Signing with a stand builder is one of the biggest commitments you will make ahead of a Frankfurt show. Once the contract is signed changes become harder and costlier to negotiate. The questions below are drawn from real concerns exhibitors raise before committing to a builder. Use them to understand exactly what you are paying for and what happens once things do not go exactly to plan.
What is not included in your quotation? Ask this before anything else. Many quotations look competitive on paper because they leave out items such as flooring storage or on site support. Get a full list of exclusions in writing so nothing appears as a surprise line item later.
If there is a budget mismatch can the design be adapted to fit my budget? A capable builder should be able to adjust materials scale or finishes to bring a concept closer to your number without losing the core idea. If a builder cannot flex at all that is worth noting.
Will design changes affect the final quotation? Ask how revisions are priced once the initial concept is approved. Some builders absorb reasonable changes within the agreed scope while others charge for every adjustment past the first round.
Are technical services included in the quoted price? Power connections internet rigging and cleaning are often billed by the show organiser rather than the stand builder. Confirm which technical services sit inside your quote and which ones you will need to book and pay for separately through Messe Frankfurt.
Is a deposit required before design work begins and how much? Understand the payment structure early so cash flow is not a surprise. Ask what the deposit covers and what happens to it if the project does not move forward.
Do prices change if we increase our stand size after the initial quote? Size changes affect materials labour and logistics so a revised quote should follow. Ask how quickly a builder can turn around an updated number once the new size is confirmed.
Is storage between shows included in the price or billed separately? If you plan to reuse your stand ask where it will be stored and what that costs. Storage is frequently handled as a separate line item and worth confirming before you assume it is covered.
Do you provide furniture rental or is it a separate cost? Furniture is sometimes bundled into the build price and sometimes quoted through a third party rental partner. Either approach is fine as long as you know which one applies before the invoice arrives.
What is the cancellation policy if we need to withdraw from the show? Plans change and shows get postponed. Ask what portion of your payment is refundable at each stage of the project and how much notice is required.
Can you design a stand around our existing display product or equipment? If you already own display units or need to showcase specific machinery ask how the design will accommodate them rather than replace them. A good design should work with what you bring not around it.
Can you integrate our own screens display structures or other supplied items into the stand? Confirm whether your own AV equipment or modular elements can be built into the final structure and whether there is an additional integration cost for doing so.
Can you reuse elements from our previous stand design? Reusing panels graphics or structural elements can lower cost and reduce waste. Ask whether the builder is willing to work with what you already have rather than starting from zero every time.
Can you design around specialised equipment with technical requirements? Some exhibits involve heavy machinery temperature sensitive products or equipment with specific power needs. Ask how the builder handles these requirements during the design stage rather than after the stand is already built.
Can you design a stand based on our previous exhibition setup? If you exhibited at a past show and liked the general layout ask whether that setup can be adapted for Frankfurt rather than reinvented completely.
How many design revisions are included? Get a specific number rather than a vague reassurance. Knowing the exact number of rounds included in the base price helps you plan your internal review process.
Can we see a mockup or 3D visualization before production begins? A visual concept lets you catch issues early and get sign off from your internal stakeholders before materials are ordered. Ask how long the turnaround takes. Several established builders including Design Desk deliver an initial 3D visualization within four to seven working days.
How far in advance should we confirm the stand design? Confirming the design too late compresses production time and limits your options. As a general guide reach out to your builder around four to eight months before the show opens.
Who is responsible for organiser deadlines and mandatory exhibition forms? Messe Frankfurt requires a range of forms covering stand plans safety documentation and structural specifications. Ask whether your builder manages these submissions on your behalf or whether that responsibility stays with you.
Do you handle the electrical and rigging permits required by the venue? Permits for rigging and electrical work are venue specific and missing one can delay your build. Confirm early who is responsible for securing these approvals.
Will you provide a project timeline with key milestones and deadlines? A clear timeline keeps everyone aligned on when design production and delivery happen. Ask for this in writing rather than relying on informal updates.
What happens if there is a delay in the exhibition hall handover for installation? Hall handover times can shift due to factors outside anyone's control. Ask how the builder adjusts the build schedule when this happens and whether it affects your final walkthrough.
What happens if our product samples or equipment arrive later than the design deadline? Shipping delays happen. Ask how flexible the design process is if your products or samples are not available when the build begins.
What happens if something breaks or needs repair during the show? Ask whether the builder has a team on call during show days and how quickly repairs are typically handled once a problem is reported.
Is on site support during setup and breakdown included or billed separately? Confirm whether a representative will be present during build up and dismantling or whether this needs to be requested and paid for as an add on.
What insurance coverage applies to the stand and its contents? Understand what is covered if the stand is damaged in transit or during the show and what falls under your own insurance instead.
What is included in the final walkthrough before the show opens? A proper walkthrough should confirm that lighting graphics and any integrated equipment are functioning before doors open to visitors. Ask what this walkthrough covers and who signs off on it.
Do we own the design and can we reuse it ourselves at future shows? Ownership terms vary between builders. Get clarity on whether the design and its files belong to you once the project is complete.
Can the same stand be adapted for a different city or country? If you plan to exhibit elsewhere ask whether the same structure can travel and be adjusted for a different hall or a different set of venue rules.
Is there a single point of contact throughout the project? Working with one dedicated project manager rather than being passed between departments makes coordination far easier. Ask who that person is and how you can reach them once the project moves into production.
None of these questions are difficult for a builder who runs an organised and transparent process. If you get vague or defensive answers to more than a few of them treat that as useful information in itself. A builder who welcomes direct questions before the contract is signed is usually the one who will keep communication just as open once the show floor build begins.
