managing multiple client campaigns and want to simplify your workflow, consolidating your printing into a single, reliable partner will save your agency hours of administrative stress. We invite you to experience a better way to print. Get in touch with Print Lord today, and let us take the weight of production off your desk.