Evaluating Display Vendors To Find The One That's Right For You

Once you have compiled a list of ten or so potential trade show display vendors that have met your initial criteria, it's time to start investigating them more thoroughly. Before you begin having conversations with the vendors, it would be helpful if you had a list of criteria that you're looking for in a vendor as well as some sort of rating system to use regarding how well they meet your criteria. It is easy to get overwhelmed when you're talking to the vendors, which is why a criteria sheet and a rating system will help you stay on track during your conversations.

After you've spoken to your potential vendors and rated how well they have met your criteria, it is time for you to request a formal, written proposal (RFP) from three of them. If you want to create a standardized form for all bidders to complete, then there are a couple things to keep in mind. First, you should list all of the questions that you want the vendors to answer and provide instructions regarding how you want them to answer those questions. Second, make sure that you give the bidders all the relevant information they'll need to complete the RFP (e.g. your timeline, budget, specific needs, deadlines). One thing to keep in mind is that if you do not have to have everything mentioned in your RFP form, mark the ones that are optional. Otherwise, the bidders will assume you want/need everything, which may drive up the bid costs, or cause bidders to drop out if they do not offer all of the items.

Having narrowed down your choices to three, and having gone through an RFP process with those vendors, you have probably found yourself leaning toward one more than the others. Double-check your rating system and see if your favorite meets your criteria better than its competitors. Be careful of making price the deciding factor. You will likely want to build a relationship with your display vendor, so you want a company that has taken the time to understand your trade show needs and goals. The cheapest price may not belong to the vendor who cares the most about your satisfaction with the display.

One final thought when it comes to evaluating vendors is to trust your gut. If you get a feeling while talking to a vendor that something is not right, even if you can not put your finger on what that is, then move on to the next vendor. Your gut is telling you to move on for a reason; trust your instincts.

Organization is key when it comes to selecting a display vendor. You need a good list of potential vendors to get you started on the selection process. You need a detailed list of criteria that you want in a vendor, and you need a rating system to help you evaluate how well the vendors meet your established criteria. With this information, you can request formal proposals from your favorites, and, before you know it, you'll have narrowed your list down to the one, best vendor.