Exhibition Stand Checklist for the Pregnancy & Baby Fair in Dublin

The next Pregnancy & Baby Fair runs at the RDS in Dublin on 3 and 4 October 2026, and the following edition is the RDS Spring Show in spring 2027, with exact dates still to be confirmed on the official fair website. This checklist is for anyone taking a trade stand at either show: baby brands, boutiques, photographers, creches, insurers, health practitioners and first-time exhibitors who want a clear running order rather than a pep talk. It covers booking and organiser questions, what to order and when, a packing list for build-up, show days and follow-up. For audience research and stand concepts, read our Pregnancy & Baby Fair exhibitor guide alongside it.

When is the next Pregnancy and Baby Fair?

The fair is held twice a year at the RDS in Ballsbridge, Dublin: an Autumn Show and a Spring Show. The next one is the Autumn Show on 3 and 4 October 2026, with the Spring Show due in spring 2027.

Detail	What we know	What to do
Next edition	RDS Autumn Show, 3 and 4 October 2026	Dates confirmed on the fair’s tickets page
Following edition	RDS Spring Show, spring 2027	Exact dates not yet published; check the official site
Venue	RDS, Ballsbridge, Dublin 4	Ask the organisers which hall your stand sits in
Opening hours	Not yet published for October 2026	Confirm public hours and exhibitor access times in writing
Exhibitor numbers	The fair says 100+ businesses exhibit	Book early for the Spring Show if position matters to you

Never assume the hall or the door you used at a previous show. Get the hall letter, the loading bay and the build-up window from the organisers before you book a courier or a van.

How do I book a stand and what should I ask the organisers?

Stand bookings go through the enquiry form on the fair's exhibit with us page. Costs and availability are not published, so the form is the starting point for every conversation about space, and the trade stand management side of the show runs from there.

Make your first enquiry do some work. A short, specific message gets a faster and more useful reply than "please send prices".

• Your business name, what you sell and whether you are selling on the day or generating leads
• The stand size you think you need, plus the size you would accept
• Whether you need a corner, an end of row, or a position away from a food area
• Power requirements, including anything that draws heavily such as a fridge or a steriliser demo
• Whether you plan to run demonstrations that need space for a small audience

Then ask the questions that decide what you can print. Every one of these changes a dimension, a material or a deadline, so get answers in writing before artwork goes to press.

• What are the exact stand dimensions, including the height limit and any set-back from the aisle?
• Is the stand shell scheme or space only, and what is the wall construction?
• Are hanging banners or rigging permitted, and at what height?
• What are the build-up and breakdown times, and can we access the hall the evening before?
• What are the delivery arrangements, and will the venue hold pallets or boxes in advance?
• Are there fire retardancy requirements for fabrics and graphics on the stand?
• What public liability cover do you require, and do you need a copy of the certificate?
• Is there an exhibitor manual, and when will it be issued?

Ask for the exhibitor pack before you commission any graphics. A pull up banner will fit almost anywhere, but a fabric backwall cut to the wrong width is an expensive lesson.

What should I do six to eight weeks before the fair?

Six to eight weeks out is when the stand stops being an idea and becomes a set of orders. This is the full planning window for the Spring 2027 show. If you are reading this with October 2026 days away, skip to the late-booking note underneath.

Timing	Task	Why it matters
8 weeks	Confirm stand size, position and power in writing	Every graphic dimension follows from this
7 weeks	Set one measurable goal (orders taken, leads captured, sign-ups)	It decides your layout and your staffing
6 weeks	Brief and sign off artwork; book proofs	Leaves room for a second round without panic
5 weeks	Order large-format graphics and hardware	Fabric and hardware need the longest lead time
4 weeks	Book staff, accommodation and transport	Leaves time to compare options for a two-day show
3 weeks	Confirm stock, samples and payment terminals	Card readers need testing, not hoping
2 weeks	Do a full mock build in your own unit or office	Finds the missing bracket while you can still buy one
1 week	Print the run sheet, brief the team, pack	Nobody should be reading instructions in the hall

Late booking for October 2026. With the Autumn Show this close, treat it as a sprint. Contact the organisers about any returned or remaining space, then keep your graphics simple and fast to produce. Roller banners, a printed tablecloth and printed boards are the quickest route to a stand that looks deliberate. Talk to us about turnaround before you sign off artwork, because what is achievable depends on the day you place the order, not the day you plan to.

What graphics and display kit does a baby fair stand need?

A baby fair stand has to be readable from a distance by someone pushing a buggy, and tidy enough to hold a conversation in. This is the kit that does most of the work; ask us about any item on the list.

