Some designers are one-or-two-people operations; others are part of a large practice. They will each have different methods of working. The designer who is part of a large practice will possibly have the services of a commercial person whose task it is to gather all the information, brochures and technical detail so that the designer - the creative interpreter - has everything to hand to allow him to create the exhibition stand. The commercial person will be the one who is in regular contact with the client - the exhibitor.

After the initial roughs are approved, the designer will usually prepare the final visual of the stand. Draughtsmen will prepare the working drawings and other details plus the specification, to the creative designer's instructions, when these are required. Upon approval of these, the commercial executive will tender the project to the chosen stand builders. These design teams can therefore work on several projects at once. For smaller stands it is not necessary to employ design groups but on a major international event or an Expo or other major trade fair, they often produce the better type of work. They are also likely to have greater knowledge of what is expected from exhibitors.

Designers usually prefer to sketch out a few ideas or rough thoughts and obtain the client's opinion before developing the final design. This will probably be in the form of a perspective drawing showing one or more frontages or sometimes the various elevations with a plan layout of the stand. Some exhibitors find it difficult to visualise plans and in such cases a simple model may be prepared. Models are an additional expenses, warranted only if the client finds it necessary in the planning process for briefing the stand staff on the positions they will occupy within the stand, or maybe to explain the stand philosophy to senior management. The have little value to the designer or to the stand builders.

When the design presentation is approved by the client, working drawing and specifications are prepared. At this point the designer needs to obtain the organiser's and any other required approval. Working drawings and specifications are the most essential part of the design process. The drawings interpret design ideas in a realistic and practical manner, which the building contractors can readily understand. Just as the client 'reads' the story of the stand from a model or visual, the craftsmen who are building it 'read' or visualise the final job from these drawings, which are fully described in the specification.

On a larger exhibition stand the designer will probably produce a plan, an elevation for each frontage, one or more sections plus details of any special features or displays. Accompanying these will be the specification, colour and finishes guide, electrical layout and fittings plus details of any other special requirements needing separate layouts or drawings. These might include audio/video, compressed air, plumbing, floral décor, animation, hydraulics, etc. Smaller, less complex stands will require fewer drawings. From all this information the exhibition standfitter will have all the facts that are needed to estimate the cost and he and his workmen will be able to build the stand just as the designer visualised it.

The designer is usually asked to tender the standfitting work after the design and working drawings have been approved by the client. His standfitter recommendations are usually sought by the exhibitor. Because he has frequent dealings with these standfitters they are unlikely to upset a regular client. While tendering is the norm for official organisations and larger companies, many smaller exhibitors find it better to negotiate a contract. Negotiated contracts usually come about after a relationship has been established over a period of time between a standfitter and his client. The contractor will have shown that he is fair in his dealings and costings and can be relied upon to complete the work on time.

Experienced exhibition managers who are themselves capable of estimating a project at current prices often use this method. When considering estimates the old rule always applies - 'You always get what you pay for'! The main standfitting contractor will normally be able to cope with all aspects of the work that the designer has called for within the design. As a general example this will include floor coverings, furniture, plumbing, electrical or gas services, floral displays, compressed air, audio/video, television and satellite signals distribution, computer 'clean lines' and any other services. Stand cleaning is sometimes provided by the show organisers within the space rental and sometimes by specified contractors. Sometimes exhibitors may be required to make their own arrangements.