Exhibits · Practical guide
From booth plan to usable dimensions, graphics and freight access
Contracted space, finished interior, graphics and shipping packages have different dimensions. Identifying them in one coordination package helps the designer, AV team and suppliers work from compatible references and directs changes to the people affected.
Wall thickness and junctions affect the finished interior
In plan, draw both wall faces plus finishes or projections belonging to the selected solution. Distinguish outside dimension, centerline and finished inside face. If the system or finish changes, review clear dimensions rather than moving a single drawing line.
To compare materials and systems, tell the supplier which faces will be visible, what finish you want, and where screens, doors or service access will be located. For each option, request a section through the finished assembly and its junction details. If color or texture is critical, ask for an identified finish sample or reference. These answers let you compare clear interior dimensions and AV integration without treating two similar-looking solutions as equivalent. Also share the show manual conditions that the supplier and organizer need to review.
As an identified system example, Aluvision's Starter Kit 1 lists 992 × 2480 mm Omni-55 frames along with other sizes and finishing profiles. Frame size alone does not establish the complete wall thickness or interior dimension for every arrangement. Request the section and junction details of the proposed assembly.
Before subtracting wall thicknesses, confirm with the designer whether the available dimension refers to the contracted booth space, the outside of the booth or the finished interior. In the calculation below, W must be the assembly’s outside width; if the plan does not identify it, leave the clear interior width unconfirmed.
To find clear interior width, subtract the space taken up by each wall from the outside width W: clear width = W − left wall thickness − right wall thickness. Use the full thickness on each side, including finishes. Take those values from the design section; the system’s trade name alone does not establish them.
Separate the frame, visible image and production artwork
Identify each face or panel with the same code on the plan and graphic request. Record visible size, orientation, screen interfaces and areas concealed by furniture. Production artwork also needs the supplier's exact template with confirmed scale, bleed and margins.
SEG Systems' measurement guide identifies specific frame references, while its artwork instructions distinguish printing processes. These show why frame measurement, visible image and artwork size are not interchangeable. Do not apply that supplier's template to a different system based on appearance.
Coordinate dimensions with the graphic and scenic suppliers. If a junction or panel changes, update the code and identify the affected file. The AV plan records the interface; material and production specifications remain with their suppliers.
| Reference | What it identifies | What to request |
|---|---|---|
| Frame | Exact system and component | Supplier drawing and section |
| Visible image | Image remaining in view | Dimensions and concealed zones |
| Artwork | Production file | Confirmed template, scale and bleed |
| Junction | Screen or adjoining panel interface | Shared reference and revision |
From the packed item to the load-in route
- 1. Packed item and transport orientation
- 2. Doorway: clear width and height to confirm
- 3. Turn and elevator: route and conditions to confirm
Compare the arriving package against the complete access route
Request packed dimensions in the intended transport orientation, including case, protective packaging and planned handling components. Installed product size alone is insufficient. For example, Peerless-AV KIPC2555 datasheet LIT-1572 rev.5 separates product and package dimensions: that package is listed as 38.00 × 86.00 × 27.00 in, width × height × depth.
Use those dimensions to request venue confirmation of the route: entry, clear door width and height, turns, thresholds and elevator if applicable. Record elevator car and door separately, together with use and transport conditions confirmed by the responsible parties. A package being smaller than an opening in two dimensions does not establish that it can complete the turns or route.
If a conflict appears, ask the supplier about another shipping arrangement or solution, then review the route with the venue again. A door photo helps identify it; confirming access requires dimensions and use conditions. The transport team also needs to review handling equipment and loads; consult the supplier before changing any components.
Use scenarios when the plan is still evolving
Compare options using the same starting information. State what each keeps, changes and needs confirmed. If a space has not been measured, record the assumed dimension and explain how a different measurement would affect the proposal.
If the plan does not yet show a wall section, compare two options: position the image in front of the wall or integrate it into the wall. Flag the space needed for each setup as unconfirmed. If freight access is pending, identify which option depends on a particular package. The next designer, supplier or organizer response should resolve a decision.
| Missing information | Options to compare | Response needed |
|---|---|---|
| Wall thickness | Image in front or integrated | Section and final envelope |
| Permitted height | Two image envelopes | Confirmed height zone and rule |
| Freight access | Different configuration or shipping arrangement | Confirmed route and conditions |
| Graphics | Two visible-face compositions | Selected system's template |
Deliver the plan with a revision, change list and open questions
Use an identifiable file name: show, booth, date and revision. On the drawing, state units, scale where applicable, dimension origin and status of important values. Distinguish a concept sketch from construction or technical review documents: a sketch is not a permit or structural calculation.
Include a short change list and a respondent for each open question. If a dimension changes, identify affected screens, walls, furniture, graphics or packages. Keep previous revisions as history, clearly marking the current one for the discussion.
When a response arrives, retain its document, date, author and exact scope. Graphic approval does not approve support, floor or rigging. Share the updated package with the people involved so each discipline reviews its own scope.
Frequently asked questions
Can I send a plan before wall thickness is final?
Yes. Send the available revision and mark the missing dimensions. State whether known measurements describe the contracted booth space, the booth's outside dimensions or the finished interior. If the wall system is undecided, include photos or a reference. We can compare options; the supplier needs to confirm the assembly section and wall thicknesses before the clear interior width is finalized.
Can visible image size be used to order printed graphics?
It is a coordination dimension. The producer needs to confirm the model-specific template, scale, artwork size and margins for its process before production.
Can we choose equipment from an elevator photo?
The photo helps identify the access point. Request clear car and door dimensions, route turns and venue-confirmed use conditions.
What should we send so everyone uses the same plan?
A file with an identified revision, date, units, changes and open questions, plus relevant documents. State which revision it replaces and who reviews each topic.