Before comparing two totals, check that both exhibition stand quotes cover the same work. Graphics and dismantling may be included in one and priced separately in the other. A lower total alone does not establish better value for the same service.
Send every supplier the same brief
Bring the fair name and dates, city, dimensioned floor plan, open sides, product dimensions, storage and meeting requirements, brand files and budget range into one document. Mark undecided items clearly so suppliers do not price different assumptions.
1. Design and revisions
Ask how many options are included, which drawings will be delivered and how revisions are handled. A rendered image and a production drawing are different deliverables. Put the design approval stage on the schedule.
2. Structure, finishes and furniture
Check the system, visible materials, colour or finish specifications and included furniture. List counters, showcases, storage doors, shelves and seating quantities. “Custom stand” is not a complete specification.
3. Graphics and technical equipment
Define print dimensions, application surfaces, artwork responsibility and file deadlines. Ask for equipment quantities and specifications. Confirm whether internal electrical installation and the organiser's electricity connection are separate items.
4. Transport, installation and dismantling
Identify transport from production to the hall, crew travel, unloading, installation, handover checks and dismantling. Establish who pays for venue handling or forklift services and where materials go after the event.
5. Excluded costs
Organiser electricity, internet or suspension services, cleaning, waste, storage and additional working hours can vary by event and scope. Request an exclusions list even for a turnkey offer. Check how taxes are presented in the total.
6. Approvals and handover
Assign dates and responsibilities for design approval, artwork delivery, production, site installation and inspection. The quote should identify its validity period, payment stages and how scope changes will be priced.
Copyable comparison checklist
- Are the floor plan and open sides identical?
- Are materials and furniture quantities specified?
- Are design, artwork preparation and printing included?
- Are equipment quantities and specifications clear?
- Are organiser services listed separately?
- Are transport, installation, dismantling and return transport defined?
- Are exclusions, taxes and payment stages clear?
- Are approvals and handover checks scheduled?
Assess completed project references
Look at different views of completed installations alongside renderings. Similar products, display arrangements and construction details help you describe your needs. The Five Diamond jewellery stand and Gast equipment stand, for example, involve different presentation requirements.
Review budget factors, plan installation or request a quote using the same brief.