Fair calendar and planning your rental

What the calendar is for

The calendar shows availability per item for the dates you pick. It is not a list of events and not an exhibition programme — for that, check the website of the organiser.

Here you check one thing: is the display you need free on your days. If it is taken, you look for an alternative — another model in the same category, or slightly shifted dates.

How to use it

1. Start from the date of the event. Subtract the build-up day before it and add the teardown day after it. Those are your real rental dates, not just the show days.
2. Enter the period on the product page. The calculator prices the rent on the sliding scale and shows the final amount.
3. Check every item you need. Availability is per item. The wall may be free while the third roll-up banner is not.
4. If a period is taken, look at the neighbouring days. One day of difference often opens up availability.

When to book relative to the fair

Print production time starts from the approval of the digital proof, not from the payment. Delay the approval by two days and the finished order moves by two days.

Why the high season runs out of stock

Renting works with physical items, not with an unlimited warehouse. One roll-up banner can be in one place on a given day.

The fair calendar bunches up in certain weeks — and then many exhibitors are after the same dates. Whoever books first gets the items, and the rest shift dates or change model.

Pop-up walls go first, and promo counters follow.

So booking is not something to leave for the final week. The moment you have a confirmed stand, you have dates — and can book.

How to plan the logistics

A fair has three separate logistics moments and each one eats time:

• Build-up day. Usually the day before the opening, as set by the organiser. If you chose delivery with setup, this is the day you book the visit for.
• The show days themselves. The structures simply stand at the stand.
• Teardown day. Right after the closing. With delivery and setup the teardown is included in the €5.00 per piece setup fee, so we come back for the items ourselves.

Your rental period has to cover all three. If you rent only the show days while the build-up is on the previous day, you will be one day short.

Logistics is charged once for everything on the same dates and the same address. So ordering the whole stand at once costs less than ordering it in parts.

The 1 day buffer

After a return we keep 1 day to inspect, clean and prepare the item. During that day it does not go out to another client.

What that means for you:

• In the calendar the day after your rental looks busy — that is the buffer, not somebody else booking.
• If you have two shows on consecutive days in different places, do not count on the same item. Plan for two.
• If you really need that exact model for the second fair, call in advance — sometimes an earlier return and an earlier pickup can be arranged.

What to check before booking

• Stand size. The exact footprint in your contract with the organiser. A 3×3 pop-up wall does not fit a stand two metres wide.
• Power at the stand. Whether there is a socket, where it sits and whether it is enough for your equipment.
• Ceiling height in the hall. The teardrop flag is 320 cm tall. In halls with low ceilings or hanging structures it may not be allowed.
• Build-up and teardown hours in the rules, and whether the crew needs passes.
• Vehicle access to the hall and the hours when it is permitted.
• Who will be at the stand and who handles the return, if you did not choose delivery with setup.

If you do not know all of this yet, book the items anyway. Cancellation is a 100 % refund 7 or more days before the rental, 50 % at 3–6 days and 0 % at 0–2 days, and the deposit comes back in all cases. Shifting dates is possible subject to availability.

For a question about specific dates write to mail@expo.rentals or call +359 87 996 1450.