· 3 min read
Venue Approvals: Structural, Electrical, Rigging
The stand approval process runs on three tracks: structural approval, electrical plan approval and rigging permits. For space-only participation, submitting dimensioned stand drawings to the organiser is standard practice, with deadlines typically falling 3–6 weeks before the fair. Structural reports are generally required for builds above certain height thresholds, double decks and heavy constructions; rigging permits apply to anything suspended from the hall ceiling.
This guide explains which approval applies when, the documents typically requested in each file, how the timeline runs and how to reduce the risk of rejection to zero. Rules differ by fair and venue, so note from the outset: the final word always belongs to your show's technical regulations.
Why approvals exist and who they cover
Exhibition halls hold thousands of people at once; approval processes safeguard structural integrity, fire safety and electrical safety. With shell scheme stands the structure comes from the organiser, so the exhibitor's approval burden is minimal — the real process applies to custom builds on space-only plots.
The process typically brings three parties together: the stand builder preparing the project, the organiser (and where needed the venue's technical department) granting approval, and licensed engineers signing specialist documents such as structural calculations. Your role as the exhibitor is to make the decisions that let the process start early.
Structural approval: which stands need it?
A structural report is typically required for walls and towers above certain height thresholds, double-deck stands, raised platforms carrying people, floor structures bearing heavy machinery and wide-span bridge or arch forms. Thresholds vary by fair; at many venues, construction above 4 metres triggers additional review.
The file generally contains dimensioned technical drawings, material specifications and load calculations signed by a licensed engineer. Structural approval is the longest-running of the three tracks, so if you are planning a tall or two-storey stand, freezing the design early is critical.
The electrical plan and power planning
Electrical approval has two components: a plan showing the stand's internal installation and the connection power requested from the organiser. Lighting, LED walls, kitchen equipment and machine demos add up fast; under-requesting power causes capacity problems during the show, while over-requesting wastes money.
Installation by qualified electricians and compliance with standard safety requirements — earthing, residual current protection, proper cabling — are typical obligations. Equipment that must run around the clock, such as refrigerators, needs a separately declared 24-hour supply; food-sector exhibitors miss this detail more than any other.
Rigging: everything suspended needs a permit
Banners, hanging rings, lighting truss and LED screen supports suspended from the hall ceiling all fall under rigging. At almost every venue, suspension work is carried out exclusively by the venue's authorised rigging crew — neither the exhibitor nor the stand builder may touch the ceiling independently. Per-point pricing is common practice, payable to the organiser.
The rigging file requires the suspended element's weight, dimensions, attachment point layout and mounting detail. Hanging elements dramatically increase stand visibility and usually justify their cost — but the order must land before the deadline, as most venues cannot allocate capacity to late requests.
The approval timeline and common mistakes
A healthy timeline runs: builder contracted 8–12 weeks before the fair, design frozen within 1–2 weeks, approval files submitted complete 3–6 weeks before opening, and revision requests answered fast. Late stand orders are the number one cause of approval delays — see our guide on when to book your stand builder.
Other frequent mistakes: not checking height and closed-wall limits during design, guessing the power requirement, forgetting the rigging order and starting organiser correspondence a few weeks before the show. All of them disappear with an experienced builder who manages production and approvals as one integrated process.
The comfort of delegating the paperwork
Managed well, the approval process is background work that never reaches your agenda; managed badly, it becomes a crisis that threatens your build permit. At FUAR YAPIM we prepare structural, electrical and rigging files and handle organiser correspondence as part of our installation service — request your quote here.
Frequently Asked Questions
When must stand approvals be completed?
Submission deadlines typically fall 3–6 weeks before the fair. To freeze the design in time, contract your stand builder 8–12 weeks before the show.
Which stands need a structural report?
Typically constructions above certain height thresholds, double-deck stands, platforms carrying people and heavy structures. Thresholds vary by fair — the technical regulations of your show are binding.
Who grants rigging permits and who does the work?
Permits come from the organiser and the venue's technical department; the suspension work itself is done almost everywhere exclusively by the venue's authorised rigging crew, priced per attachment point.
How do I request the right electrical power?
Add up the loads of lighting, LED walls, kitchen equipment and demo devices, and declare a separate 24-hour supply for equipment that must run continuously. Have your builder's electrical team do the calculation.
What happens if approval is not obtained?
The organiser can withhold the build permit, incomplete files trigger revision rounds and delays, and in the worst case the design must be altered on site — costing both money and time.
