Most exhibition managers find new suppliers via word of mouth or Google BUT are you measuring your contractor against the right metrics? Exhibition booths are large ticket items, so choosing the right booth contractor is key. Here is everything you need to do to ensure that you get the best partner for your project.

1. ASK YOURSELF WHY ARE YOU GOING TO TENDER?

• What attributes do you need to see in your future contractor?

• What are your current contractors not delivering on?

Keep the reason at the forefront of your mind throughout the process.

2. COMPILE A LIST OF CONTENDERS – YOUR TOP 5-6

Start with the contractors that are front of your mind.

• Have you received recommendations from colleagues?

• Have you met suppliers at previous shows and seen their work?

• Have you worked with any suppliers previously that you’ve liked?

If none of the above apply then consider taking a look at Google and reviewing contenders based on portfolios or client base.

3. HONE IN ON THE BUSINESSES THAT WILL SUPPORT YOU BEST – THE TOP 3

Next you need to short-list your suppliers - choose the best contenders to move forward with based on financial stability and client feedback. To do this follow the below process -

a. CREDIT CHECK

This is the dullest part of the process but is the most important and the quickest to carry out.

Useful tool: http://www.companysearchesmadesimple.com

Can the business practically deliver the project?

Every business in the UK has a company number which you can find on the website or at the bottom of emails or alternatively type in the name of the business and they will appear.

Check how reliable and credit worthy your potential suppliers are using a credit checking service.

This is by far the most important check you will carry out during your project – can the contractor realistically fulfil the project – are they financially stable?

What are the main things you are looking for?

Credit Risk – in the examples below, a score close to 100 is good. A score below 50 is more risky.

Credit Limit – Exhibition booths are expensive to manufacture. A credit limit of £6,000 for example is very low when exhibition booths are high ticket items. A credit limit this low may indicate a businesses is unable to pay their suppliers in a timely manner which may impact on project success.

Net assets – within the credit report you will also see Net Assets. This figure is a good indication showing business health. A low net asset often indicates a business that isn’t run efficiently, or a new business that’s been recently formed. The higher the net assets the better financial position the business is in - the more likely the project will be successfully delivered.

b. TESTIMONIALS, FIRST IMPRESSIONS & BOOTH IMAGES

If your contractors have passed the financial test, now is the time to make contact with the ones that remain on your list.

Calling is always better than email in the first instance. Call and explain that you are assessing who to include within the tender process.

Ask to speak with the Sales Manager or Project Manager. A call is a great basis for that all important first impression.

• How responsive are they?

• How helpful are they?

• How friendly are they?

Once you’re speaking with the right person, ask them to send across
3 reference email addresses i.e. current clients they work with and associated booth images for those clients. Contact the 3 reference emails and ask for their feedback on service levels and quality.

Check out some testimonials from clients that partnered with us for the first time here!

c. BRIEF YOUR CHOSEN 2-3 SUPPLIERS

The most successful pitches involve your top 2-3 contenders. Controlling the number of companies you speak with provides you with more time to work with each company. Get the best results from the pitch. Ideally brief contractors face to face or via video call.

Remember you will need to work very closely with your chosen supplier so it’s really important that you get along with them.

SUMMARY

As with most projects – planning is the most important stage when it comes to guaranteeing success. Make sure that you’re investing the critical leg work upfront, carry out your due-diligence and success will be sure to follow. It’s absolutely worth the effort.