The exhibition industry has continued to evolve rapidly, especially in the last few years. Covid, new technologies, changing budgets, shifting expectations, and a renewed focus on ROI have many companies rethinking how they approach trade shows and who they trust to help execute them.
All or some of these scenarios might have affected your team. Whether you’re preparing for a packed show schedule or evaluating better ways to manage your booth strategy, now is a smart time to assess your current vendors and explore new exhibition suppliers. But how should you go about it? Here are five essential tips for choosing exhibition suppliers that align with your goals.
1. Do Your Due Diligence
If you are looking for a supplier for a specific product or service, find out all you can about the company. When you do your search, use specific keywords to save time.
Review their websites thoroughly, paying attention to past clients, services offered, and industries served. Then:
- Read third-party reviews if available
- Reach out to colleagues for referrals
- Observe the supplier’s work firsthand at your next event or trade show
A good exhibition supplier will have visible proof of their capabilities and a solid reputation within the industry.
2. Check the Financials
Once you’ve narrowed your list of potential exhibition suppliers, visit your finance department. Have them run a check, such as a Dun & Bradstreet (D&B) rating, and other solvency assessments. Don’t fall in love with a supplier until you know that they will be around for a while and that their processes and billings are transparent.
3. Define Your Needs Clearly
Before reaching out to exhibition suppliers, create a document that outlines your expectations for the partnership. Get input from your team, including marketing, operations, and finance. There may be areas important to them that you may have overlooked. This is important preparation before you talk to the potential supplier.
4. Ask the Right Questions
In addition to outlining your needs, prepare smart questions to ask each potential supplier, such as:
- How long have you been in business?
- Who owns your company?
- How many full-time employees do you have?
- How much of your work is subcontracted?
- Do you own or rent specialized equipment?
- How much work do you do in my industry? (There might be price reductions for multiple clients at a single show—it doesn’t hurt to ask.)
- Will I have a dedicated account manager and when can I meet them?
- Here is our annual budget; does this align with your services?
Strong exhibition suppliers will welcome these questions and answer with transparency.
5. Schedule Meetings and Evaluate Fit
Once you’ve done your homework, schedule meetings with the potential exhibition suppliers. Face to face—perhaps on the show floor—is preferable, but we have all gotten so used to online meetings that you shouldn’t dismiss that possibility. A lot depends on your time frame.
Chemistry is important! You want to work with people you like. Those of us in the exhibit and events industry know we spend a lot of time with our suppliers, so make sure that you’re compatible.
Final Tip: Communicate Your Decision
Once you’ve selected your exhibition supplier, notify all parties promptly. Thank the teams you didn’t choose and keep doors open for future projects. Professional courtesy goes a long way in this tight-knit industry.
Looking for Reliable, Experienced Exhibition Suppliers?
If you’re evaluating new exhibition suppliers, it’s the right time to find a partner who understands your goals and brings transparency, creativity, and follow-through.
We support exhibit programs with thoughtful strategy, responsive service, and solutions that scale with your needs. Let’s talk about how we can help.