Start with the stand plan and the venue rules
Send the stand dimensions or drawing, venue postcode, event dates and the proposed use. Explain where visitors enter, where staff work and where counters, display units or heavy equipment will stand. The visible area is a starting point; shape, roll layout and cutting affect the material required.
Ask the organiser for its floor-covering rules before choosing the grass. Include any fire-performance documentation, accessibility requirements, fixing restrictions or approved protection methods it requests. We check the proposed specification against the brief; a grass photograph is not a certificate of suitability.
Protect the venue floor and agree the edge details
Tell us whether the existing surface is a hall floor, platform or outdoor surface, and what protection must remain beneath the temporary grass. Any tape, adhesive or other fixing method must be agreed for that surface. Do not assume that a method used at an outdoor event is allowed inside an exhibition hall.
Plan the perimeter, joins, thresholds and transitions with visitor movement in mind. Cable routes, equipment bases and access panels need to be coordinated with the stand designer and venue. Loose edges or a surface that moves under use should be addressed before visitors enter.
Separate the build window from the event opening time
Provide the delivery slot, earliest access time, fitting deadline and collection window. Tell us about unloading distances, loading-bay bookings, vehicle restrictions, stairs and lifts. If other stand contractors are working in the same space, agree the sequence so the grass is not fitted before work that would damage or obstruct it.
For removal, confirm when furniture and display items will be cleared and who can authorise access. The quotation should reflect both visits and any restricted working windows. Event opening dates alone do not define the full hire programme.
What affects an exhibition grass hire quotation?
The required area, cutting layout, hire period, transport, fitting time, edges and removal all matter. A rectangular stand with straightforward access is a different brief from several shaped display areas with timed loading slots. Confirm the total including VAT and which services are included before accepting.
Saygrass offers artificial grass hire across all London. Send the available information even if the final plan is still being agreed; we can explain what is needed to complete the quotation. The garden installation calculator does not price exhibition hire.
Use the space and hand it back as agreed
Agree who will keep the surface clear during the event, report lifted edges or damage and arrange access for collection. Avoid dragging heavy displays over the grass. Tell us in advance about demonstrations, hot equipment or unusual loads so the proposed surface can be assessed for that use.
Our completed London event photographs show Saygrass temporary grass work. For a permanent business surface instead, see commercial artificial grass installation. For a private celebration, see wedding grass hire.
