You have two exhibition stand quotes on your desk. One costs less; the other describes more work. Which best fits your exhibition plans? Start with the same brief and compare what each includes: what will you receive, what must you arrange separately and which decisions remain open?
A total price becomes useful once you understand what it covers. That applies to the stand design, transport, installation and liaison with the organiser. The following approach helps you discuss the differences before committing.
Starting points
The same brief and design version.
Included work
Compare the components and delivery.
Open costs
Identify assumptions and exclusions.
Give both suppliers the same stand dimensions, open sides, venue and required handover date. Include product dimensions, demonstrations, meeting requirements and technical services. Explain which materials you already have and whether the stand is intended for one event or several.
Check which version of the brief and drawings each quote covers. Has one supplier already included a revised product layout? Ask the other to assess the same change. A focused initial discussion helps clarify requirements and constraints.
Two 3D visuals can look similar while using different materials, lighting, furniture or graphics. Ask which components the price includes and how they will be delivered. Consider quantities, dimensions, materials, finish and intended use.
Discuss what happens to the components after the exhibition. Are they hired, purchased or drawn from existing stock? Which can be used at a future event, and what additional work would that require? Record the answers without assuming future savings.
Divide each offer into three groups: included, excluded and to be confirmed. Check transport, loading and unloading, installation, dismantling, technical connections and any storage. For every open item, ask who orders it, who pays and how its cost will be determined.
Consider a hypothetical example: quote A includes transport and installation. Quote B lists installation but leaves transport to be priced separately. The totals are not yet directly comparable. Ask for the same scope before comparing them; do not fill a gap with an arbitrary estimate.
Also check the currency, VAT wording, validity period and any provisional allowances. Ask the supplier to explain which elements are fixed and which may change.
A quote covers more than the supply of components. Ask who handles the programme and coordination, who liaises with the organiser and who is available during installation. Agree who can approve changes and how their effects on cost and timing will be confirmed.
Include on-site handover in the comparison. When will you inspect the stand together? What information and tests are needed before your team starts using it? Identify the files and product information your organisation must provide on time.
Put the key differences into one overview: requirement from the brief, each supplier's response, open question and action before approval. Keep the quoted price separate from costs awaiting confirmation. This shows how much certainty the comparison provides.
A lower price may suit you if less work is deliberately included and your team can arrange the rest. A broader offer may suit you if you want more delivery and coordination handled for you. Choose based on the stand you need and the responsibilities your team can take on. Ask for the agreed scope in an updated quotation.
- Are the event, dimensions, brief and drawing version the same?
- Are components, quantities, finish and use after the event described?
- Which tasks are included, excluded or awaiting confirmation?
- Who orders and pays for venue and third-party services?
- Who manages the programme, changes and handover?
- Have outstanding answers been incorporated into the quotation you approve?
Discuss your stand brief
At Expoteam, we connect design, quotation and preparation with on-site delivery. Bring the event name, stand dimensions, objectives and available drawings so we can discuss which choices your proposal needs to make clear.
See how we develop a 3D design and quotation or explore our process.