A booth budget is the sum of a confirmed scope, not a single design image. Venue rules, dimensions, construction, graphics, lighting, power, furniture, transport, labour, setup, handover, and dismantling may sit with different parties.
Rocks confirms current pricing after the organiser pack, footprint, design direction, production requirements, dates, and site logistics are reviewed.
Build the scope from the organiser pack
Record the stand number, width, depth, height limit, open sides, build restrictions, approved materials, contractor rules, utilities, loading access, approval deadline, setup, and dismantling window.
Separate what the organiser supplies from what the exhibitor or contractor must arrange. Missing utilities or venue fees can make an apparently complete booth scope incomplete.
List every cost group
Group design, structure, graphics, flooring, lighting, power, furniture, displays, storage, transport, labour, approvals, setup, handover, dismantling, and return or disposal. Mark each item included, excluded, or awaiting confirmation.
Work backwards from opening
The public opening is not the first critical deadline. Work backwards through venue approval, design sign-off, content approval, artwork, production, trial fit where applicable, packing, transport, access, installation, and handover.
Assign an owner to every approval and dependency. Protect time for customer changes and organiser feedback instead of treating production as the only schedule.
Compare quotations on the same basis
Give each supplier the same confirmed brief and ask for a written inclusion list. Compare materials, quantities, services, approval assumptions, logistics, reuse, dismantling, and exclusions as well as the total.
If the scope changes, update both the budget and timeline. A lower figure based on fewer included responsibilities is not the same offer.
Practical checklist
Information to prepare
- Organiser pack and stand plan
- Stand dimensions, height, and open sides
- Approval, setup, opening, and dismantling dates
- Visitor goal and approved content
- Structure, graphics, flooring, and lighting
- Power, furniture, displays, and storage
- Transport, labour, access, and handover
- Dismantling, return, reuse, or disposal