One project record
Six evidence checkpoints across the exhibition lifecycle.
The evidence pack is tied to the specific event, stand number and approved scope. It does not replace venue instructions or the exhibitor’s acceptance.
Approved baseline
Final layout, dimensions, finishes, artwork versions, equipment list, agreed budget scope and named approver.
Production checks
Quality checkpoints, colour references, dimensions, functional tests and corrections before packing.
Packing & dispatch
Numbered cases, packing list, ownership, fragile items, vehicle, driver, departure time and venue access slot.
Onsite installation
Crew arrival, progress checkpoints, venue constraints, service connections, photographs and recorded blockers.
Exhibitor handover
Testing, cleaning, snag closure, equipment operation, deliverables and acceptance by an authorised person.
Dismantle & return
Dismantling slot, rental returns, damage records, storage inventory, disposal approvals and reuse recommendation.
Evidence standard
Every record answers five questions.
| What | The panel, graphic, item, test, issue or deliverable being recorded. |
|---|---|
| Where | Event, venue, hall, stand number and exact location within the scope. |
| When | Date and time in relation to production lock, installation, opening or dismantling. |
| Who | Who created the record and who accepted the work or made the decision. |
| Status | Accepted, open snag, replaced, returned, stored or closed with a recorded reason. |
Handover pack
What the exhibitor receives before the space opens.
- Final viewWide and detailed photographs after cleaning and testing.
- Operating notesScreens, lighting, audio, connectivity, remotes and daily start-up steps.
- Open snagsAnything still pending, its impact, owner and committed resolution time.
- ContactsNamed onsite escalation route for the event period.
- Dismantling planAccess slot, exhibitor removals, rental returns and items marked for storage.
- AcceptanceName, role, timestamp and any reservation recorded at handover.
Media boundary
Photographs support project delivery.
People, visitor data, badges, confidential screens and third-party material are not made public simply because they appear in a delivery record. Use in a portfolio, social post or case study requires separate, documented permission.