For companies who want to join a trade show event, putting together the most comprehensive design for a Request for Proposal or RFP has to be a priority.
Trade Show Display designers and builders may not know your company, its history, and its full suite of products, and services — so creating your RFP is definitely important!
In order to help your booth designer provide you with everything you need, providing them with an RFP that introduces your visions for your trade show booth beforehand is a critical step.
Keep in mind that a good designer must be capable of creating the best possible booth that suits your needs as long as it has all the essential information, the right guidance, as well as a good amount of creative freedom. Having all things balanced can be a little bit tricky. However, once you can do it, the result you will get will be amazing.
Below are some of the important keys to include in your trade show booth RFP.
Along with having a general idea of what your brand has to offer, it is also a good idea to include any awards or achievements your company has obtained. This will give an idea to the spectators of how your company suits the certain industry you belong to and why they should choose you instead of your competitors. This must also include the following:
Did you recently launch new products that you want to be featured in your booth or maybe you have upcoming products that you think your audience would be interested to be aware of? Make sure to include those in your RFP.
It would also be important to talk about the objectives you are expecting to gain from the trade show. Make sure to include the things you are looking to avoid during the event that you think will affect your brand negatively. It is important to discuss your brand message together with your brand history if you think it would be relevant. In order to make sure that the designer does not generate anything off-brand, make sure to have a copy of the guidelines you want to follow. This must include but are not limited to:
Discuss the trade shows you have joined in the past, how well did you on those events, and how they affected your brand. You must also not forget to talk about your previous budgets, the number of attendees, and where your booth was placed. This must also include your expectations of the event you are looking to join. This part must also include the following details:
Do you have needs that you would want to be included in your booth? You must talk about your technical needs in relevance to the installation and disassembling process, designs, electrical requirements, as well as on-site management. And if there are particular booth activities that you would like your attendees to take part in, make sure to outline those as well.
Stating your overall budget would also be important. Perform research on the exhibit builder and industry standard in order to have a clearer and more realistic idea of how much you should invest. Create a budget breakdown regarding the expenses of booth design, audio and visual gear, creative content, shipping and drayage, and marketing. This information would help the designer to work effectively with you during the entire process, so, if you have any new requests, they will be able to check whether your budget can afford it.
Another important thing you need to include in your RFP is your expected timelines and deadline and to whom the copies must be submitted. Furthermore, you must also include the dates of the presentation, an anticipated decision date, and planned delivery dates. Your timeline must include all important dates such as the following:
You must always remember that the requirements stated above for the trade show booth RFP are essential if you want to be successful in your event. Being able to communicate is an important part of making sure you have a successful trade show event since it’s the responsibility of your designer to carry out one of the most important parts of your trade show planning.
Beaumont Exhibits Can Assist with Your RFP Questions and Needs
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I love working with the Beaumont Team; I know any project I work with them on is in good hands! The team is professional, knowledgeable, great at communicating every step of the way and keeping our projects on time. Their flexibility to work within our budget is always appreciated and I know on event day, things will go smoothly with their ready assistance.
James, Jamilyn and the Beaumont crew really came through for us on a last minute booth rental request. We had a show in Atlanta and they turned around the project in less than 3 weeks, handling all logistics, setting us up in a professional looking booth and responding quickly to all our questions along the way. Looking forward to working with Beaumont for future conferences.
James and team worked with us for months on an extensive exhibit booth trade show in multiple locations. They were always accommodating with our requests and always easy to get in touch with no matter the situation. There truly wasn’t anything they couldn’t do!
We recently had the pleasure of working with Beaumont & Co Exhibits; this was our third time using them during the ESRI event in San Diego, and I must say, it was an outstanding experience from start to finish. James and Jamilyn from Beaumont Exhibits were the epitome of professionalism, and their dedication to supplying top-notch service truly made a significant impact on our booth rental experience.
From concept to follow through, the team at Beaumont got it right! I was thrilled with the collaboration to see our vision come to life – all with the an excellent collection of support. James and Karen with great to work with and did well to keep the ball moving and ensure we made it to the finish line promptly.
Our 20FT Linear had a custom die-cut logo and digital interfaces, that deployed in Ottawa at the RIMS Canada Conference. We were a show stopper to say the least. When the time comes for another project, I know where I’ll be going!
We had a very positive experience working with Beaumont in the Vancouver Convention Center. The booth they created for us was designed and installed on time and with the best quality standards. Thanks to Maria and James who helped us step by step before, during and after the process.
Trying to plan a trade show in Brussels while being located in the US was nerve-wracking, but finding Beaumont & Co. and Luciana, made it much easier! Luciana went above and beyond when there were shipping mishaps and made sure that we received our booth on a tight timeline. The quality of the booth was great and easy to put together. They really work to meet your needs.
Beaumont Exhibits. We love the new signage. It shows Halifax beautifully.
Just outstanding work all week guys. As always.
The Exhibit Area has been a hit all conference long, thanks to our wonderful partner Beaumont Exhibits, who has made sure our booths and signage have been on point with their top-notch work. Thank you!
“There is nothing that compares to the Beaumont Exhibits booth system; it will be in my mind or even should be the industry standard. Our booth was revered by all who came upon it. In fact, a comment I heard from a passerby was “Now that’s a booth!” comparing it to all the thousands of other booths at the Las Vegas AHR convention”
“MetOcean Telematics appreciates working with Beaumont Exhibits for our trade show needs. Beaumont Exhibits understands the complex nuisances of the industries in which we do business and has played an important role in helping us present our products to clients worldwide.”
“Assembled the booth this morning. Looks fantastic. Next week I am taking it with me to Tampa for a trade show there.”
“Our company has used Beaumont Exhibits a few times now and each time they have delivered high-quality products in a timely manner. Highly recommended.”
“Fantastic company to work with. Their attention to detail and deadlines is second to none. Very pleased with my experience!”
“Beaumont Exhibits is great to work with, they have a wide selection of products and know the industry.”
“Beaumont Exhibits provided COVE with a fantastic booth. Now we can begin representing and growing the ocean tech industry in the region with the marketing presence to match the task.”
“The Canadian Defense, Security and Aerospace Exhibition Atlantic: DEFSEC Atlantic is Canada’s second largest defense and aerospace trade event. We cater to some of the world’s largest defense contractors in the world. We have no hesitations in recommending Beaumont & Co. to them as a provider of quality display materials. The feedback we received has been most positive and we are looking forward to a long relationship with James and Sean as they grow their business here in Atlantic Canada and beyond.”
“Beaumont & Co. was great to deal with in that they incorporated all our design suggestions in a timely fashion and their superior customer service made the this process very relaxed and straightforward. The final products turned out nicely and to our satisfaction – the displays look professional and high-quality. The banner’s LED component allows us to stand out at trade shows/career fairs. They went the extra mile and set-up the display for us on two separate occasions which was very much appreciated. They have also responded to additional follow-up queries related to the products. All in all, we are quite happy with the end product and experience on a whole.”
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