Choose an exhibition stand builder by checking relevant delivered work, the exact scope of the quote, project responsibilities and the proposed delivery plan. A strong visual concept matters, but you also need confidence about what will be made, who will install it and how the team will work towards your event deadline.
For businesses exhibiting in South Africa, the questions below help compare potential suppliers on practical evidence. Use them for a Cape Town, Johannesburg or Durban exhibition, adapting the details to your actual venue and stand.
1. Can they show work relevant to your brief?
Look for completed projects that help you assess the type of space you need: product displays, meeting areas, demonstration zones or a larger branded environment. A portfolio with varied projects is useful, but ask for the examples most relevant to your objectives.
Distinguish a proposed render from a photograph of a delivered stand. Ask what the supplier was responsible for on each example, particularly when a project involved other agencies or production partners.
You can start with 369’s exhibition project portfolio and identify the features you want to discuss. Similar-looking projects do not necessarily have similar budgets or specifications.
2. Are you comparing the same service?
Confirm whether the proposal covers design, manufacturing and installation, or only part of that process. Check which graphics, lighting, furniture and equipment are included, and which services must be ordered separately.
Ask about transport, dismantling and any requested storage or future reuse. Confirm whether prices include or exclude VAT. Our exhibition stand cost guide provides a scope checklist for comparing quotes.
A lower price can be reasonable for a simpler brief. It becomes difficult to assess when important items are left unspecified.
3. Will they ask about your goals and the available space?
A useful briefing conversation should cover the exhibition, venue, dimensions, open sides, target visitors and the activities you want the stand to support.
For example, a team planning several sales conversations needs to consider seating and circulation. A product demonstration brings different requirements for display space and equipment. Explain those needs before deciding that a reference image is the design you want.
Use the stand design brief checklist to give each shortlisted supplier the same information.
4. Is there a clear project contact and approval process?
Ask who you will deal with during design, production and installation. Confirm how feedback will be recorded, when approvals are needed and how changes to the scope will be handled.
Nominate your own approval contact too. A single consolidated response is easier to act on than several sets of conflicting instructions from different stakeholders.
Ask how proposed changes will be reflected in the quotation and schedule. Do not assume that every change is included or can be made without affecting production.
5. Does the plan address your actual event?
Share the organiser’s current exhibitor manual and ask how the supplier will plan around the submission dates, access arrangements and installation window. Confirm who will handle the required event paperwork and service orders.
Ask which venue services or third-party suppliers your project may need, and who is responsible for booking them. Check the practical plan instead of relying on a broad promise of “turnkey delivery”.
The organiser should confirm event-specific requirements. Previous work at a venue is useful background, but does not replace the instructions for your show.
6. How will you check the finished stand?
Agree what should be ready at handover and who will check it. Use the approved scope and design as a reference, including agreed graphics, displays, furniture and equipment.
Discuss whom to contact if an issue arises during installation or the show. If you need support during the exhibition, confirm its scope and availability in advance.
References or testimonials can help you understand how a supplier communicates and delivers. Ask for relevant, shareable examples rather than assuming an attractive portfolio alone answers every practical question.
7. What happens after the exhibition?
Confirm responsibility for dismantling, transport and close-out. If future reuse matters, ask which components could be suitable for adaptation, what storage would involve and whether the next stand size is already known.
Keep the stand’s physical close-out separate from your commercial follow-up. Your team still needs to record qualified enquiries, contact prospects and assess whether the exhibition met its objectives.
A short checklist before appointing a stand builder
- Relevant completed projects and a clear explanation of the supplier’s role.
- A proposal based on your event, floor plan, objectives and budget.
- Written inclusions, exclusions, VAT treatment and payment terms.
- Named contacts and a clear process for feedback and approvals.
- A workable schedule linked to the organiser’s deadlines.
- Agreed installation, handover and post-show responsibilities.
If one proposal leaves an item unclear, request clarification before making the comparison. The aim is to appoint a supplier for a defined job, with a shared understanding of delivery.
Common questions about selecting a supplier
Should I choose the lowest exhibition stand quote?
Compare equivalent scope first. The lowest price may suit your needs, but confirm what it includes and which costs sit elsewhere in your event budget.
Do I need a local stand builder?
Ask how the supplier will handle your venue, logistics and installation. Assess the delivery plan and relevant experience alongside the company’s location.
Can I ask for a similar design to a portfolio project?
Use the project to explain the features you like, then ask for a design suited to your brand, footprint and event requirements. A reference photograph does not establish the original project’s price or full scope.
Discuss your exhibition project with 369
369 brings together exhibition stand design, manufacturing and installation. Browse the portfolio and share your brief so the team can discuss the approach for your event.
