Essentials of a Request for Proposal (RFP) - Xsorigami

posted Sep 05 2017

Your guide to an effective Request for Proposal (RFP) while choosing a trade shows stand contractor

When it comes to trade shows exhibit builds, one of the most critical tasks is to select the right trade show stand contractor. And along with this compelling task comes the responsibility to communicate your brand values and vision in a Request for Proposal (RFP) to the trade show stand contractors. This is the document that is sent out to various booth designers, booth builders, and exhibit houses to endow them with the needed information, and initiate the booth designing tender process.

While there might be no correct or incorrect way to write an impactful RFP but there always exists a good and a bad RFP.

To ease up the new exhibit build process for you, we are here with an effective guide on the comprehensive and purposeful RFP.

Essentials of an RFP are as stated below

  • Company Overview

This section embraces a concise narrative of your company and it’s by and large identity. Attach a manual in the RFP that describe your brand in terms of the following categories:

  1. Product line and services
  2. Target Audience
  3. Potential competitors
  4. The mission statement
  5. Brand core values
  6. Organizational Constitution
  7. Prime corporate messages
  8. Company logos
  9. Tagline
  10. Font and colors, or any other requirements to bring them into play.


  • Marketing Strategies

In this section, you sum up your company’s recent annual report, sales and marketing literature, ongoing promotional campaigns, the press kit, and the URL to your corporate website. Depending on the sensitivity of the information you include, you may require a non-disclosure agreement that outlaws RFP receivers from sharing details of the documents with any third party without your knowledge and consent.

  • Design Objectives

In this segment, you describe the functional objectives you plan to achieve from the booth and the design mandates. Explain the definite requirements for the booth design and the experience you want to create for the attendees. Briefly, outline the issues with your previous exhibit and the elements you want to retain in the new exhibit build.

  • Service Requirements

Precisely lay down the services you need from the exhibit house. The standard services of one-stop shop exhibit house include booth design and build, graphic printing, audio visual tools, experiential marketing, furnishings, hospitality services, shipping, installation, booth management, and dismantle.

Ask the exhibit house to provide you with the pricing structure, this will help you analyze the rate sheet of all the services.

There is no one size fits all approach in an RFP. The variables of RFPs are explicit to every organization’s goal and industry type.  Start with the outcome in mind and have a clear picture of your requirements before making any investment.

Bonus Tip: The biggest blunder is to contemplate RFP as an ample source of a planned framework for an informed design to the trade show stand contractors. After you send RFPs to the service providers, it becomes very important to get into the conversation with the designing heads.  Once you shortlist the desired trade show stand contractor, make sure to communicate with them regularly till the final execution.

Trade Show Experts

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