Preparing for an exhibition starts with a clear brief for the whole stand. List what visitors need to see from a distance, what your team will explain at the counter and what people should take away. Then confirm the dimensions, quantities, artwork versions and handover arrangements for each printed item before approving production.
A banner, brochure and contact card have different jobs. Treating them as one coordinated set helps you spot mismatched names, outdated offers and missing contact details before they become separate printed batches.
1. Start with the space and the organiser’s requirements
Get the latest exhibitor manual and the measurements for your allocated space. Identify where each display will stand or attach, whether people approach from one direction or several, and whether furniture will hide the lower part of the design. Ask the organiser about mounting restrictions, required material documentation and delivery access. Do not assume a printing quotation includes stand construction, installation or venue permission.
For example, DECC lists Qatar Medicare for 14–16 December 2026. If you are preparing for this or another event, confirm your own participation details and the latest organiser instructions. An event’s public opening date does not tell you when suppliers can deliver or set up.
2. Give each printed item one clear job
Use the main display to explain who you are and why someone should stop. Use a brochure or company profile for the details a visitor needs after a conversation. Use a card or another small handout to make the next contact easy. You do not need every format: choose the items that support your actual stand activity.
A simple example is one portable display with a short service message, one brochure explaining the relevant offer and contact cards for the team attending. This is an example brief, not a fixed package or recommended order quantity.
3. Confirm sizes and hardware before final artwork
Record the finished width and height for every display. For a roll-up, say whether you need a complete unit or a replacement graphic for a stand you already own. If reusing hardware, share its model, measurements and photographs so compatibility can be checked before a replacement is promised.
Ask for the template and the required hidden area, bleed and safe margins for the selected product. These details depend on the particular stand or finishing method. Keep important text, logos and QR codes away from areas that may be trimmed, covered by fittings or obscured by furniture. Do not apply a margin taken from another supplier’s template.
For brochures, confirm the open size, folded size, page or panel order, and printed sides. If two versions look similar, give them distinct filenames and show which quantity belongs to each.
4. Use one approved content sheet
Before making separate layouts, agree on the company name, logo version, website, telephone number, approved English and Arabic wording, and the message you want visitors to act on. Reuse those approved details across the set. Ask the person responsible for each language to check the wording in the final layout, including line breaks and numbers.
Use clear filenames such as Company_Event_Brochure_EN_v03_APPROVED.pdf. The filename helps identify a version; it does not replace approval of the actual file. Reopen each exported file and check that the correct pages and design versions are present.
5. Test the journey after a visitor scans or reads
Open every website address and QR-code destination yourself. Check the page on a phone, confirm the contact details and make sure the next step is obvious. A QR code leading to an outdated offer or an unavailable page will not help the person holding your brochure.
Test a printed proof or a sample at the intended size where practical. Screen appearance alone cannot confirm how a small code or contact line will work on the finished item. Discuss any proof requirements and their effect on timing with the supplier.
6. Separate the event date from the required handover
State when and where the finished items must be handed over, not just when the event opens. Identify the receiving contact, any venue access window, packing requirements and whether different items go to different locations. Ask the supplier to confirm what is included in delivery or setup.
Work backwards from handover to allow for content approval, file preparation, any agreed proof and production. Do not assume a standard turnaround: availability, specification changes and late approvals can affect the arrangements. Get the final timing and price confirmed for your brief.
Copy this exhibition-printing brief
Event and venue:
Stand or display-space measurements:
Organiser’s requirements attached:
Printed items and quantity of each:
Finished sizes and printed sides:
New hardware or existing stand:
Artwork versions and approved languages:
QR-code and website destinations checked:
Proof or design help required:
Required handover date, time and location:
Receiving contact and access instructions:
Discuss your exhibition printing with QUADZ
Explore large-format printing, the roll-up banner enquiry page and brochures. For individual team cards, use our business-card quotation checklist.
Send your item list and available artwork to QUADZ on WhatsApp: +974 6664 2400 or info@quadz.qa. QUADZ Trading & Printing W.L.L. will review the brief before confirming the available specifications, quotation and timing.