In this guide
Two exhibition proposals can show a similar render and cover very different work. Put the proposals against one written scope before comparing totals. This guide gives you a practical comparison method without inventing a universal price per square metre.
Create one base scope for every bidder
Send the same approved brief, floor plan and organiser information to each supplier. Ask for a base proposal that meets your essential needs and a separate list of optional upgrades. If the brief changes, circulate the same revision to everyone and record its date.
Use a comparison sheet with a row for each deliverable and a column for each supplier. Record quantities and specifications, not just whether something is included. Two screens with different sizes, mounts or operators are not equivalent.
- Design: concept, drawings, revisions and organiser submissions.
- Structure and finishes: dimensions, materials, flooring and graphics.
- Equipment: furniture, lighting, AV, power distribution and storage.
- Delivery: transport, installation, handover, show support and dismantling.
Ask what is missing from the total
Create a separate section for exclusions, allowances and services ordered through the venue or organiser. An allowance is a planning estimate, not a fixed commitment. Ask who places each order and whether the supplier charges a coordination fee.
Compare the same currency and tax basis. Keep a distinct budget line for organiser services and other costs that are not yet confirmed. Do not treat an empty quotation line as a promise that the work is free.
- Power, rigging, internet, cleaning and other venue services where required.
- Freight, loading access, handling, storage and return transport.
- Overtime, late changes, additional artwork revisions and equipment operators.
- Taxes, deposits, insurance requirements and any refundable amounts to confirm.
Compare evidence and delivery responsibility
Ask for a small number of relevant completed projects rather than a large generic portfolio. Look for a similar footprint, demonstration need, finish level and build schedule. A supplier’s own portfolio establishes what it presents publicly; it is not an independent guarantee of future performance.
Public service descriptions can help form questions. Zeno describes stand fabrication and installation; Dezign Format lists design, fabrication and project management. Ask the proposed supplier how those capabilities translate into your specific deliverables, subcontracting and on-site support.
- Who is your project lead and who can make decisions during installation?
- Which work is carried out by the supplier and which is subcontracted?
- What evidence or references can be shared with the client’s permission?
- Who signs off dimensions, artwork and materials before fabrication starts?
Agree how changes and handover work
Approve a dated drawing set and a materials schedule before production. For each later change, ask for the effect on cost and timing before approving it. Keep the instruction and acceptance together so your team can see what was agreed.
Use a handover checklist based on the quoted scope: structure and finish, graphics, equipment operation, storage, lighting and demonstration readiness. Record outstanding items and their owner before the show opens. Ask how urgent issues are handled during show hours.
- Quotation validity and a clear list of assumptions.
- Payment milestones tied to agreed deliverables or dates.
- Change approval process and how additional work is priced.
- Handover timing, support contact and dismantling responsibility.
Consider reuse and make a documented choice
If you expect to exhibit again, ask what can actually be reused: structure, displays, graphics or furniture. Confirm ownership, packing, storage, maintenance and adaptation costs. Reuse only helps when the next space and message suit the retained elements.
Shortlist proposals that meet the essential scope first. Then assess design fit, delivery confidence, communication and total cost using priorities agreed by your team. Write a short reason for the selection and resolve exclusions before issuing an appointment.
- Must-have requirements: pass or fail before scoring optional features.
- Comparable total: base scope plus required excluded work, with unconfirmed costs marked.
- Delivery confidence: relevant projects, named team and workable milestones.
- Final clarification: one written scope that both parties understand.
Put your plan into action
Official sources checked
Time-sensitive details in this guide were checked against these primary sources on 29 September 2026. Reconfirm them before booking or travelling.
- Zeno contractor services ↗Supplier-published scope and portfolio, used as an example of questions to ask.
- Dezign Format services ↗Supplier-published design, fabrication and project-management capabilities.
Event dates, admission conditions, participants and travel requirements can change. Verify time-sensitive details through the organiser and relevant official authorities before making payment or travel arrangements.