Set-up acceptance: Final Safety Check Before Opening Day

Before a trade fair opens its doors to the public, many events require one final step: the set-up acceptance. At this stage, representatives from the organizer, fire safety officials, or independent experts verify that the booth complies with all technical and safety regulations. This isn’t about bureaucracy – it’s about ensuring proper structural integrity, clear escape routes, compliant materials, and safe electrical systems. Exhibitors must demonstrate that their booth is in flawless condition – otherwise, they may face delays or, in extreme cases, a mandatory teardown.

How Set-up acceptances Work – and What Matters

Inspection by Organizers and Technical Personnel

Depending on the complexity of the booth, inspections may be carried out by various authorities: the organizer, independent inspectors, fire services, or building safety experts. Key aspects include correct assembly, proper electrical installations, clear escape routes, and visible signage. Suspended loads, platforms, and free-standing structures are also closely scrutinized. These inspections typically occur on-site just before the show officially opens.

What’s Required On-Site

On inspection day, a responsible contact person should be present at the booth – ideally someone with technical knowledge and decision-making authority. If adjustments are needed, fast action is essential. The most common issues include missing documentation, unsecured hanging structures, blocked exits, or unapproved custom constructions.

Consequences of Failing the Inspection

If a booth doesn’t pass inspection, it may be barred from operating until all issues are resolved. Sometimes, there’s only a small window to fix problems – modifications must be completed before doors open. Operating without approval can lead to penalties – and liability in case of safety hazards.

How Exhibitors Can Prepare

Early Communication with the Organizer

Even before setup, exhibitors should submit floor plans, structural calculations, and information on technical features – especially for custom builds, elevated platforms, or multi-level designs. The earlier the feedback, the smoother the planning process.

Coordination with Booth Contractors

Many exhibitors work with third-party contractors. It’s essential that everyone involved understands and complies with the venue’s technical regulations. Miscommunication often arises from unclear task distribution. Ideally, booth builder and client should both be on-site for the inspection.

Plan for Flexibility

Even with solid planning, last-minute issues can arise. A contingency plan, basic tools, or an extra team member on-site can help implement necessary changes quickly. Scheduling a time buffer helps prevent last-minute stress.

Conclusion: No Operation Without Inspection

The set-up acceptance isn’t a mere formality – it’s a vital measure to ensure the safety of all participants. It helps minimize risks and ensures a professional start to the event. Being well prepared saves time and avoids last-minute complications. For exhibitors, the inspection is as much a part of the trade fair as the booth itself.