Planning print for an exhibition or conference in Riyadh: a checklist

Begin with the organiser's or venue's manual, then list every printed item a visitor will meet from the road to their seat, and plan backwards from the install date. Most print problems at events come from three things: a late brief, rules nobody read, and graphics measured from a drawing rather than from the real structure.

Before any design starts

• Get the exhibitor or venue manual, and note deadlines, stand height limits, fixing methods and any material rules.
• Ask whether materials need to meet fire or safety requirements. Venues may require this for fabric and hanging graphics, so confirm with them in writing and ask suppliers what documentation is available.
• Confirm who supplies what. Shell scheme stands, for example, often include a fascia, while the organiser may control its wording.
• Check rules for outdoor branding. Banners, flags or signage outside a venue may need approval from the venue or the relevant municipality, and rules can change, so check the current position early.
• Check the current requirements for Arabic wording on public-facing signage and content with the organiser or the relevant authority.
• Confirm event dates, access hours and when you can install and remove materials.

Decide what you actually need

Guiding visitors from outside:

• Flags or a large banner at the entrance or perimeter
• Directional signs at car parks, gates and halls
• Floor stickers or wayfinding panels, if the venue allows them

On the stand or stage:

• Backdrop or back wall graphic
• Fascia, counter wrap and panels
• Roll-up banners for meeting points and side tables
• Stage backdrop and podium branding for a conference

For people:

• Name badges, lanyards and holders, with colours for visitor, speaker, staff and VIP
• Staff shirts or polos, and caps for outdoor teams
• Brochures, business cards and notebooks
• Bags and promotional gifts

If budget is tight, spend first on what visitors see from a distance, and on staff identification. A clear back wall usually does more than a table of small giveaways.

Design for the real viewing conditions

A back wall is read across an aisle, so keep it to a name, a short promise and one image, and set the main message above head height so a crowd cannot hide it. For outdoor graphics, a common rule of thumb is about 2.5 cm of letter height for every 3 metres of reading distance.

Design Arabic and English together rather than adding one later. Arabic often needs a larger size to read at the same distance, and it reads from the right, which affects the layout and the direction of any arrows.

Colours shift between materials. The same logo can look different on fabric, PVC and paper, so ask for a printed sample if brand colour matters, and give a Pantone reference where you have one.

Prepare files properly

• Measure the real structure, and take the final sizes from the stand builder.
• Set the size and bleed according to the printer's specification for each item.
• Keep logos and text in vector form, and check image resolution at final print size.
• Have a native Arabic reader check the text, as broken letter joining is a common error when software mishandles Arabic.
• For personalised badges, send a clean spreadsheet and check spellings of names. Test any QR code on the printed proof.

Timeline, working backwards

• Install date: the fixed point. Work back from here.
• Delivery: confirm the loading dock or delivery slot, and leave a buffer. Delivery cost depends on location and size.
• Production: standard orders typically take 2-5 business days. Mixed orders, large quantities and special materials may need more, so raise them early. Rush is on request.
• Proof approval: allow time for your own team and any sponsors, who are often the slowest step.
• Design and content: this usually starts well ahead, particularly with sponsor logos to collect.

Riyadh's cooler months tend to be busy for events, so try to book production early for that period.

On site and afterwards

• Label every box with stand number, contents and a contact number.
• Bring a small kit: tape, cable ties, scissors, cloth, spare lanyards and badges.
• Secure outdoor items against wind and dust, including flag bases and banner ties at every eyelet.
• Photograph everything once it is installed, for your records and sponsors.
• Keep dates off the main graphics so that you can reuse them, and print dated details on a smaller replaceable panel.
• Store banners clean, dry and rolled rather than folded.

We produce this range from one Riyadh factory, including banners, flags, stand graphics, lanyards, badges, stationery and staff wear, which can make it simpler to keep colours and delivery together. Send us your event dates and item list for a free design consultation.