Last-Minute Exhibition Stand Solutions for Short Turnaround Times

Booked last-minute exhibition stands? Don’t panic. You can still shine.

Exhibitions move fast, and sometimes plans change. 

Maybe your team decided to join last, or someone else dropped out and left you with the slot. Whatever the reason, setting up an exhibition stand on short notice doesn’t mean you have to sacrifice quality.

With the right approach, quick thinking, clear priorities, and expert help, you can pull together a professional, attention-grabbing display in no time. 

In fact, companies like EMS Events in London specialise in exactly this: fast, flexible exhibition stand solutions designed for short turnarounds.

This guide shows you how to manage a last-minute setup like a pro, and still make a big impact on event day.

DECIDE WHAT YOU ACTUALLY NEED 

Before calling anyone, make a quick list of what you truly need. This saves time and avoids confusion when you speak with your supplier. Think about:

• The size of your exhibition space.
• The goal of your stand (e.g., demos, branding, networking).
• The number of staff working on the stand.
• Basic furniture (e.g, counters, stools, literature racks).
• Branding or printed materials you want displayed.
• Do you already have any banners or graphics?
• AV equipment like screens, speakers, or lighting.

Having these details ready will make your supplier’s job easier and help you get what you need faster.

STICK TO MODULAR STANDS (FAST & FLEXIBLE STRUCTURES)

Custom-built stands are beautiful. But they take time, tools, and labour. When the clock is ticking, go modular. These ready-made parts can be quickly put together and still look sleek. The benefits of modular systems include:

• Quick setup and easy breakdown.
• Easy to transport and assemble.
• Clean and professional appearance.
• Lightweight but strong.
• Tool-free and quick to build.
• Customisable with branded panels.
• Cost-effective compared to full custom builds.

So, Choose:

• Pop-up displays.
• Banner stands.
• Folding counters.
• Flat panel backdrops.

KEEP GRAPHICS SIMPLE AND BOLD

When time is short, simple design wins. A clean banner or backdrop that says who you are and what you do is more powerful than a cluttered mess. 

Focus on these:

• Big logo at eye level.
• Clear brand colours.
• One key message or product.
• Minimal text.
• High-res images (only if they’re ready to go).

Avoid overloading your stand. Your message should be understood in five seconds. EMS Events can print and mount your graphics last-minute if you have your artwork ready. Ask about fabric graphics too; we’re fast to print and easy to install.

TRIPLE-CHECK LOGISTICS: DON’T LET DELIVERY RUIN THE DAY

Last-minute shows often fail because of missed deliveries or setup issues. Don’t let your great plan fall apart in the final step.

Things to confirm:

• Venue delivery windows.
• Who’s receiving deliveries on-site?
• Loading bay access and rules.
• Power and internet availability.
• Set-up and break-down time.

USE A SIMPLE CHECKLIST TO STAY ON TRACK

Even with limited time, a checklist keeps you calm and focused. Here’s a quick one you can use:

• Supplier confirmed.
• Stand space booked.
• Graphics sent to print.
• AV equipment selected.
• Delivery times confirmed.
• Staff briefed and scheduled.

Having it all in one place helps you avoid missed steps. And if you’re too busy, EMS Events can take over the setup, so you can just show up and shine.

HAVE A BACKUP PLAN – EXPECT THE UNEXPECTED

Even with the best plan, something might go sideways. Be ready with a simple backup.

Have on hand:

• USB with your logo and artwork.
• Digital flyers or PDFs to send instantly.
• A print shop located near the venue.
• Spare business cards or lead forms.

If your graphics don’t show up, or the Wi-Fi fails, you’ll still be able to connect with attendees and collect leads.

FOCUS ON THE PEOPLE, NOT JUST THE STAND

Your stand matters. But people remember people. A good attitude and confident energy will cover a lot of sins.

Make sure your team is:

• Briefed on the main goal.
• Wearing branded clothing (even a simple t-shirt).
• Smiling and welcoming.
• Ready with a one-liner pitch.

DON’T DIY UNDER PRESSURE: FIND A FAST-ACTING EXHIBITION PARTNER

This is not the time to shop around or try DIY fixes. You need a company that’s used to working under pressure and already has equipment ready to go. EMS Events in London is perfect for last-minute bookings. We’re fast, efficient, and know how to deal with tight exhibition timelines.

We offer:

• Pre-built or modular stands.
• Fast turnarounds with delivery/setup support.
• Local knowledge of London venues.
• One project manager to handle it all.
• Options for printing, graphics, and furniture.

BE READY TO ADAPT

When time is short, flexibility is key. Maybe your first choice of lighting isn’t available, or there’s no time to print complex 3D signage. That’s okay. Focus on what’s essential:

• A strong brand message.
• Clean layout.
• Easy visitor engagement.
• Functional equipment.

With the right priorities and a trusted supplier, you can still have an amazing presence at your exhibition.

LAST-MINUTE DOESN’T MEAN SECOND BEST

Just because you’re short on time doesn’t mean your exhibition stand has to suffer. Rushing an exhibition stand setup isn’t ideal, but it’s entirely doable. Start with the basics, work with experts, keep your graphics simple, and plan your logistics tight. Keep things human, stay flexible, and don’t panic.

Need a partner who can handle all this fast? EMS Events rents ready-to-go exhibition stands, branded display systems, and setup support in London. Whether you’re two months out or two days away, we’re built for short turnaround times.

Why choose EMS Events?

• Fast, flexible solutions.
• Modular stands and printed graphics.
• Last-minute bookings welcome.
• Support with logistics and venue coordination.
• Based in Central London.

Don’t lose time. Don’t lose leads. Let EMS Events handle your last-minute exhibition needs and make your event a win, no matter how late you booked.