Preparing an effective request for proposal (RFP) for your next trade show exhibit design begins with knowing what to include and how to effectively relay it to your trade show solutions partner. With so many considerations, we’ve narrowed down the key points to produce the best proposal.

Building a Partnership

Think of working with a trade show solutions company as forming a partnership. As the exhibitor, you are the expert on your company’s products and sales goals and know what it takes to grab the consumer’s attention. The trade show solutions partner, on the other hand, is the expert who takes that information and direction from you to create the ultimate exhibit for a successful event.

What you should include in your exhibit design RFP

The goal to a creating an effective exhibit design RFP is to convey your vision of what you want so that your trade show solutions partner knows exactly what you’re looking for. It may seem like a simple process but there are some important factors to include and consider.

Company information

Giving too much information can be just as confusing as not giving enough. You don’t want to overwhelm the design team. Keep the information organized and listed in order of importance. Begin with company information. Explain what sets you apart from the competition along with important product information. List your company’s achievements and – most of all – talk about the brand message you’re trying to relay.

Budget

It’s critical to provide your budget, right down to the penny. The trade show solutions partner needs to know how much you can afford so they can work within your budget, and without any last-minute surprises. Trade show solution partners can also recommend how much investment should be made in an exhibit.

New products, rebranding and milestones

Now is the time to disclose any new products you may be launching in the future, along with any re-branding or logos. Some companies reluctantly shy away from this to avoid disclosing sensitive company or brand information. Signing non-disclosure agreements eliminates this fear and takes the worry out of the designers creating something that is not in line with your branding. And if your company is celebrating a milestone (such as an anniversary), be sure to include that too!

Let your needs be known

Design teams look to this section of the exhibit design RFP for important information on your specific goals, needs and desires. It’s also a good idea to let them know of any problems you might have had with your last booth. It’s at this point in the proposal you will need to make them aware of any special requirements such as electrical equipment, space you’ll need for a demo, or a guest speaker. The design team should also be aware of any activities you have planned at your booth so they can allow for enough space to accommodate your visitors, along with knowing the quantity and dimensions of any products you may be showing.

Where you’ve been and where you’re going

Be sure to include your trade show history and any plans you have for participating in future shows. Letting the team know your budget for past shows (and how many shows you attend each year) can give them an overall snapshot of your needs and hopes for the future.

Choosing the best partner

Knowing what to expect from the exhibit design RFP responses makes you better prepared for choosing the best trade show solutions partner for your needs. Here is what you can expect from responses:

• One option only: Design teams typically will provide you with only one design option. If you’ve been fully forthcoming with your needs and expectations, this should be sufficient (unless you specifically asked for two options).
• No blueprint: The team will not give you an exact design, since it most likely will change throughout the process. Expect more of an idea based on the information you provided in your exhibit design RFP. Once you decide on the best trade show company’s response, you will then work closely with them to fine-tune design details.
• Research the company: Remember that this is a partnership, so it’s important to not base your decision solely on the trade show company’s design proposal, but also their company profile, reputation and work history.

So, there you have it. You’re now ready to craft the most effective exhibit design RFP. Remember to keep it concise and detailed, with inclusion of your needs, concerns and desires. And don’t forget to disclose an exact budget. Sticking to these guidelines will ensure a constructive partnership and a successful trade show experience.

Looking to partner with a trade show solutions company to bring your exhibit design to the next level? Contact us today!