Exhibition Rigging Procurement and Installation Permission: A Practical Guide by Role

Part 1. Planning and Procurement Lead

"An order does not authorise installation. Check organiser permission and control the deadlines first."

• Obtain organiser permission first: Before suspending a banner or truss from an exhibition ceiling, confirm the organiser formally permits the proposed installation. Excel London asks exhibitors to obtain organiser permission before requesting a quotation. Follow the event and venue submission process, obtain the required permission and technical review, and attach the required drawing to the order.
• Keep deadlines separate: Technical-document submission, advance-order pricing and the permitted on-site installation window are different milestones. Do not treat them as one date.
• Confirm lighting and power scope: Check whether lighting and power required for rigging are included in the order. If a separate application is required, arrange supply with the nominated electrical contractor so it is not omitted.
• Manage differences between quotation and delivered equipment: A rigging quotation may rely on the dimensions and weights supplied by the applicant. Manage the risk of extra cost and delay if delivered items differ from the drawing or require additional structural review.

Excel London's organiser-permission, lighting-power and advance-rate terms, and EAG Expo 2026's contractor restrictions and deadlines, are venue- or event-specific examples. Confirm the actual process and dates with the organiser and venue.

Part 2. Rigging and Structural Technical Lead

"Do not divide total weight evenly by the number of points. Document point loads and connections on the drawing."

• Calculate loads at each point: Do not simply divide equipment weight evenly by the number of suspension points and submit that as an approved load. Competent rigging and structural personnel should assess the actual arrangement and connections, including the total load with hoists and cables, applicable dynamic loads and the load at each point. Document installation orientation and connections on the drawing.
• Respect the scope of ceiling work: Identify who is authorised to make the primary attachment to the venue ceiling and who may connect equipment below as a secondary attachment. Document each scope under the venue and event rules.
• Obtain formal reapproval for on-site changes: If banner size, equipment model, point position or height changes on site, do not proceed independently or merely change the old order price. Send the revised load and position details to the technical reviewer and do not carry out the change before the required structural review and formal reapproval.

The planning team must not decide structural safety independently. The venue and competent technical personnel assess actual loads and structural suitability against site conditions.

Part 3. Site Operations and Installation Management

"A completed-installation photo is not enough. Before lifting, compare the delivered items with the final approved drawing."

• Compare with the drawing before lifting: Before a lift, measure and check with competent personnel that the delivered equipment and suspension positions match the final drawing version reviewed and approved by the organiser and venue.
• Control access to the lifting area: Restrict access to the lifting and potential falling-object areas and keep workers and other stand teams out from under suspended loads. Proceed with communication maintained between ground and lifting personnel under the competent lead.
• Confirm authorised contractors and retain restrictions: Verify that the contractor carrying out ceiling attachment and lifting is competent and authorised under the venue and event rules. Retain records of approved site changes and load restrictions with the acceptance documents.

Use the form for the next handover

Use the [Rigging approval and equipment check](/en/templates/rigging-approval-handover.html) for the records described here. The XLSX contains Blank, Example and Instructions sheets. Write your event in Blank; the fictional example is a guide to what to enter.

Link permission and drawing versions to each work/point ID. Record discrepancies and obtain qualified change review.

The technical owner hands approvals and equipment checks to the contractor lead. Record withdrawal of old drawings when distributing revisions.

Final check before use: Before beginning overhead rigging, check that organiser permission, point-load drawings, contractor responsibilities and the lifting safety plan have all been reviewed.