What do businesses need to prepare when joining Vietnam Defence 2026?

Vietnam Defence 2026 runs from 10 to 13 December at Gia Lam Airport in Hanoi. Booth designs must reach the Organizing Committee before 30 October, so the real question for companies joining Vietnam Defence Expo 2026 is what to prepare and in what order. This checklist covers goals, budget, booth type, design rules, build schedule, products, staff, and accommodation, helping your team meet every deadline without last-minute fixes.

Start with your goals when joining Vietnam Defence

Many exhibitors begin by asking how much a booth costs. A better first question is what you want to bring home from the show. Every later decision, from booth size to team size, follows from that answer. Give each goal a number you can check after the exhibition closes.

Four common target groups

Each objective should be accompanied by a measurable metric such as the number of leads, appointments, or booth visits. Having these metrics will allow your business to evaluate the trip after it concludes.

• Finding partners and distributors: This goal requires a dedicated reception area and a team skilled at closing appointments. Suitable metrics include the number of confirmed appointments and the number of eligible business cards received.
• Introducing new technology: New products need space for viewers to see, ask questions, and experience them. Suitable metrics include the number of demos and the number of customers who leave their contact information to receive technical documentation.
• Building credibility with government agencies: This objective requires a professional image, proper documentation, and authorized representatives. Appropriate indicators include the number of visits and the number of recorded meetings.
• Market research: Businesses can participate on a small scale to observe competitors and demand. Suitable metrics include the amount of market information gathered and the number of new contacts to follow up on.

Booth size and team size businesses need to prepare when joining Vietnam Defence 2026.

A UAV business needs a demo area, a meeting area, and plenty of technical staff. A parts supplier might only need a display area and a workstation. Join us! Vietnam Defence 2026. However, these two businesses require two different budgeting approaches.

Estimated costs for participating in Vietnam Defence 2026

Main categories

The table below does not provide fixed prices, as each item depends on the size and specific requirements of each business.

Ways to save money without compromising efficiency

Modular booths can be reused for subsequent events, so the cost is spread across multiple participations. Small businesses can combine exhibition spaces through associations to share costs. Booking contractors early also helps avoid rush-fix surcharges.

Choose the type of booth, size, and location before you start designing

The area you choose affects the structure, lighting, and even how customers perceive the brand.

Comparing indoor and outdoor booths

Criteria for selecting area and location

Consider visitor traffic, distance to the delegate area, distance to the outdoor demo area, and the capacity for loading and unloading large products. Businesses should request a floor plan from the organizers before finalizing the area.

Design and construction of exhibition booths at defense trade shows

In Gia Lam, a beautiful design is not enough; it also needs to be approved by the Organizing Committee. Military airports are areas with particularly strict security and safety controls, so the drawings, construction personnel, and erection schedule all have their own regulations.

What message should a defense booth convey?

A booth at a defense exhibition needs to project seriousness, credibility, and quick brand recognition in a crowded environment. The organizers’ regulations also push for a streamlined design: total height must not exceed 5.5m, no suspended ceilings, and the back of the wall must be finished flat, without logos facing the adjacent booth.

Therefore, the standout feature should come from the layout and product display, not from tall structures or ostentation. A common layout includes a main display area, a demo area, and a private reception area for meetings with partners.

Technical specifications for the booth that need to be understood before creating the design

The defense exhibition venue has a concrete floor with a load capacity of 5,000 kg/m², an 8m high ceiling, and a main entrance transport door that is 6m high and 8m wide. The heavy load-bearing floor allows for the entry of heavy equipment, but the goods must fit within the 6m x 8m door frame. The two types of exhibition booths below have different regulations, so you need to determine which type you belong to before designing.

Special booth (space, Indoor Bare Space):

• Maximum height of 5.5m: The entire booth and products, once installed, must not exceed 5.5m. This limit includes the displayed products, not just the structure. For large equipment or items with antenna masts, businesses need to measure the actual height from the outset to avoid having their drawings rejected.
• Maximum back wall height of 3m: When adjacent to another space, businesses must erect their own back wall and cannot use the wall of the adjacent space. The back of the wall must be finished flat and aesthetically pleasing with white wood or Formex. It is strictly prohibited to display logos or advertising images facing the neighboring space.
• Prohibited actions: Suspended ceilings and self-installed air conditioning systems are prohibited in special booths. These two prohibitions directly affect lighting, projection equipment, and customer reception areas. The contractor must consider alternative options from the design stage.

