15 questions for the perfect trade fair construction tender

As an event manager and person responsible for trade fairs and events, finding the right exhibition stand construction company for the construction of exhibition stands and associated services is also one of your tasks. In order to be able to compare different stand builders with each other, the instrument of tendering is used. But what does a tender need to contain in order to receive the best offers for your trade fair appearances?

In this blog article, we provide you with 15 questions to help you find the right stand construction company for your project.

General structure of a trade fair construction tender 

A tender for your trade fair presentation should contain detailed information that is relevant for the stand builder. This includes the type and size of the exhibition stand, the desired design and equipment as well as the technologies required and the type of presentation the company would like to show at the trade fair. It is also important to clearly define the time frame and budget for the project.

A good tender should be clear and concise so that the exhibition stand construction companies understand exactly what is expected. It is also important to have a clear idea of what your exhibition objective is so that the stand builders can design the tender accordingly. An accurate description of the tender will allow the stand construction companies to create a quote that is tailored to the company's needs and fulfils their requirements.

Tip: In addition to the invitation to tender, send the selected stand builder pictures of your previous trade fair appearances (if available). The company can then gain a good impression and use this as a basis for developing a new exhibition stand concept.

Evaluation criteria for a trade fair construction tender

It is advisable to establish clear criteria for the evaluation of tenders to ensure that you receive a tender that meets your requirements. The evaluation criteria can include, for example

• The quality of the design,

• the technical capabilities

• the experience of the stand construction company and

• adherence to the budget. 

Define such criteria in advance so that the evaluation of the different offers is based on objective characteristics.

15 questions to find the right stand construction partner

As a prospective client considering working with a stand builder, there are many questions to ask to ensure the stand builder meets your requirements. Here are 15 important questions to consider in your stand construction tender:

1. How long have you been in the exhibition stand construction business and what experience do you have in our industry?
   This question is important to ensure that the stand builder has sufficient experience and expertise in your specific field. Make sure that the stand builder lists their experience in your industry so that you can evaluate these references.
   

   
   

2. How does your company deliver high quality work?
   It is important to ensure that the company provides high-quality work and meets your requirements. Ask specifically for quality certificates and sustainability credentials that the company adds to the tender document to prove that they do quality work.
   

   
   

3. How do you normally work with clients and what steps are taken to fulfil the client's needs?
   Ensure that the stand builder has a customer-centred approach and is able to respond to your company's needs. Question the approach and strategy of the stand construction company.
   

   
   

4. How long does it normally take to complete a stand and how can you ensure that it is ready in time for the trade fair?
   This question also allows you to scrutinise your own schedule. Ask for a clear project plan and make sure that the stand builder is able to complete the stand on time. With an initial (rough) schedule, you can also tackle other tasks and set internal deadlines.

   
   

5. What materials will be used for the stand construction?
   This question is important to ensure that the stand construction meets your requirements and that the desired materials are used. Does the stand have a modular design and can it be reused?
   

   
   

6. How much will it cost to design and build my stand and what is included in the price?
   Ask for a transparent price and ask to be informed of any follow-up costs (e.g. storage, license fees, etc.). The stand builder should provide a clear price structure when processing your tender and clearly list all services and materials included in the price.
   

   
   

7. Can you give me references from previous customers who had similar requirements?
   Convince yourself of both the quality and the creativity of the stand construction company in question. Which customers has the stand construction company already worked for? What stand construction references does the service provider have? Are there only new customer projects or also long-standing customers? Do you like the service provider's concepts and designs?

   
   

8. How can you ensure that my stand stands out at the trade fair?
   This question is important to ensure that your stand stands out from the crowd in a crowded exhibition hall. Ask for specific suggestions from the stand construction company on how they would like to ensure that your stand stands out from the crowd. What highlights are planned?

   
   

9. How can I ensure that I am kept informed throughout the process and that all my concerns are taken into account?
   How will you, the client, be kept informed of the progress of the project throughout the process and be assured that your requirements are being taken into account? The stand builder should present a clear communication plan in the tender that includes regular updates and progress reports and provides a clear line of communication between you and the stand builder.

   
   

10. How do you normally work with other service providers such as lighting technicians and audio/visual technicians?
    This question in your RFP indicates that the booth builder is able to work with other service providers to ensure that all aspects of the booth work together smoothly. The stand builder should be able to have a network of trusted service providers and be able to offer coordinated solutions.

    
    

11. How can I ensure that my satisfaction with the result is guaranteed and how do you deal with complaints?The stand builder should offer a guarantee for the quality of their work and have a clear process for handling complaints to ensure that you are satisfied in the end.

    
    

12. How can I ensure that my stand complies with current safety regulations?
    Safety at trade fairs is of great importance. Stand construction must meet all legal requirements and safety standards to prevent accidents or injuries. It is important to know what measures the stand construction company is taking to ensure safety and whether it has experience in dealing with safety regulations.

    
    

13. How much flexibility do I have in designing my stand and how can I ensure that it meets my individual requirements?
    Every customer has different requirements for the stand and it is important that the stand construction company can cater to these. Flexibility in the design of the stand is therefore an important aspect that should be considered in a tender. Clients should ensure that their specific requirements are understood and that the stand construction company is able to develop a customized solution.

    
    

14. How will the transport and storage of my stand be organized?
    This is an important question as the transportation and storage of the exhibition stand can play a crucial role in the success of the exhibition presence. Clients should ensure that the stand construction company has experience in the transportation and storage of exhibition stands and that they have sufficient resources and facilities to transport and store the stand safely and efficiently.

    
    

15. Who is my contact person on site if I have any questions or problems?
    In addition to trade fair planning, support during the trade fair is also very important. You should therefore ask who the contact person is on site if any questions or problems arise during the trade fair. Even if a specific contact person cannot yet be named at this early stage of trade fair planning, you can quickly tell from the stand builder's response whether the service provider guarantees this support.

How to get the best offers

With these 15 questions, you will receive a catalog of questions with which you can compare different providers to find the best offer for your trade fair stand. In addition to these tips for your stand construction tender, we always advise you to visit your top 3 stand builders on site. Only then can you see how the team works and whether you like the people you are dealing with.

If this is the case, then nothing stands in the way of a reliable collaboration with your new stand builder!