Item	Job on the stand	Notes
Pull up banners	Height, brand name and one clear offer visible down the aisle	Quickest to produce and to set up; interchangeable cassettes let you reuse the base for the Spring Show
Fabric backwall or zipper wall	Covers the back of the stand in one seamless image	Order to the exact stand width; washable and packs into a case
Printed tablecloths and table runners	Turns a trestle table into branded frontage and hides stock underneath	Order to your table size; a spare is worth having with drinks and small children about
Counter stands	Demo point, consultation spot and somewhere to stand payment gear	Pop-up counters assemble quickly and some include storage
Lightboxes	Product shots that hold up under flat hall lighting	Needs a power socket, so confirm supply with the organisers
Printed boards (Foamex or Correx)	Pricing, offers, safety information and wayfinding on the stand	Light enough to mount on a shell scheme; cheap to replace between shows
Step and repeat backdrop	A photo spot visitors will share	Works hardest if you put your handle on it in a readable size
Recycled rPET lanyards and printed wristbands	Staff identification and competition entries	Wristbands stop double entries without needing a clipboard
A-frame pavement signs	Demo times and directions, where the organisers allow them	Always check aisle rules first; blocked walkways get moved

Keep the headline copy short. Three or four words at eye level and above beats a paragraph nobody stops to read. Leave a clear metre of floor so a buggy can pull in without blocking the aisle, and keep anything breakable above toddler reach.

What should I pack for build-up?

Pack in groups and tick each group off as it goes into the van. The items that derail a build are rarely the expensive ones.

Group	Pack
Graphics and display	Banners in cases, fabric wall and frame, counter, tablecloth and spare, printed boards, backdrop and feet, lanyards and wristbands
Build kit	Cable ties, gaffer and double-sided tape, Velcro strips, hook-and-loop dots, scissors, Stanley knife, tape measure, spirit level, multi-tool, spare fixings
Power and tech	Extension leads, four-way adaptors, chargers, card terminal and backup, tablet or laptop, portable battery, screen cleaning cloths
Stock and samples	Sale stock plus reserve, display samples, bags, tissue, receipt book, price labels
Admin	Insurance certificate, exhibitor pack and stand plan, organiser contact details, staff rota, lead capture forms or QR codes
Team comfort	Water, snacks, comfortable shoes, blister plasters, paracetamol, hand sanitiser, cloths and a small first aid kit

Label every case with your company name and stand number on two sides. In a hall with a hundred exhibitors breaking down at once, an unlabelled black case is nobody's case.

What should I do on show days and after the fair?

Show days are about consistency across two long days, and the fortnight afterwards decides whether the stand paid for itself.

On each morning:

• Arrive early enough to fix one thing that has gone wrong overnight
• Walk the aisle and look at your stand from twenty metres, then from two
• Test the card terminal with a real transaction before doors open
• Agree who greets, who demonstrates and who captures details
• Restock samples and leaflet holders at every lull, not at closing
• Rotate breaks so nobody is on their feet for more than two hours straight
• Photograph the stand while it is busy, for next time and for social

Keep lead capture to a name, an email and one tick box. Visitors at this show are often managing a pushchair and a bag, and a long form is a lost lead. The fair reports that over 58% of its visitors are pregnant with their first child, so plenty of the people at your stand are buying a category for the first time. Explain plainly, and note what they asked.

After the fair:

• Send follow-up emails within 48 hours, while your stand is still a memory
• Split leads into ready to buy, interested and browsing, and treat them differently
• Call anyone who asked about price, stock or delivery dates
• Log total leads, orders taken and your true cost per lead, including staff time
• Note every question you were asked more than three times and answer it on your website
• Check graphics for damage before they go into storage, and reorder what is tired
• Decide on the next edition while the numbers are in front of you

Frequently asked questions

What is the Pregnancy and Baby Fair?

It is a consumer show for expectant and new parents, held twice a year at the RDS in Dublin. The organisers say 100+ trusted businesses exhibit. They report an average attendance of 25,000 annually, with 99% of visitors making a purchase at the show.

When is the next baby fair in Dublin?

The next Pregnancy & Baby Fair at the RDS runs on 3 and 4 October 2026. The following edition is the Spring Show in spring 2027, with dates to be published by the organisers. Opening hours for October 2026 are not yet published, so confirm them directly with the organisers.

What does trade stand management involve at this show?

It covers everything from the space itself to what happens on the floor: booking through the enquiry form, agreeing stand size and position, confirming power and build-up access, supplying insurance documents, staffing the stand across both days, and handling stock and lead capture. The organisers manage allocation and the venue rules; you manage the stand, the graphics and the team.

How far ahead should I order stand graphics?

Aim to sign off artwork six weeks before the show and place the order around five weeks out. That gives room for a proof round, a delivery slot and a mock build. Shorter timelines are often workable, particularly for roller banners and printed boards, but the sooner you send artwork the more options stay open.

Can I still exhibit at the October 2026 fair at short notice?

Ask the organisers whether any space remains, then keep the build simple. A pair of banners, a printed tablecloth and a counter give you a complete-looking stand from very few components, and all of them pack into a car boot. Do not commit to a large fabric backwall unless the exact stand dimensions are confirmed.

Do I need public liability insurance for an RDS trade stand?

Ask the fair organisers whether public liability cover is required, what level of cover they need and whether they want a copy of the certificate before build-up. Ask when you book, and check that your policy covers exhibition activity rather than just your premises.

Ready to order your stand graphics?

We have over 20 years' experience in large-format print and display, and we can take your stand graphics from artwork to delivery. Tell us the stand dimensions and the show date and we will quote per job.

• Send us your stand size, the show date and your logo files
• We check your artwork and send a proof for sign-off
• We print, pack and deliver your order

Contact our team for a quote and tell us which edition you are exhibiting at, October 2026 or Spring 2027, so we can work back from the right date.