In short: two booth quotes are only comparable when they price the same scope, under the same assumptions, for the same show. Before looking at totals, put every quote into one matrix, mark what is included, excluded or unclear, and send each supplier the same questions. Then compare.
This guide is for buyers and procurement teams who already have quotes in hand. It does not give booth prices or averages. For what drives booth cost in the first place, see our exhibition booth cost guide.
Why totals mislead
A lower total often means a smaller scope, not a better price. Common reasons two quotes for the same stand differ:
- one includes design and drawings, the other assumes you supply them;
- one builds a custom structure, the other uses a modular system or rents more items;
- LED screens, lighting or furniture are priced in one and listed as “optional” in the other;
- transport, installation crew, show-day support or dismantling are missing from one;
- organizer charges such as power, rigging or contractor badges are treated differently;
- VAT is included in one total and added on top of the other.
Step 1: Fix the brief both suppliers quoted against
Confirm that every supplier received the same information: stand size and number, open sides, floor plan, exhibitor manual, design intent, screen content and deadlines. If one supplier quoted from an older brief, ask for a revised quote before comparing. Our guide on what to send your booth contractor lists the essentials.
Step 2: Build a like-for-like matrix
List scope items as rows and suppliers as columns. For each cell, mark Included, Excluded, Optional (priced) or Unclear, and note the quantity or specification.
| Scope item | What to confirm | Supplier A | Supplier B |
|---|---|---|---|
| Design | Concept, 3D renders, number of revision rounds | ||
| Technical drawings | Drawings and documents for organizer approval | ||
| Structure | Custom build, modular system or rental; height; reuse | ||
| Finishes and graphics | Materials, print type, number and size of graphics | ||
| Flooring | Raised floor, carpet or other, area covered | ||
| Lighting | Fixtures and quantities | ||
| LED and AV | Screen sizes, pixel pitch, content playback, sound | ||
| Furniture and storage | Items, quantities, lockable storage | ||
| Electrical work on the stand | Distribution, sockets, cabling inside the stand | ||
| Transport and logistics | From workshop to venue and back, handling | ||
| Installation and dismantling | Build-up days, crew, take-down, waste removal | ||
| Show-day support | On-call technician or crew during open hours | ||
| Organizer charges | Power connection, rigging, badges, late fees: who orders and pays | ||
| Commercials | VAT treatment, payment terms, validity of the quote |
Any cell marked Unclear is a question for the supplier, not an assumption.
Step 3: Write down your comparison assumptions
When suppliers propose different approaches, decide how you will compare them and record it. For example:
- compare totals excluding VAT, then check VAT separately;
- treat organizer charges as a separate budget line for every supplier;
- if a supplier excludes an item you need, add your own estimate for it in a clearly marked “adjustment” row rather than editing their figures;
- compare a reusable modular stand and a one-off custom build over the number of shows you actually plan, not over one show.
Step 4: Ask every supplier the same questions
- Which items in our brief are not in this quote?
- Which items are rented and which are built for us? What do we keep after the show?
- How many design revisions are included, and what happens after that?
- Who prepares and submits the drawings the organizer requires?
- Which organizer services must we order ourselves, and by when?
- How many crew members and days are planned for build-up and dismantling?
- What happens to the price if the organizer’s rules or deadlines change the design?
- Is VAT included? How long is the quote valid?
Send the questions in writing to all suppliers at the same time and attach the answers to the matrix.
Step 5: Score beyond price
Once scope is aligned, price is one factor among several. A simple scoring sheet might weigh scope completeness, relevant projects the supplier can show, the clarity of their schedule, and how they handle organizer approvals. Agree the weights inside your team before you open the totals, so the scoring is not shaped by the numbers.
Hypothetical example
This example is invented for illustration. The suppliers and figures do not describe real quotes.
Quote A is 20% lower than quote B for a 6 × 9 m corner stand. In the matrix, quote A shows LED screens as “optional”, excludes dismantling and is silent on drawings for organizer approval. After both suppliers answer the same questions and the missing items are added as adjustments, the gap narrows to a few percent and the decision turns on schedule and project references, not on the headline total.
How BiliEvent quotes
When you request a booth proposal, we reply with questions, a plan and a quote. Send the floor plan, exhibitor manual and a budget range with your request, and say whether you want design only, production only or both. You can use the matrix above to check our proposal against any other quote you receive.
Request a booth proposal or read more about our booth production service.
Last reviewed: October 9, 2026