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How to Create a Trade Show Request for Proposal (RFP)
So, you need a new trade show booth. Asking your peers for recommendations or searching Google for exhibit houses is a good start, but a crucial third step is writing a new build request for proposal (RFP). There is no industry standard for this type of request, but there are some key elements you should include to gather the best responses. It's ideal to create an RFP catered to your company's unique needs and market position, with the goal of articulating your approach and goals as clearly as possible.
WHAT TO INCLUDE
A good RFP should be clear, concise, and articulate all your needs and expectations to all potential bidders. Start with an explanation of the project, and define the obligations and requirements of the successful bidder who will be selected to design, build, and install your exhibit. An RFP should also include a standard response format, which will make it easier for you to evaluate responses and compare them to one another. Likewise, you should explain how each proposal and bidder will be evaluated so expectations are clear.
Other key components include:
- Background Information: Give bidders as much as information about your positioning, current marketing, and any other relevant data to help them with an approach.
- Budget: Every project has one, so it's important to lay out either a concrete budget or at least provide a range.
- Timeline: From start to finish, this is where you should lay out clear dates for submitting a proposal, choosing a partner, and attending the trade show or series of shows.
This is just the beginning, however. A complete trade show RFP includes much more information, so we created two templates to help you get started:
The Simple Trade Show Template is ideal if you are just attending one show and want an exhibit house to focus solely on your presence there.
The Program Trade Show Template is best for larger companies who attend multiple shows a year (commonly referred to as a program) and have extensive requirements for their exhibit house.
For more information about creating a trade show RFP, click here.
About Exhibit Concepts, Inc.
Exhibit Concepts, Inc. is an award-winning event marketing agency that designs and produces branded environments, including domestic and international trade shows, museums, executive briefing centers, corporate interiors, vehicle marketing and tours, experiential and interactive engagements, creative and design services, and program management. We are passionate about providing custom brand experiences which create unique connections between our clients and their customers.
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