Standard booth (Standard Shell Scheme):

• Fixed structure: Maximum height 2.5m, white back and side walls, gray carpet. The nameplate is 0.3m wide and 3m long, with the company name printed in English. Because the structure is fixed, the unique selling point of the business lies in the way products and documents are displayed.
• Construction rules: Do not place decorative items directly on the frame structure. No painting, nailing, screwing, or hanging of items on the standard bay; only double-sided tape is permitted. This rule protects the overall structure, so decorations should be designed to stand independently or be lightly attached.
• Lighting: Adding extra lighting fixtures or power outlets without authorization is strictly prohibited. Businesses must register for a separate electrical installation from an official contractor. Submit your electrical requirements early, especially if you have screens or demo equipment that requires multiple power sources.

The construction schedule and site handover are as follows:

Gia Long constructed exhibition booths at Vietnam Defence Expo 2026

Gia Long has delivered 20,000 exhibition booths and organized over 300 events both domestically and internationally, including Vietbuild, Vifa Expo, Vietnam Expo, Vietnam ICT COMM, Solar Show, MTA, and Vietbaby. In Hanoi, Gia Long has a 1,000 m² workshop in Noi Bai Industrial Park, Soc Son, and has previously organized booths at defense exhibitions.

The booth is manufactured in our workshop. A 3D booth design is provided free of charge when you choose the full-service construction package. Technical staff will be on-site to handle any issues immediately. 3D drawings and technical specifications are required documents and must be submitted to the Organizing Committee before 30 October 2026.

See more exhibition information: Vietnam Defence Expo 2026 booth contractor

Gian hàng Tân Cảng tại triển lãm A80 do Gia Long thiết kế và thi công

Gian hàng Tân Cảng tại triển lãm A80

Bản thiết kế gian hàng Hiệp Hòa tại triển lãm A80

Gian hàng Hiệp Hòa tại triển lãm A80

Gian hàng Hiệp Hòa tại triển lãm A80

Gian hàng Hiệp Hòa tại triển lãm A80

Gian hàng EMC tại triển lãm A80

Vietnam Investment Forum – VIF

Businesses need to prepare products for display, demos, and marketing materials

A beautiful booth only initiates the conversation. The product, materials, and message are what keep customers engaged.

Choose a product and demo sample: Prioritize new products with clear differentiating features. Consider shipping risks, procedures, and display regulations before deciding which samples to bring.

Bilingual sales materials and technical documents: Brochures, catalogs, and short videos should include a QR code leading to the full version. International groups require technically accurate English translations, so last-minute translations should be avoided.

Media coverage before and during the exhibition: Businesses should plan to post articles, send invitations, and utilize the organizer’s communication channels if permitted.

Booth staff and preparations for receiving important guests

At the same booth, different teams produce different results. People are the least discussed factor, yet they are the most decisive.

Roles assigned to the booth team: The booth team should include a booth manager, technical expert, reception staff, and interpreter. Shift schedules should be pre-arranged for all four days to avoid overloading anyone.

Language preparation and interpretation:The organizers have conducted training for liaison officers and interpreters to serve international delegations, indicating a large number of expected visitors. Businesses should also have interpreters who understand their specialized terminology.

Stay in the area near the exhibition

The exhibition is taking place at Gia Lam Airport, Phuc Dong Ward, Long Bien District, Hanoi. The airport is approximately 3.5 km from the city center and about 28 km from Noi Bai International Airport. Due to the construction and operation schedule, which will last for several days, the following are hotels near Gia Lam/Long Bien Airport.

Conclude

To participate in Vietnam Defence 2026, businesses should finalize three key things in advance: clear objectives, a sufficient budget, and engaging a reliable booth contractor in Vietnam early. The immediate deadline is submitting 3D drawings to the Organizing Committee before 30 October, while construction of the bare structures begins on 3 December. If your company does not yet have the drawings, please contact Gia Long via hotline 0931 843 359 for consultation and a free quote before the deadline.

See more: Exhibition booth construction quotation