LONDON'S
EVENT
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Getting your stage backdrop dimensions wrong is one of the most expensive and stressful mistakes you can make in event production. Order too small and you have bare rigging showing on camera. Order too large and you're paying for print that gets folded behind the set. Get the resolution wrong and your backdrop looks pixelated on a live stream.

This guide covers everything you need to know about stage backdrop sizing before you brief your London event graphics supplier.

Why Backdrop Size Matters More Than You Think

A stage backdrop isn't just a printed piece of fabric. It's the frame for every photograph taken at your event, every screenshot from your live stream, and every time your presenter appears on the room screens. In most corporate events, the backdrop is the most-photographed element in the room — and also the element most frequently under-specified.

Standard Stage Backdrop Sizes

There is no single standard, but these are the most common sizes used at London venues:

• 3m × 2m — suitable for small meeting rooms and roundtable sessions with no live stream
• 4m × 2.5m — boardroom conferences, small breakout stages, press walls
• 6m × 3m — standard conference stage for up to 300 attendees, most common size
• 8m × 4m — larger conference halls, award ceremonies, product launches
• 10m × 4m or wider — arena events, large gala dinners, main stages at multi-room venues

For events with a live stream or broadcast element, always size up. The camera typically captures a wider angle than the human eye, and anything outside the print area will show as rigging, black drape or bare wall in your recording.

Height: The Dimension Everyone Gets Wrong

Most event organisers focus on width and underestimate height. The key question is: what is the highest point of your set? If your stage has a header truss at 4 metres, your backdrop needs to reach it. If you have LED screens at 3.5 metres, your print needs to extend to at least that height to avoid visible gaps.

Printed Fabric vs Vinyl: Which Is Right for Your Stage?

The two most common backdrop materials are printed fabric (pop-up, tensioned or hung) and vinyl banner material. Each has different characteristics:

• Printed fabric — lightweight, folds small for transport, minimal glare on camera, best for most conference stages
• Vinyl banner — heavier, more robust, better for outdoor or high-humidity environments, slightly more reflective under stage lighting
• Tensioned fabric systems — the premium option, completely flat finish, looks exceptional on camera, ideal for broadcast events

Resolution Requirements for Stage Backdrops

Large format print is viewed at distance, so it doesn't require the same resolution as print you'd read up close. As a general guide:

• Minimum 72 dpi at final print size
• Ideal: 100–150 dpi at final print size
• For close-up areas (text, logos): supply vector files (AI, EPS, PDF) wherever possible

If you're supplying artwork, always check with your graphics supplier before sending files. Supplying a 300 dpi file intended for A4 print and scaling it to 8 metres is one of the most common artwork errors we see — and it results in visibly blurry output.

How to Brief Your Stage Backdrop

When you contact a London event graphics company about a stage backdrop, include:

• The venue name and room (most suppliers know the rigging options)
• Width and height of the stage or set area
• Whether the event is being live streamed or broadcast
• The finish you need (hanging, pop-up frame, tensioned)
• Your event date and installation window
• Whether you need installation or just print and delivery

London is home to two of the UK's largest and most active exhibition venues. ExCeL in Royal Docklands and Olympia in Kensington between them host hundreds of trade shows, exhibitions and consumer events every year — and they have meaningfully different requirements for exhibitors and their graphics suppliers.

If you're exhibiting at either venue this year, here's what you need to know before briefing your exhibition graphics company.

ExCeL London: What to Expect

ExCeL is London's largest exhibition venue, covering over 100,000 square metres across two interconnected halls. It hosts major international trade shows including DSEI, the London Boat Show and numerous corporate expos.

• Shell scheme panel sizes — standard shell scheme at ExCeL uses the Octanorm system. Standard panels are typically 97cm wide × 250cm high, but always confirm with your organiser's exhibitor manual as configurations vary by show
• Height restrictions — standard shell scheme allows graphics up to the panel height (typically 2.5m). Custom builds in open space can often go higher, subject to structural engineering sign-off for anything above 4m
• Floor coverings — ExCeL halls have a smooth concrete floor. Vinyl floor graphics and carpet tiles both work well
• Loading — ExCeL has excellent loading bay access on both the east and west entrances, making large graphic deliveries and installations straightforward

Olympia London: What's Different

Olympia is a Victorian-era venue with significantly more character — and more constraints. The Grand Hall, National Hall and Empire Hall each have different ceiling heights, column positions and logistics access. It hosts shows including The London Book Fair, Spring Fair and numerous consumer events.

