A useful quotation starts with a shared scope. Before comparing designs and prices, give each agency the same space details, show requirements and priorities. This guide helps marketing and procurement teams build that brief.
By Staunch Eventz · 15 October 2026
Share the exhibition name, city, venue, show dates, hall and stand number. Include the allocated floor plan, dimensions, open sides and whether the booking is a shell scheme or bare space. Attach the latest organiser manual so the design team can work with the actual restrictions.
If the space has not been allocated yet, label the proposal as provisional. A concept based on assumptions may need changes when the final plan arrives.
Describe the stand’s main purpose: product demonstrations, distributor conversations, lead enquiries or scheduled meetings. List the products and their dimensions, weight and handling needs. Note whether visitors need seating, a demonstration counter, storage, a private discussion area or a screen.
Plan movement through the space before filling it with display elements. Identify the visitor entry points, the team’s working area and where demonstration queues could form. Share any accessibility requirements with both the agency and organiser.
Supply brand guidelines, current logos, approved product images and the copy that must appear on the stand. Specify who approves the concept and final artwork, how many design revisions are included, and when production can begin.
Ask the proposal to identify the structure, materials, finishes, flooring, graphics, furniture, lighting and display equipment. Clarify what is custom made, hired or reusable. Renderings help communicate the idea, but the written specification should describe what will actually be supplied.
Give suppliers the same brief and budget range. A lower total can exclude services another quotation includes. Ask each proposal to separate included work, optional items, provisional amounts and exclusions, with quantities where useful.
Check the validity of the quotation and the approval deadline. Ask for revised written costs when the scope changes rather than relying on an informal promise.
Name one person to consolidate design feedback and one person to approve commercial changes. Build a schedule that includes organiser submissions, artwork approval, production, delivery, installation, testing and handover. Confirm what happens if a client input or venue approval is delayed.
At handover, walk through the stand against the approved scope. Check graphics, lighting, furniture, storage and working demonstrations. Record outstanding items and the person responsible for resolving them before visitors arrive.
Before the show ends, confirm dismantling access and what will happen to products, hired equipment and reusable materials. Record any damage or missing items with the relevant supplier.
Show and location: name, city, venue, dates and stand number.
Space: dimensions, open sides, shell scheme or bare space, floor plan and organiser manual.
Purpose: visitor activities, products, demonstrations, meeting and storage needs.
Production: branding, graphics, furniture, AV, power and connectivity requirements.
Delivery: approvals, setup and dismantling windows, support expectations.
Commercial: budget range, decision deadline, billing requirements and approval contact.
Mark undecided items clearly so assumptions can be listed in the proposal.
We plan exhibition work in Delhi, Noida, Gurgaon and Jaipur, with scope agreed around the show, venue and budget. Explore our exhibition services and project image, browse corporate event case studies, or send your brief to info@stauncheventz.com. You can also call +91 9315991789.
Share your stand size, city, dates and requirements.
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