HITEX Hyderabad: A Stall Planning Checklist for Exhibitors

HITEX, in the HITEC City area of Hyderabad, hosts a wide mix of shows, from pharma, diagnostics and life sciences to technology, manufacturing and consumer expos. A stall there goes smoothly when three parties do their part on time: you as the exhibitor, your fabricator and the organiser. Most problems come from a task each side assumed the other had done.

This checklist splits the work by who owns it and when, so nothing falls into the gap between teams. Print it, put names against each line and review it every week until the show.

Six weeks or more before the show: exhibitor

• Confirm your space: hall, plot number, size, open sides, and shell scheme or bare space.
• Download the exhibitor manual and send it to your fabricator the same day.
• Decide what the stall must do: a launch, live demos, meetings, sampling or lead capture.
• List every product and piece of equipment going on the stall, with sizes, weights and power needs.
• Name one decision-maker for design approval. Approval by committee slows everything down.

For Hyderabad we ask for a brief 4–6 weeks ahead, since it is outside Karnataka but within South India. Brief earlier when the stall has demo equipment, a closed meeting room or custom showcases, because each of these adds design and fabrication time.

Four to six weeks before: fabricator

• First 3D design within days of the brief, with a plan view showing aisles and neighbours.
• Design checked against the manual: build height, back wall finish and material rules.
• Drawings prepared in the format the organiser asks for, usually a plan, elevations and an electrical layout.
• Contractor registration completed and any deposits arranged.
• Power load worked out from the lighting, screens and equipment list.

At this stage the exhibitor's job is quick, clear feedback. One round of combined comments is far better than several rounds from different people, each undoing the last.

Two to four weeks before: both teams

• Organiser approval received for the design. If there are comments, resolve them now, not on site.
• Power ordered from the organiser before the deadline.
• Graphics files final and checked for spelling, logo versions and contact details.
• Fabrication under way at the factory: carpentry, paint, laminates, acrylic and electricals.
• Exhibitor confirms furniture, screens, giveaways and literature quantities.
• Badges and passes requested for stall staff and for the build crew.

Final week and build-up: fabricator, then exhibitor

1. Dry-assembly in the factory, with photos or a video walk-through sent to you for sign-off.
2. Snag fixes, then labelled dismantling and protective packing.
3. Dispatch to Hyderabad with time to spare for the road.
4. Installation at HITEX within the organiser's build-up hours.
5. Electrical inspection by the organiser, then power on.
6. Exhibitor places products, checks demos and does a final walk-through with the crew.

Keep one person from your team available on build-up day, even if only by phone, to approve small decisions on the spot. A shelf height or a graphic position can wait hours for an answer otherwise.

What to confirm about HITEX for your show

We do not assume heights, floor loads or rigging rules for any venue. At HITEX, as anywhere else, these depend on the hall and on the organiser of your show. Confirm them in the manual or in writing from the organiser.

• Permitted build height for your hall, and whether it changes near walls or exits.
• Floor load limits if you are bringing heavy equipment, and access for forklifts.
• Whether hanging banners or rigging points are available, and who installs them.
• Water and drainage if you need a sink for sampling or demos.
• Internet: whether you can bring your own connection or must order the organiser's.
• Rules on sound levels if you plan a video with audio or a live presentation.

Example: India Diagnostic Expo 2026

India Diagnostic Expo 2026 runs 18–20 December 2026 at HITEX. Diagnostics and lab exhibitors usually need clean white or light finishes, careful lighting on analysers and kits, a demo bench with power, and a small meeting space for distributor and hospital conversations. Brief by early November to stay inside the planning window.

Lab equipment also brings its own handling questions. Analysers may need your service engineer to unpack and calibrate them, and some should not sit in a cold or dusty hall overnight before they are set up. Agree with your fabricator when the bench will be ready so equipment arrives on a finished stall, not into a build site.

Gaps we see most often

• Power ordered for lighting but not for demo equipment, so the load is short on day one.
• Literature and giveaways couriered to the venue with no named person to receive them.
• Graphics approved before product names were final, so panels need reprinting.
• Staff badges requested after the organiser's cut-off.
• Nobody briefed on how to switch the stall lighting on and off each day.

If you are also running an event in Hyderabad

Many exhibitors use a show trip for a distributor dinner or a customer session at a hotel. If you plan one, brief it together with the stall so the branding, the screen content and the team schedule line up. We also handle corporate events in Hyderabad, so the same team can plan both.

Planning a stall at HITEX?

Share the show, your space and the exhibitor manual, and we will plan the rest with you. Start with Plan your project, see the HITEX venue page and our exhibition stalls in Hyderabad, or WhatsApp or call +91 70190 58391.