How to Choose the Right Exhibition Solutions Provider: 10 Key Questions to Ask

In the high-stakes world of trade shows and exhibitions, your stand is often the single biggest brand moment of the year. One outstanding execution can open doors for months; one misstep can quietly damage perception when it matters most. Yet many marketing and procurement teams still select partners based on the lowest quote or the flashiest portfolio render, only to discover too late that real success lives in the details that never make it to the mood board.

We’ve learned that the right partner isn’t the one with the boldest designs, it’s the one who removes risk, protects your time, and makes your brand look effortless. Here are the 10 questions that truly separate world-class exhibition partners from the rest.

1. Who is the single point of accountability for my project - from concept to dismantle?

A dedicated project leader (not a shared account manager) who knows every deadline, design revision, and union regulation for your venue is non-negotiable.

2. Can you show me stands you’ve delivered in this exact venue or show within the last 18 months?

Venue-specific knowledge - rigging heights, floor loading, power locations, and organiser quirks, saves thousands in surprise charges and last-minute redesigns.

3. What is explicitly excluded from your quotation?

Graphics production, furniture, AV, transport, labour, storage, and customs duties are the usual suspects. A transparent “what’s not included” list on day one beats a low headline price every time.

4. Do you control design, fabrication, and installation in-house, or do you subcontract critical phases?

In-house capability isn’t just about margin, it’s about speed of reaction when a container is delayed or a graphic needs reprinting overnight.

5. How are scope changes and design revisions priced and approved?

The professional answer is a simple, signed change-order process that shows cost and timeline impact before any extra work begins.

6. For multi-country programmes, how do you manage insurance, carnets, and local compliance?

Global experience only counts when the paperwork is flawless. Ask to see certificates of insurance valid in your target territories and evidence of smooth carnet handling.

7. Can you share two recent case studies from clients with similar stand size and multi-show requirements?

The best providers keep detailed post-show reports (lead numbers, challenges faced, solutions applied, and measurable improvements for the next event). This shows they treat every project as a long-term relationship, not a one-off transaction.

8. What is your policy if a show is postponed or cancelled?

Look for partners who offer credits (not penalties), and no hidden “re-mobilisation” fees when new dates are confirmed. (possibility to store)

9. How do you capture and apply performance data from one show to the next?

Top partners track dwell time, lead quality, cost-per-interaction, and visitor feedback; then use that intelligence to refine your stand for the next outing.

10. When will I receive the first 3D concept, and who owns the intellectual property once the project is paid?

Expect initial concepts within 7-10 working days. Full ownership of design files upon final payment should be standard.

Final Thought

The cheapest quote rarely delivers the lowest total cost. A true exhibition solutions provider earns their fee long before the show opens, by protecting your budget, your schedule, and your reputation in front of your most important audience.

Ready to put your shortlist to the test? We’re always happy to walk through these questions openly and share the lessons we’ve earned the hard way.

At Ultratend, we design and deliver exhibition stands worldwide-quietly, precisely, and without the drama. Let’s talk about your next project: sales@ultratend.com

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