• Shell scheme — Olympia uses a variety of shell scheme systems depending on the hall and organiser. Panel sizes can differ from ExCeL, so always request the exhibitor manual before ordering graphics
• Height restrictions — more variable at Olympia due to the heritage architecture. Some halls have lower effective ceilings or structural constraints. Check with your organiser
• Loading access — Olympia's loading access is more restricted than ExCeL, particularly for large vehicles. Time your delivery carefully and check weight restrictions on the goods lifts
• Column positions — the Grand Hall in particular has prominent columns that can affect stand positioning and sightlines. Factor this into your graphic design

What Both Venues Have in Common

Regardless of which venue you're at, these principles apply to exhibition graphics at both:

• Brief your graphics supplier with the exact shell scheme dimensions from the organiser manual — never guess
• Include bleed on all panel graphics (typically 5mm) to avoid white edges if panels shift slightly
• Consider the sightlines from the aisle — your most important message should be readable from 5 metres without stopping
• Order your graphics with enough lead time for a proof approval — minimum 5 working days for standard production, 2–3 days for express

Beyond Shell Scheme: Graphics That Work at Both Venues

If you have an open space or custom build, the options extend well beyond shell scheme panels. At both ExCeL and Olympia, we regularly produce and install:

• Freestanding lightboxes and backlit displays
• Hanging banners (subject to venue approval and rigging contractor)
• Branded counters and reception units
• Floor graphics and branded carpet
• Window graphics on any partitioning

One of the most common questions we get from event professionals — particularly those who haven't bought large format event graphics before — is some version of: "What should I be budgeting for this?"

Most suppliers don't publish prices. We think that's unhelpful. So here is an honest, realistic breakdown of event graphics costs in London in 2026, including what factors move the price up or down.

Pull-Up Roller Banners

The most common event graphic item. A standard pull-up banner (85cm × 200cm, single-sided) with a quality cassette and carry bag typically costs £60–£120 depending on print quality and hardware. Double-sided banners cost roughly 50% more. Budget brands start around £40 but the hardware is often poor — the banner won't stand straight under venue air conditioning.

Shell Scheme Exhibition Panel Graphics

A standard 3×2 shell scheme space (6 panels plus a header) printed on foamex or Correx and including delivery to a London venue typically costs £350–£650. This includes design if you need it, or is cheaper if you supply print-ready artwork. A larger 6×3 or 6×4 space scales proportionally.

Stage Backdrops

A printed fabric backdrop for a standard conference stage (6m × 3m, hanging banner material) with eyelets and a carry bag typically costs £280–£550 depending on material choice. Tensioned fabric systems with a frame cost more — typically £600–£1,400 — but look significantly better on camera and are reusable.

Wayfinding and Venue Signage Packages

A basic event wayfinding package for a mid-size conference (directional arrows, room ID signs, registration desk graphics, 20–40 pieces) printed on foamex with strut backs or adhesive typically costs £400–£900 depending on quantity and substrate. Floor vinyl graphics add to this — typically £8–£18 per square metre depending on the material and whether non-slip laminate is required.

Vehicle Wraps

A full wrap on a standard transit van (all panels including roof) typically costs £800–£1,600 including design, print and installation. A partial wrap (sides and rear only) typically costs £400–£900. Fleet pricing is available for multiple vehicles and reduces the per-unit cost.

Venue Dressing Packages

This is the most variable category because scope varies enormously. A simple venue dress for a corporate dinner (entrance graphics, table numbers, step-and-repeat backdrop) typically costs £600–£1,500. A full venue transformation with window graphics, wall vinyls, floor graphics and bespoke installs across a hotel ballroom can cost £3,000–£8,000+ depending on the space and complexity.

What Makes Event Graphics More Expensive?

• Short turnaround — express or same-day production adds a premium, typically 25–50%
• Installation — on-site installation in London is typically charged at day-rate plus travel, usually £300–£600 per installer day
• Premium substrates — tensioned fabric, rigid aluminium-faced board and specialist materials cost more than standard foamex or vinyl
• Artwork design — if you don't have print-ready files, design fees are typically £50–£150 per hour depending on complexity
• Large quantities — paradoxically, very small quantities can cost more per unit due to set-up time

How to Get an Accurate Quote

The fastest way to get a reliable price is to send your graphics supplier the following: the item or items you need, exact dimensions, quantity, the substrate or finish you want (or ask for their recommendation), your event date, and your delivery address or venue. With that information, most London event graphics companies can turn around an accurate quote within a few hours.

A well-written brief to an event graphics company saves time, reduces revisions and almost always results in a better final product. A vague brief — "we need some banners for an event" — results in a long back-and-forth, delayed quotes and sometimes the wrong product being ordered entirely.

Here are the eight things a good event graphics brief should always include, and why each one matters.

1. What You Actually Need

Be specific about the products. "Signage" covers everything from a 10cm acrylic door sign to a 10-metre stage backdrop. List each item separately if you need multiple things: "1× stage backdrop, 12× directional signs, 4× pull-up banners, floor vinyl for registration area."

