A good brief to an exhibition stall fabricator covers seven things: the stall size and open sides, the organiser's rules, the budget, the brand artwork, the power and AV load, the build-up and dismantling dates, and what visitors should do on the stand. Most briefs cover the first six well and leave out the last one. Then the stall looks right on the first morning but has nothing to keep people there.
This guide is for marketing managers and event agencies in India who are briefing a stall fabricator for an expo or trade fair. It covers what to put in the brief, what a fabricator usually supplies, what they usually do not, and how to plan the engagement on your stall before the design is frozen.
What a stall fabricator does, and what they usually do not
A stall fabricator designs and builds the structure of your stand: walls, flooring, ceiling or header, graphics, lighting, furniture, storage and the internal wiring. Many will also handle the drawings the organiser needs for approval, and the build-up and dismantling at the venue.
What a fabricator usually does not supply is the reason visitors stop. Activities, games, photo booths, product demos, the staff who run them and the system that records enquiries normally come from you or from other vendors. If nobody plans them early, they get squeezed into whatever corner is left once the stall is built, with no power point nearby.
So treat engagement as part of the fabricator brief, even if someone else supplies it. The fabricator needs to know where it stands, how much floor it takes and what power it needs.
What to put in your stall fabricator brief
1. Stall size, type and open sides
Give the exact stall size in square metres, the hall and stall number, and how many sides are open to the aisle. A stall open on one side is planned very differently from a corner stall or an island open on all four sides. Say whether it is a shell-scheme stall, where the organiser provides basic walls and a fascia, or a raw-space stall, where the fabricator builds everything.
2. The organiser's rules
Send the fabricator the exhibitor manual. It sets the height limit, the materials allowed, fire safety rules, the approval deadline for drawings, the power ordering process and the build-up and dismantling timings. Rules differ from show to show and venue to venue, so do not rely on what applied at the last expo.
3. Budget and what it must cover
Give a budget range and say what it includes: design, fabrication, graphics, furniture, lighting, AV, transport, build-up and dismantling, and taxes. Two quotes are only comparable when they cover the same list. Ask whether the structure is built new or reused from a stock system, since that changes both the cost and the finish.
4. Brand guidelines and artwork
Share your logo files, colours, fonts and any campaign line, and say who will supply the final artwork for graphics and when. Late artwork is one of the most common reasons a stall is finished in a rush on the last night of build-up.
5. Products to display, and how
List what will be on the stand: products, samples, screens, models. Note sizes and weights, and anything that needs locked display, a demo table or a plinth at a set height.
6. The engagement zone
This is the part most briefs leave out. Decide what visitors will do on your stall and give the fabricator the space, position and power for it:
- A photo booth. The Pikcha AI photo booth has a footprint of about 6.3 sq ft (3.29 ft wide, 1.92 ft deep, 6.71 ft tall) and needs one power point. Leave space in front for a group to pose, and place it where the queue can form without blocking your product display.
- A branded game. A game in your brand's look, on one of our arcade cabinets or as an interactive screen or wall game, needs a clear area for players and a little room for people watching. Tell us your stall size and we will advise which format fits.
- A demo point. A table, screen or product station for scheduled demonstrations, with space for a small crowd.
Put these on the floor plan before the design is approved. Moving a wall on paper costs nothing; moving it at the venue costs a night.
7. Power and AV
Add up every item that needs power: lights, screens, product demos, the photo booth, games, charging points, a fridge or coffee machine. Give the fabricator the list, so they can plan the sockets and wiring, and so you can order the right connection from the organiser in time.
8. Storage, meeting space and staff
Say how much storage you need for stock, bags and giveaways, whether you want a meeting table or a closed room, and how many staff will be on the stand at once. Small stalls often lose space to storage that could have gone to visitors.
9. Timeline and handover
Planning a Brand Activation?
We build branded AI photo booths and custom games for activations, like Ambrane's booth at IIT Delhi. Get ideas and a quote.
Set dates for the first design, revisions, final approval, organiser submission, artwork, build-up and handover. Ask for the stall to be handed over with time to spare before the show opens, so you can test the lights, screens, booth and games while the fabricator is still on site.
How to compare stall fabricator quotes
- Same scope. Check every quote covers the same items, from graphics and furniture to transport and dismantling.
- Drawings first. Ask for a 3D view and a floor plan before you confirm, showing the engagement zone and power points.
- Materials. Ask what the walls, flooring and graphics are made of, and whether they meet the organiser's fire rules.
- Real work. Ask for photos of stalls they have built, not only renders.
- Who is on site. Ask who will supervise build-up and who you call if something breaks during the show.
Plan the engagement with the stall, not after it
A stall brings people close; an activity makes them stay. At Rendezvous 2026 in IIT Delhi, the Pikcha booth on Ambrane's stall had a queue all four days, and more than 1,000 guests walked away with Ambrane-branded prints. The booth was wrapped in Ambrane's orange and planned into the stall, not added at the end.
When you brief us alongside your fabricator, we share the booth or game dimensions and power needs for the floor plan, your logo goes on the screen and the print frame, and an attendant from our team runs the booth every day of the show. Visitors take home a 4x6 print or a 2x6 strip with your brand on it, and get a copy on WhatsApp or by QR code.
For games, Bamigos.com makes its own arcade and interactive games in New Delhi, so we can put your colours, mascot and message on them. A QR code on the screen can open your app, a sign-up form or an offer, as we did for the Adani One Gaming Lounge at Ahmedabad airport. See our branded games.
Stall fabricator brief checklist
- Expo, venue, hall and stall number, size in square metres, open sides.
- Shell scheme or raw space.
- Exhibitor manual attached: height limit, materials, fire rules, deadlines.
- Budget range and what it covers.
- Logo, colours, fonts, campaign line, artwork owner and date.
- Products to display, with sizes and weights.
- Engagement zone on the floor plan: photo booth, game or demo, with space and power.
- Full power and AV list.
- Storage, meeting space, number of staff.
- Dates for design, approval, submission, build-up and handover.
For more ways to use the space once it is built, see our 15 exhibition stall ideas.
Frequently asked questions
What should I include in a brief to an exhibition stall fabricator?
The stall size and open sides, the exhibitor manual, your budget and what it covers, brand artwork, products to display, the engagement zone, the full power and AV list, storage and meeting needs, and the timeline from first design to handover.
Does a stall fabricator provide a photo booth or games?
Usually not. Fabricators build the structure, graphics, lighting and furniture. Activities such as a photo booth or a branded game normally come from a separate vendor, so plan their space and power with the fabricator early.
How much space does a photo booth need on an exhibition stall?
The Pikcha AI photo booth has a footprint of about 6.3 sq ft and needs one power point. Leave space in front for a group to pose and for a short queue.
Can you make a game in our brand's look for the expo?
Yes. Bamigos.com makes its own games, so we can put your colours, mascot and message on one of our arcade or interactive games, or build a game around your product. Ask early, since a custom look needs preparation time.
Who runs the photo booth during the show?
An attendant from our team runs the booth every day of the expo, so your stall staff stay free to talk to visitors.
Send us your stall plan
If your fabricator brief is in progress, send us the expo, dates, stall size and floor plan. We will tell you where a booth or game fits and what it needs, and send a written quote for the full run of the show.
Ask for an exhibition quote, or see our AI photo booth for trade shows.
