Archive of E-Zine Articles

Understanding the Trade Show Exhibit RFP Process

Volume 1, Article III, November 21, 2005

Approaching the RFP - getting the most from previous show experience. There is so much to address when approaching the process of creating a Request For Proposal for a new exhibit, that we will begin with what to do as you begin to anticipate the process of purchasing that new exhibit. The most difficult part of the project for you is to specify what you really want. After all, how many things do we really purchase during our lifetimes that are really custom made just for us? We see RFPs regularly, and they are always full of holes. Perhaps, those holes exist because you don't take this process that seriously, as we realize how difficult it is for you to properly specify what you want in your next exhibit. However, this step is very important as we all know the old saying, "We will not get what we don't ask for." So let's take a good look at the process and how to get the most out of it. The first step in beginning the new RFP is looking at the old shows.

Hold project review meetings, solicit staff input and document their comments. Start with your past and current experiences. The best way to capture all of the necessary detail for your future RFP is by beginning to create notes at the end of every show regarding what is working and not working in your current exhibit. Hold a meeting during the last day of every show with all of the key staff and note their input. Discuss issues about what is working and not working. Ask about their needs now and in the future. Make notes as to current successes and failures and future wants and needs. If you don't make these notes during the show, we find that you will lose about 30% of the input. The hard part for you is that you may lose the most important 30% as it is often the most important details that end up missing. Then you have to live with a new exhibit that falls short in the same aspects as the old one did. Keep a file with these notes so that as you begin to create the formal Request for Proposal, you may easily compile notes from a number of shows, and not miss any crucial information.

Coming Attractions! In our next edition, which you will receive in two weeks, we will continue to discuss the RFP process. This is the foundation of an exhibit purchase. If approached poorly it is you and your staff that must live with the lacking end-product and ensuing complaints!