2. Exact Dimensions

This is non-negotiable. Never say "standard size" — there is no universal standard in event graphics. Measure the space, check the venue spec, or look at the exhibitor manual. Dimensions should be given in centimetres or millimetres, with width × height.

3. Quantity

Specify exactly how many of each item you need. And then add one or two spares to your order — particularly for items like directional signs that can get damaged during installation or repositioned and damaged by attendees.

4. Your Event Date and Installation Window

Your graphics supplier needs to know two dates: when the event is, and when you need the graphics delivered or installed. These are often different. Many venues have specific build periods — the day before the event, or a specific morning slot. Make sure you know yours and pass it on.

5. The Venue Name and Location

Experienced event graphics companies will often know your venue — the loading bay access, the ceiling heights, the floor type, any historical quirks. Providing the venue name upfront saves a round of questions and can result in better advice about the right products.

6. Your Brand Guidelines or Existing Artwork

If you have brand guidelines, share them. If you have print-ready artwork, confirm it's at the right resolution for large format output (see our guide to stage backdrop resolution). If you need design from scratch, say so clearly — this affects both the timeline and the cost.

7. Any Special Requirements

Does the graphic need to be repositionable (for a venue that doesn't allow permanent adhesive)? Does it need to be flame retardant (required for most public events)? Does it need to work outdoors? Is there a rigging system you need to match? Flag these upfront — they affect material choice, price and sometimes lead time.

8. Your Budget (Even Approximately)

You don't have to give an exact figure, but sharing a rough budget — "we have around £1,500 for the full package" — allows your supplier to design a solution that works financially rather than quoting in a vacuum. A good supplier will tell you honestly if what you need costs more than you have, and suggest alternatives where possible.

A Simple Brief Template

Copy and use this when you next contact an event graphics company:

• Items needed: [list each item]
• Dimensions: [width × height for each]
• Quantity: [number of each]
• Event date: [date]
• Delivery/installation needed by: [date and time]
• Venue: [name and address]
• Artwork: [ready to supply / need design / have guidelines]
• Special requirements: [flame retardant / outdoor / repositionable etc]
• Approximate budget: [£]

Full venue dressing — floor-to-ceiling branded graphics across every surface — can be a significant investment. But you don't need to spend a fortune to make an event space feel designed, intentional and on-brand. These five approaches deliver the highest visual impact per pound spent on event graphics.

1. Focus on the Entrance First

Your entrance is photographed more than any other part of your event. It's where guests arrive, where they take selfies, where they post on LinkedIn. A well-executed entrance graphic — whether that's a full window vinyl, a step-and-repeat backdrop or a printed entrance arch — creates a strong first impression and generates organic social content at a fraction of the cost of dressing the whole space.

Budget: a good entrance graphic package for a corporate event in London typically costs £300–£700 and can be installed and removed in a few hours.

2. Use Floor Vinyl Strategically

Floor vinyl is one of the most cost-effective large format print options available. It's also one of the most impactful — because nobody expects the floor to be branded, and the surprise makes it memorable. A well-placed logo or directional arrow in floor vinyl at £10–£18 per square metre can transform a bland conference space without touching the walls or ceiling.

Use floor vinyl at registration desks, in front of stages, in photo moment areas, and as directional arrows guiding people through the venue.

3. Prioritise What's Behind the Presenter

If your event has a stage or a speaking element, the backdrop behind the presenter will appear in every photograph taken during the session. This is true even at small events with a dozen attendees — people photograph speakers on their phones and post those images. A single well-produced stage backdrop does more visual work per pound spent than almost any other graphic element.

4. Use Window Graphics to Transform the Space

If your venue has windows — and most London event venues do — window graphics offer an extraordinary amount of visual impact at relatively low cost. Frosted or printed window vinyl can transform an ordinary glazed partition into a branded feature wall, create privacy for breakout sessions, and dramatically change the feel of a space. Because window vinyl doesn't require any drilling or damage to the surface, most venues allow it without special permission.

5. Rent Rather Than Print for Reusable Elements

Some event graphic elements — particularly modular banner stand systems and pop-up display frames — can be rented from graphics suppliers for a one-off event fee, with custom-printed panels replaced between uses. If you run regular events with consistent branding, this approach reduces waste and cost significantly over time. Ask your event graphics supplier whether they offer a rental or reuse option for hardware.

What to Cut Without Losing Impact

When budget is tight, these are the elements that typically have the lowest visual impact relative to their cost:

• Printed tablecloths (a plain cloth with a small tabletop standee achieves most of the same effect)
• Ceiling graphics (high installation cost, low guest visibility unless your ceiling is genuinely notable)
• Branded lanyards and physical items (nice, but guests don't photograph them)
• Full-wall vinyl in breakout rooms (most guests spend less than 10 minutes there)