In short
Two stand quotes only compare if they price the same thing. Send every builder the same plan, elevations, schedule and specification, ask them to reply in the same line items, and list what is excluded. Then compare the exclusions before the total. A low quote with graphics, electrics and install at the show listed as extras is often the most expensive of the three.
Key points
- A render alone invites each builder to price a different stand.
- Give everyone the same drawings and the same response format.
- Read the exclusions before the total.
- Compare who does the work, not only what it costs.
Start with the same pack
- Plan and elevations with dimensions.
- A schedule of objects and finishes.
- Graphics areas and whether they are backlit.
- AV list with sizes and whether supply is included.
- Show name, plot, build-up and breakdown dates.
- What happens to the stand after the show.
Our guide to technical drawings explains each sheet, and briefing a builder covers the rest of the pack.
A comparison sheet
| Line | Builder A | Builder B | Builder C |
|---|---|---|---|
| Design and drawings | Included? | Included? | Included? |
| Structure and walls | Price | Price | Price |
| Flooring | Price | Price | Price |
| Graphics, with area | Price | Price | Price |
| Lighting and electrics on the stand | Price | Price | Price |
| Furniture | Price | Price | Price |
| AV | Price | Price | Price |
| Transport, install, dismantle | Price | Price | Price |
| Venue services and fees | Who orders? | Who orders? | Who orders? |
| Exclusions | List | List | List |
What to weigh beyond price
- Have they built at this venue? Ask for a project there.
- Who is on site during build-up, and can you speak to them?
- Do they build in their own workshop or subcontract?
- What insurance do they hold, and can they show it?
- How do they handle changes: a rate, or a negotiation?
- What is the payment schedule, and does it match delivery?
Red flags
- A price with no drawing behind it.
- One line called 'stand' with a single number.
- Materials described as 'to suit'.
- No mention of waste or disposal.
- A lower price that assumes you will order all services yourself, without saying so.
Frequently asked questions
01How many quotes should I get for an exhibition stand?
Three is common. More than that wastes everyone's time, and good builders may decline a tender with many bidders.
02Why are stand quotes so different?
Usually because the builders imagined different stands or made different assumptions on materials, services and logistics. A shared drawing pack removes most of that gap.
03Should I always choose the cheapest quote?
Choose the best-value quote that covers the whole scope. Add the excluded lines back in before you compare.
04Can I share one builder's design with another?
Be careful. A builder's concept may be their intellectual property until you buy it. If you own the design from the start, you can share it freely.
Put it into practice
Exhibition stand technical drawings, drawn from the 3D design
A3 plan and elevations at scale, set-out grid, object schedule and a layered AutoCAD DXF, generated from the 3D design.
Guidance here reflects common practice. Venues, organisers and countries set their own rules: always check the exhibitor manual and work with a qualified stand builder and engineer for structures.
