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MOVE-IN, SHOW HANDOVER & MOVE-OUT

Trade Show Booth Installation & Dismantling Guides

Plan trade show booth installation and dismantling around the approved design, available freight and the event’s working schedule. These resources help exhibitors understand I&D scope, coordinate with labor and show-service providers, and prepare for both move-in and move-out. Start with the complete I&D guide, then explore related articles on labor costs, material handling and international exhibitor preparation. Use the checklists below to identify who is responsible for each handoff. The current exhibitor manual, confirmed service orders and written project scope should guide the plan for your assigned booth.

Read the I&D guide ↓Review the workflow ↓

Featured I&D Guide

Start with the complete guide to installation scope, crew coordination and move-out planning.

What Is Included in Trade Show Booth Installation and Dismantling?
INSTALLATION

What Is Included in Trade Show Booth Installation and Dismantling?

Review the on-site work involved in building, finishing, dismantling and packing an exhibit. This guide separates the agreed I&D scope from freight, material handling and show services, with checklists for drawings, labor coordination and move-out responsibilities. It also connects these planning questions with a published 20×30 Las Vegas project.

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Freight vs. Material Handling

Understand the handoff between carrier delivery and movement of materials through the venue.

Understand drayage →

Connect Move-In With the Move-Out Plan

This planning sequence highlights the handoffs to coordinate. The actual build and dismantling sequence depends on the exhibit, freight availability and current event requirements.

  1. Confirm the Scope

    Align drawings, booth assignment, service orders, work windows and responsible contacts.

  2. Receive & Check

    Reconcile available components with the packing list and report missing or damaged items.

  3. Build & Coordinate

    Follow the approved assembly plan and coordinate access with the required service providers.

  4. Check & Handover

    Review agreed finishes, displays and readiness with the exhibitor before show opening.

  5. Dismantle & Pack

    Identify reusable components, protect graphics and record the packed inventory.

  6. Release & Return

    Confirm the outbound paperwork, pickup arrangements and destination for each shipment.

Keep carrier delivery and venue receiving aligned with the installation plan. See exhibit transportation support for the connected freight scope.

Assign Responsibilities Before the Crew Arrives

Exhibitor Decisions

Name the contact who approves changes, answers product questions and accepts the booth handover. Confirm how additional work is authorized.

I&D Scope & Supervision

Identify the agreed assembly, graphics, display setup, dismantling and packing tasks. Specify the supervisor and the information the crew needs.

Show-Service Handoffs

Identify who orders and coordinates material handling, electrical, internet, rigging and other required services. Confirm provider responsibilities in current event documents.

Use the installation and dismantling service page to discuss project support, and trade show project management to coordinate approvals and dependencies.

What to Prepare for an I&D Scope Review

  • Show, venue, dates, booth number, floor plan and current exhibitor manual.
  • Approved drawings, assembly instructions, graphics and AV or product-display requirements.
  • Packing list, crate identification, shipment status and receiving arrangements.
  • Move-in and move-out windows, service-order confirmations and on-site contacts.
  • Return freight, storage or disposal instructions for the agreed assets.

Review separate charges with the booth cost guides, and connect the schedule with the booth planning checklists. For broader first-show preparation, visit the U.S. exhibitor guides.

Installation & Dismantling Planning FAQs

What is the difference between I&D and material handling?

Installation and dismantling covers the agreed work to assemble, finish, take down and pack the booth. Material handling concerns the movement of freight through the venue and related receiving or empty-container services. Confirm the provider, charges and handoff for each scope in the current event documents and proposal.

What information helps an I&D team plan the job?

Provide the approved booth drawings, assigned floor plan, event manual, work windows, packing list and shipment information. Include service-order confirmations, AV or product requirements, assembly instructions and contacts who can authorize decisions. These inputs help the team plan the work and identify dependencies.

Are labor rules and installation times the same at every show?

No. Work assignments, access, required documentation and schedules depend on the show, venue and project. Confirm the current manual and provider instructions before assigning tasks or estimating duration. The plan also needs to account for the design, available components and other services required before work can proceed.

CONNECT YOUR DRAWINGS WITH SHOW-SITE EXECUTION

Need an I&D Plan for Your Next Show?

Share your show, venue, booth size, drawings, freight plan and move-in or move-out schedule. Exhibitsmax can review the proposed installation and dismantling scope and the information needed to coordinate your project.

Request an I&D Scope Review →