Vietnam Defence Expo opens on 10 December 2026, and the preparation window is closing. This guide shows how to prepare for the Vietnam Defence exhibition booth, from goals and compliance to design, logistics and follow-up, so your team arrives ready for the right conversations.
How to prepare for the Vietnam Defence exhibition booth
According to the organiser’s website, the expo is hosted by Vietnam’s Ministry of National Defence at Gia Lam Airport, Hanoi, in December 2026. Event listings confirm 10 to 13 December. Noi Bai International Airport is about 30 km from the venue.
Choose your booth type
Your choice decides how much design work and approval you face.
- Standard booth: A standard booth has 2.5 m white panel walls, grey carpet and a fascia board carrying your company name in English. The 12 sqm package includes 2 fluorescent lights, 1 socket (5A, 220V), 3 chairs, 1 round table, 1 information desk and 1 waste bin. The 24 sqm and 36 sqm packages double and triple these items.
- Space-only booth: A space-only booth gives you a bare floor and full design freedom within the rules. It also means design approval, a contractor and electrical inspection.
Get your design approved before 30 October
The guide’s notes are the most urgent part of the document.
- What to submit: Send a 3D design and a technical bill of quantities, with clear details on materials and electrical connections, to booth_design@vdi.org.vn before 30 October 2026. A design the organiser does not approve cannot be built.
- Who can build: The official contractors listed in the guide are ATFA, AVICOM, EIFEC, OPOOL, REACT, REDEVENT, SDRAGON and VIETTEL MEDIA. Because the venue is a military airport, the organiser can refuse personnel from outside contractors who were not vetted beforehand. Contractors must also pay a refundable deposit and a management fee to receive a contractor badge, and non-official contractors sign a commitment to follow the rules.
Follow the build rules in Vietnam Defence
Space-only booth rules
- Height: Nothing may exceed 5.5 m after installation, and back walls may not exceed 3 m.
- Back walls: The rear face must be finished in white wood or white formex, with no logo or graphics. Booths next to others must build their own back wall.
- Ceilings: Suspended ceiling systems are not allowed, and nothing may hang from the hall ceiling.
- Air conditioning: Not permitted inside special booths.
- Electrics: Installation can be done by the official contractor or your own, but the official electrical contractor must inspect and approve it.
Standard booth rules
- No decoration above the 2.5 m structure.
- No painting, nailing, screwing or hanging on panels, and only the permitted double-sided tape.
- Lighting and sockets must be rented from the official electrical contractor. Self-installation is prohibited.
Penalties
Intentional damage costs 2 to 5 million VND plus repairs. Unintentional damage costs 1 to 2 million VND plus repairs. Technical faults cost 300,000 to 1 million VND plus repairs. All cutting, sawing and spray painting must be finished before materials enter the hall, and hard-bottomed items need floor protection.
Plan logistics around the official schedule
Dates are tight, and the exhibition hall is sealed before opening.
| Date | Activity |
|---|---|
| 3 Dec | Space-only builds start (09:00 to 17:00 daily until 9 Dec). Heavy cargo arrives via the official forwarder |
| 7 to 8 Dec | Hand-carried goods in and booth dressing |
| 8 Dec | Standard booths handed over |
| 9 Dec, 20:00 | Hall closed and sealed |
| 13 Dec, 18:00 to 20:00 | Standard booth dismantling |
| 14 to 15 Dec | Space-only dismantling and heavy cargo out |
| 15 Dec, 17:00 | Hall handed back |
If decoration has not started by 09:00 on 3 December, the organiser can build the booth at your cost. Overtime requests go to Customer Service before 15:00 the same day. The organiser may update the schedule and will notify exhibitors.
Run the booth within the rules
The show has operating rules that affect how you design the stand.
- Sound: Audio-visual equipment must stay at or below 65 dB, measured 3 m from the booth boundary. Mobile speakers are allowed only for presentations inside your booth.
- Giveaways: Samples and brochures can be handed out only within your booth, and only your own products or documents.
- Staff: Booths must be staffed during opening hours, and the organiser can decide whether staff or attire are acceptable. All booths must be ready before opening.
- Security and insurance: Each exhibitor must buy all-risk insurance covering the journey from the country of origin and back. Valuables should be packed away at the close of each day and never left unattended. Damage claims need a written report within 24 hours.
- Safety: Name one person responsible for health and safety, complete a risk assessment, and bring copies of your safety policy.
A short checklist for the weeks left
- Send your 3D design and bill of quantities to booth_design@vdi.org.vn before 30 October.
- Confirm your contractor with the organiser and register their staff.
- Book heavy cargo through the official forwarder for 3 December.
- Arrange all-risk insurance and a safety lead.
- Order lighting and power from the official electrical contractor.
- Brief your team on the 65 dB limit and giveaway rules.
Why businesses choose Gia Long constructor booth Vietnam Defence Expo
The 30 October design deadline and the airport security checks leave little room for trial and error. Choosing the right Gia Long constructor booth Vietnam Defence Expo partner means working with a team that has built thousands of stands under strict hall rules and can turn the organiser’s requirements into drawings that get approved the first time.
Gia Long has delivered 20,000 booths across 300+ events in Vietnam and abroad, including shows in Singapore, the US, Laos, Cambodia and Thailand. That range matters for an international exhibitor, because your team can brief us in English and expect the same standard you know from other shows.
Our experience also covers this exhibition. As a trusted booth contractor, Gia Long has completed stands at previous editions of Vietnam Defence Expo, so we understand how the hall, the airport location and the organiser’s approval process work in practice. We have also delivered projects at national exhibitions organised by the state, where design review, contractor vetting and strict build schedules are standard. For you, that means fewer surprises between the drawing and the opening day.
Our exhibition booth design approach ensures the concept is practical and fully compliant from the start. Our technicians remain on site throughout the event, available 24/7, to handle power, structure and finishing issues. After the show, the booth can be stored for reuse at your next exhibition, which lowers the cost of your following campaign.
