Exhibition stall designers and fabricators in India face several challenges starting from the initial brief to the final completion of projects. Here are some common challenges and potential recommendations:

1. Free Customised 3D Layouts

Indian clients rarely pay for the design of the stand. Only the agency that secures the project recovers the design cost within the project. Clients often demand multiple design options from various agencies, essentially obtaining free intellectual input. Sometimes, a design created with many man-hours floats around the market for quotations from other companies who have not invested in the design.

The infrastructure cost involved in creating a design is huge. Investment in high-end machines with high-end graphic cards, software subscriptions, salaries of visualisers and designers, space rentals, electricity, etc., makes the cost very high. It is becoming difficult to justify free designs and man-hours for design.

Recommendation:

Determine whether offering free exhibition booth designs aligns with your business objectives and whether it is sustainable in the long run. Transitioning from free designs to a paid model may involve resistance or initial hesitation from clients. Develop standard contracts or agreements outlining the terms and conditions of your design services. Include clauses specifying fees, deliverables, and ownership rights. By having clients sign these agreements, they acknowledge and accept the financial obligations associated with your services.

2. Limited Budgets

Certain clients often have tight budgets for exhibition stalls, which can lead to compromised construction quality, resulting in safety issues.

Recommendation:

Designers can focus on optimising the use of available resources without compromising structural stability and safety aspects.

3. Short Lead Time for Production

Exhibition projects in India often have short lead times, as clients wait until the last moment to confirm contracts. However, it is important to have sufficient time for planning construction, preparing dimensional drawings, and scheduling all work. This helps in proper planning of onsite equipment and enables accident-free setup and dismantling.

Recommendation:

Efficient project management and clear communication are essential. Designers should establish streamlined processes, set realistic timelines, and ensure clear expectations with clients. Collaboration with reliable suppliers and fabricators who can deliver within tight deadlines is crucial. Organisers can play an important role by setting design deadlines at least 45–60 days before the event date and adhering to them diligently. Exhibitors will then need to finalise their design and appoint their agency in time.

4. Limited Sustainability Practices

While sustainability is gaining importance, its adoption in exhibition stall design in India is still relatively low.

Recommendation:

Designers can proactively promote sustainable design practices by educating clients about their environmental contributions. The production team can produce ready-to-assemble modules and transport these to the site in pre-finished condition. Dismantling should also be done systematically to facilitate reuse for other stands/shows.

5. Infrastructure Challenges

Exhibition venues in India face several infrastructure support challenges such as power supply issues, restricted access time and points, limited sanitation facilities, and uneven floor surfaces.

Recommendation:

The design team should carefully read the exhibitor manual to understand guidelines regarding booth layout and installation schedules. Utilize modular and lightweight materials that are easy to transport and install. Most venues have built-in air conditioning, leading to less ventilation. Booth fabrication contractors should prefabricate all booth elements at their warehouse, with only assembly and final finishing done on-site. Collaborate closely with venue management to address infrastructure challenges. Organisers and venues should ensure adequate sanitation facilities, drinking water, and logistical support for people working round the clock.

6. Parking Issues & Long Waiting Times

Most major exhibition centres in Indian cities face significant parking issues for trucks carrying exhibition material. Traffic restrictions allow material entry only at specific times.

Recommendation:

Slots can be allocated for entry based on booth size to avoid chaos and long waiting times. One or two main aisles should be kept wide enough for goods vehicles, and strictly maintained without obstructions.

7. Documentation Delays for Setup Entry

Documents such as Possession Letter, Authority Letter, No Due Certificate, Layout Approval, Build Certificate, etc., are mandatory, but many fabricators fail to bring all of them, causing delays for others.

Recommendation:

Making documentation 100% online can resolve this issue. AESDAC is in the thought process of developing an online platform to help organisers and venues streamline entry procedures.

8. Time Constraints for Installation

Booth installation often happens under tight deadlines, making it difficult to coordinate logistics and ensure proper execution.

Recommendation:

Thoroughly plan the installation timeline, allocating sufficient time for each task and anticipating delays. Prioritise critical tasks and maintain constant communication with the team. Pre-fabricate all booth elements offsite and transport them to the venue. Organisers can offer early possession for larger booths or even coordinate early access by sharing extra day rental costs with exhibitors.

9. Technical Issues

Integrating technology such as audiovisual equipment and lighting can present challenges due to power supply and connectivity issues.

Recommendation:

Test all equipment in advance and have backup plans in place. Work closely with technicians to address challenges promptly. Ensure on-site technical support is available during installation.

10. On-site Modifications

Unexpected changes to booth design may arise due to client requests or space reallocations.

Recommendation:

Double-check booth dimensions and confirm open sides and hall entries before layout planning. Maintain open communication with the client and be prepared for changes by having extra materials on hand. Coordinate with the construction team to implement changes smoothly.

11. Health and Safety Regulations

Health and safety are often overlooked, resulting in mishaps. Climatic conditions and lack of AC in setup halls make labourers reluctant to wear safety gear.

Recommendation:

Familiarise yourself with venue-specific health and safety regulations. Ensure compliance through inspections and testing. Hire professionals to certify fire, electrical, and structural safety if needed.

12. Unfinished Backside of Neighboring Booths

It’s unpleasant to see unfinished or improperly finished backwalls of neighbouring booths.

Recommendation:

As an ethical practice, the fabrication company should cover the open backside walls properly without reminders or warnings.

13. Security Deposits and Non-Refundable Payments

Low-budget exhibitors face cash flow issues due to non-refundable deposits, which organisers often return after months.

Recommendation:

Accept cheques as deposits to avoid blocking funds. Organisers should refund these deposits at the venue itself post-inauguration or within seven days.

14. Lack of Skilled Workers

There is a shortage of skilled labour for prefabrication of booths.

Recommendation:

Industry associations should conduct workshops and seminars to enhance workforce skills and health and safety awareness. Industry-wide support is needed to accelerate this process.

15. Lack of Professional Workshops

Many teams operate from small workshops lacking proper equipment and facilities.

Recommendation:

Organisers/exhibitors should appoint or empanel agencies with adequate facilities or subcontractors with fully equipped workshops and skilled workers.

16. Deficient Stands on Exhibition Floor

Low-quality stands are an increasing concern.

Recommendation:

Exhibitors should choose companies with a good track record and professional setup. AESDAC membership can serve as a quality benchmark. Chronic offenders should be blacklisted. AESDAC, in collaboration with organisers, can work to resolve these issues in the coming years.

Conclusion

By addressing these challenges with proactive measures, clear communication, and a logical approach to problem-solving, exhibition stall designers in India can navigate the complexities of their work more effectively. Collaboration, adaptability, and a focus on delivering exceptional designs within constraints will contribute to the industry's success.

We’d love to hear from you. Share your views, concerns, or recommendations. Let’s collaborate with responsible bodies and stakeholders to create a better working ecosystem for everyone in the exhibition industry.