7 Important Points to Include When Drafting Your Tradeshow RFP

Drafting Your Tradeshow RFP

The time has come and you’re ready to make a change to your current tradeshow exhibit or, on an even larger scale, feel like it’s time to start fresh. Perhaps this is your first-ever tradeshow or maybe you’re a seasoned pro who is looking for an all-together new look and feel for your brand or, perhaps, even a new exhibit house relationship.

Whether you’re ready to get the process started for a new trade show exhibit build or feel the time is right to begin anew, might we suggest you take a moment to review a recent article in Exhibitor Magazine, which did an excellent job demystifying the new-build process. With a careful eye towards the difference between perception and reality, it’s a comprehensive and incredibly informative read and likely worth your time. A few highlights:

  1. What’s your focus: Design or Strategy? While there is no right answer, it’s important to look for a company that’s a good match
  2. Does the firm fly solo or partner with other exhibit industry firms. Another excellent question. If your firm exhibits internationally (link to international) or purely on the domestic stage, your exhibit house partner should be a good match.
  3. What are your rentals needs, if any? Be you’re your potential exhibit house partner’s capabilities are a good match.

While these are just a handful of the 15 questions asked, it is certainly a place to begin.

What if, however, you’re a little further down the road and already geared up to start gathering information via a Request for Proposal (RFP) or a Request for Information (RFI)? With foresight and planning, an well crafted RFP can help to speed the process, resulting in more accurate, focused response. These guidelines – based upon our experience with all types of organizations, brands and businesses – are designed to help simplify the process as you plan and create the RFP.

  1. The Brand: Tell us a little about your brand and your business including products, services and industry trends. Be sure to including branding guidelines and objectives
  2. The Landscape: What should we know about your tradeshow, event program and marketing objectives?
  3. The Direction: Where are you trying to go? Include your program objectives, prioritize and be specific
  4. The Look: Do you have key design requirements, including preferences, needs and objectives
  5. The Time frame: What are the anticipated or concrete event and tradeshow timeline?
  6. At the Show: Tell us more about your service needs and requirements, such as I & D, on-site management
  7. The Bottom Line: It’s helpful to include budgetary information.

As you are planning strategy sessions for your new trade show exhibit and event partner, encourage people from different departments to participate, including what matters most for their group or division. Taking time on the front end of the RFP process to carefully consider and share key elements of your business and your tradeshow program can mean time and money saved. How can we help?