A useful exhibition booth quotation begins with a useful brief. When important details are missing, contractors must make assumptions—and different assumptions make quotations difficult to compare.
Preparing the information below helps designers propose the right layout and gives you a clearer, more accurate scope.
1. Exhibition and Venue Details
Provide:
- Exhibition name
- Venue and city
- Show dates
- Build-up and dismantling dates
- Hall and booth number
- Organiser contact or exhibitor portal information
The exhibition name alone is not enough. Venue rules and access arrangements influence construction, labour and logistics.
2. Official Floor Plan
Send the organiser's latest floor plan or technical drawing, not only a cropped screenshot.
The drawing should confirm:
- Exact booth dimensions
- Number and position of open sides
- Columns and service ducts
- Nearby fire equipment
- Height restrictions
- Hall entrances and aisle directions
- Neighbouring booths where available
If information is uncertain, label it clearly so the contractor can verify it before design work begins.
3. Booth Package or Space Type
Confirm whether you booked:
- Raw space
- Standard shell scheme
- Upgraded organiser package
- Pavilion space
- Double-storey permission, if applicable
For a shell scheme, share the organiser's specifications and restrictions. Contractors need to know what may be covered, removed or attached.
4. Objectives and Target Visitors
Explain what the booth should achieve. Common objectives include lead generation, distributor meetings, product launches, demonstrations and brand awareness.
Describe the main visitor groups and what action you want them to take. This allows the designer to plan the visitor journey instead of simply decorating the footprint.
5. Functional Requirements
Create a practical list with quantities where possible:
- Reception counters
- Meeting tables and seats
- Private rooms
- Product displays
- Demonstration counters
- Screens or LED walls
- Storage
- Pantry facilities
- Brochure holders
- Hospitality equipment
- Accessibility requirements
Distinguish between essential items and preferences. This makes value engineering much easier.
6. Product Information
Provide product dimensions, weights, power requirements and handling instructions. Mention whether products will be live, operational, wall-mounted, placed in showcases or secured overnight.
Heavy equipment and working machinery may require reinforced platforms, additional power or venue approval.
7. Brand Assets and Visual Direction
Share:
- Vector logos
- Brand guidelines
- Colour references
- Fonts
- Existing campaign artwork
- Product photographs
- Previous booth images
- Three to five inspiration references
Explain what you like about each reference. A clear comment such as “open entrance and warm lighting” is more useful than an unexplained image.
8. Technology and Utilities
List all screens, computers, lighting, machinery and charging points. Confirm whether you require internet, water, drainage, compressed air, audio or rigging.
Utilities ordered from the organiser or venue may be excluded from the contractor's build price, so ask for them to be identified separately.
9. Target Budget
Sharing a realistic budget range does not prevent competitive pricing. It helps the designer select an achievable structure, finish and technology level from the beginning.
Clarify whether the budget includes:
- Design and construction
- Venue charges
- AV equipment
- Furniture
- Freight
- Taxes
- On-site support
10. Timeline and Decision Process
State the quotation deadline, internal approval date and organiser submission deadline. Identify who will approve the design, budget and graphics.
A custom proposal normally requires time for briefing, design and costing. Extremely short deadlines can reduce design options and increase production risk.
Questions to Ask About the Quotation
When proposals arrive, check:
- Is the scope itemised?
- Are transport, installation and dismantling included?
- Which venue services are excluded?
- Are graphics, furniture, lighting and AV clearly specified?
- What materials and finishes are proposed?
- How many design revisions are included?
- Who manages technical submissions?
- Is on-site support available?
- What are the payment and cancellation terms?
Compare scope, quality and support—not only the final total.
Request a Clear Proposal From Ventra
Ventra provides exhibition booth design and build services across Singapore and Asia. Send us the details above and our team can prepare a tailored concept and itemised quotation with fewer assumptions and clearer cost control.