Prepare before you start
- Set a common baseline before requesting prices
- Divide the quote into checkable work packages
- Copyable quote comparison structure
- Understand the scope behind a price difference
Original site working aid · V1.0 · NemoMatheo GmbH ·
Stand quotation scope reconciliation
Align drawings, quantities, currency and scope before comparing prices; a blank price does not mean free.
This is a process teaching sample, not a real client case, completed delivery or proof of workshop ownership. Copy it for project preparation and adapt it to the actual scope. Project acceptance, pricing and delivery arrangements require individual confirmation.
How to use it
- Classify every item as included, optional, excluded or unspecified.
- Ask the quoting party to clarify unspecified items and retain written replies.
- Compare totals after conditions are comparable; do not treat omitted charges as zero.
Editable working template
Fill it in here, then copy or download it. Nothing is submitted automatically.
View a worked example
Teaching example: A includes installation, B offers it as an option and C leaves it unspecified. Ask B and C to confirm the same work scope before comparing totals. No real supplier quotation or market price is represented.
Based on: Site service and process information.
Editable working template
Fill it in here, then copy or download it. Nothing is submitted automatically.
Set a common baseline before requesting prices
Provide the show, city, build country, dates, floor plan, area, dimensions and open sides. Attach the design or functional brief and describe products, materials, finishes, graphics, lighting and equipment. State the budget currency, intended scope and design and cost approvers. Make the area unit explicit, particularly when comparing square metres and square feet.
Divide the quote into checkable work packages
Design and fabrication: concept, technical drawings, carpentry, finishes and graphics. Equipment and functions: furniture, lighting, screens and required interfaces. Logistics and on-site work: packing, transport, handling, installation, cleaning and handover. Post-show work: dismantling, return transport, agreed storage or disposal. Venue and other costs: required services such as electricity, rigging and internet, with ordering and payment responsibility. This is a review framework; the actual inclusions are confirmed item by item.
Copyable quote comparison structure
Item or work package: Drawing version and specification: Quantity, unit and quality requirement: Supplier A / B / C response: Status: included / optional / client responsibility / unresolved. Amount, currency and tax indication: Deliverable, responsible party and interface: Differences and follow-up questions: The structure does not insert market prices. Ask about absent items instead of assuming they are included at no charge.
Understand the scope behind a price difference
Check that each quote uses the same plan version, area, materials, equipment quantities, transport route and on-site working assumptions. Differences may reflect quality, quantity, third-party costs or missing work. Keep options, exclusions and provisional items beside their work package so different scopes are not mistaken for equivalent offers.
Keep changes and confirmations traceable
Record the quote date, validity, currency and payment arrangements. When design, materials, quantities or timing change, document the revised work and its cost and schedule impact for the named approver. Retain distinct records for planning assumptions, supplier quotes, commissioned work and additions.
Request a quote with a clear scope
Share the floor plan, current design, show dates, budget currency and the work you want to commission. If you already have quotes, organize the included, optional and unresolved items using the structure above before discussing the scope. MesseKit's briefing and cost-structure tools help check completeness; they do not generate a binding project price.
Pre-submission checklist
| Work item | Input to confirm | Owner and next step |
|---|---|---|
| Design and fabrication | Drawing revision / quantity / dimensions / finish | Included / optional / excluded / unspecified |
| Graphics and equipment | Finished sizes / files / equipment / supplier | Name the item and responsible provider |
| Transport and installation | Transport leg / unloading / handling / installation | Separate each responsibility |
| Venue services | Power / rigging / internet / storage / waste | Who orders, pays and confirms? |
| Dismantling and return | Removal / packing / return freight / space return | State quantities and work packages |
| Commercial terms | Currency / tax / validity / payment / changes | Confirm against the written offer |
Frequently asked questions
What does every custom stand quote include?
There is no universal inclusion list. Check design, fabrication, graphics and equipment, transport and installation, venue services, dismantling and storage individually, with written options and exclusions.
Can I compare prices per square metre?
Only after aligning the area definition and included scope. Different materials, equipment, logistics, on-site work and venue services can make a single area rate misleading.
How should I compare three suppliers?
Send the same brief and drawing version. Map responses to common work packages, mark quantity, quality, options, taxes and exclusions, then ask suppliers to clarify differences.
Does the budget tool produce a formal quote?
No. It organizes requirements and cost categories. A supplier must confirm the price against the actual project scope.
Supporting material
Project confirmation
Services, production location, working language, price and availability are confirmed in writing for the specific project. Use the current official documents for the exact show.
Checked against the public service scope and listed sources. No unverified factory locations, client identities or measured outcomes are added.
Last reviewed: 7 October 2026Sources
Discuss your stand project
Prepare an exhibition stand quote brief. Compare design, fabrication, equipment, installation, venue services and dismantling using the same scope and drawing version.
Submit your stand quote brief