What goes into an exhibition stand quotation
A stand quotation depends on the agreed design and event conditions. Compare proposals against the same scope: floor area alone does not describe the work. Use this guide to make the scope clear before signing a contract.
Start with the project inputs
Send the event name, city, hall, dates and allocated floor plan. Show open sides, neighbouring stands, columns and known utility points. Explain the purpose: equipment demonstrations, meetings, a product launch or lead collection. These inputs define a solution more accurately than a price per square metre. Mark missing organiser information as provisional and agree when it must be confirmed.
Separate structure from finishes
Ask for a breakdown of structural and decorative elements, finishes, counters, display cases, meeting areas and graphics. Specify visible surfaces, dimensions and the intended use of each element. Identify custom-made and rented items and agree what happens to them after the event. Compare alternative finishes against the same layout and brief; otherwise a lower total may simply reflect a different scope.
Check equipment and venue services
Lighting, screens, furniture, power and internet may sit in different contracts. State equipment quantities, purpose and connection responsibilities. Ask who orders and pays for organiser services, approvals and contractor access. Check the actual event documentation: specifications for another hall cannot be assumed to apply. Crocus Expo, for example, publishes hall specifications and contractor admission information on its official website.
Define installation and logistics
Confirm the delivery address, access process, unloading slot, installation window and acceptance deadline. Check packing, transport, unloading, assembly, dismantling and removal. Moscow, Moscow Oblast and Saint Petersburg projects need route-specific logistics. An identical structure does not imply identical transport costs. Specify storage or future reassembly separately and identify which elements are intended for reuse.
Compare like-for-like scope
Create a comparison table with each item, specification, quantity, included work, exclusions and total with its tax treatment stated. Include design, revisions, technical coordination and support during the event. An empty line does not mean a free service. Attach the approved visual, floor plan and material schedule so the quotation and image describe the same deliverable.
Agree how changes are approved
Name the people authorised to approve the project and extra costs. Changes to dimensions, materials, exhibits or dates may require a new quotation. Record each version with a date, change list and customer approval. For an initial enquiry, send the floor plan, event dates, objectives and budget range. If no budget exists yet, ask for scope options with clear differences rather than a universal price promise.