In short
A good stand builder RFP gives each bidder the same facts: the show, dates, plot size and open sides, height limit, objectives, must-have zones, budget range, brand files, and what you want back by when. Include a drawing if you have one, and tell bidders how you will judge the replies. A clear brief gets better ideas and quotes that can be compared, and it shows good builders that the job is worth their time.
Key points
- State the budget range. Hiding it wastes everyone's time.
- Separate must-haves from nice-to-haves.
- Ask for prices in a set format.
- Tell bidders how you will decide.
What to include
| Section | Include |
|---|---|
| The show | Name, venue, hall, plot number, dates, build-up and breakdown times |
| The plot | Width, depth, open sides, height limit, floor plan extract |
| Objective | What must happen on the stand, and how you will measure it |
| Audience | Who visits and what they want from you |
| Must-haves | Zones, seats, storage, AV, products, demos |
| Brand | Guidelines, logo files, previous stand photos |
| Budget | A range, and what it covers |
| Deliverables | Concept, renders, drawings, priced breakdown, schedule |
| Process | Questions deadline, reply date, decision date, judging criteria |
| Reuse | What should be stored or reused afterwards |
Brief or RFP?
Our design brief guide covers what the stand must do. An RFP adds the buying process: who is bidding, how to reply and how you will choose. Keep them together, so that every bidder sees the same document.
A fair process
- 01
Shortlist before you send it
Two or three bidders do better work than ten. See choosing a builder.
- 02
Answer questions for everyone
Share each reply with all bidders.
- 03
Give enough time
Allow a couple of weeks for a real custom concept.
- 04
Score against the criteria
Compare using the quote comparison sheet.
- 05
Close the loop
Tell the unsuccessful bidders, with reasons. You may want them next year.
Common mistakes
- 'Something modern and eye-catching' as the brief.
- No budget, which sends out a signal of shopping for free ideas.
- Asking for full 3D renders from ten companies without paying.
- Changing the plot after quotes arrive.
Frequently asked questions
01What should an exhibition stand RFP include?
Show details, plot size and sides, objectives, must-haves, brand files, budget, deliverables and how bidders will be judged.
02Should I include my budget in the brief?
Yes, at least a range. Builders can then design the stand you can afford, and you can compare ideas fairly.
03How long does a stand builder need to respond?
It depends on complexity. A couple of weeks is reasonable for a custom concept; a priced supplied drawing may take days.
04Can I reuse a brief next year?
Yes, update it after each show with what worked and what you would change.
Put it into practice
From a client brief to a 3D stand concept in minutes
An editable 3D exhibition stand concept from a written brief and the brand's website, at your exact size.
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.
