· 2 min read
The Stand Contract & Quote Checklist
A good stand contract settles five things beyond argument: scope (what is included), exclusions (what is not), delivery date and hour, the binding status of the approved 3D design, and payment terms. Any agreement where these five are not in writing carries show-morning surprise risk.
This guide walks through every clause worth checking at quote and contract stage — give it ten minutes before you sign.
The scope list: demand it itemised
A quote should show design, production, transport, installation, dismantling, flooring, lighting, furniture and on-show support as separate lines. The word 'turnkey' alone is not enough — what turnkey covers in your project must be written down.
Organiser charges — floor space, power connection, rigging — are usually excluded and the contract must say so explicitly. Comparing quotes without equalising these differences is misleading; we cover the method in how to compare stand builder quotes.
Is the approved design binding?
This is the contract's most critical clause: the delivered stand must match the 3D visuals and technical drawings you approved, with material substitutions allowed only with your written consent.
Clarify revision rights too: how many design revisions are included, and how are change requests priced once production starts? In our custom stand projects, the approved visual is treated as a contract annex.
Delivery date, hour and delay terms
A fair cannot be postponed, so delivery must be written with an hour, not just a date: 'tested and complete, no later than 12 hours before opening'. The discount or penalty applying to any delay belongs in the contract as well.
The same clarity cuts both ways: if your graphic files, products or content approvals arrive late, the deadline guarantee weakens — this mutual timetable should be annexed.
Payment terms and price stability
The industry standard is an advance at production start and the balance at handover. Ask whether the price is fixed against currency and material movements, and until which date it holds.
Insurance belongs on the checklist too: who carries freight insurance, on-show liability and third-party damage? For international projects, customs responsibility within exhibition logistics must be spelled out.
The final pre-signature checklist
In short, look for these ten items: 1) itemised scope, 2) explicit exclusions, 3) hour-level delivery commitment, 4) binding approved design, 5) revision rights, 6) delay penalties, 7) payment plan, 8) price validity period, 9) insurance responsibilities, 10) on-show support commitment.
To see a transparent contract covering all ten, request a quote — we share our standard agreement together with the proposal.
Frequently Asked Questions
What is the most critical clause in a stand contract?
The binding status of the approved 3D design and drawings: the delivered stand must match them exactly, with substitutions requiring written consent.
What happens if delivery is late?
A good contract commits to an hour-level handover and states the discount or penalty for delay. If that clause is missing, have it added.
Can the price change with currency movements?
The contract should state the price is fixed and until which date it holds; otherwise cost increases during production may be passed on to you.
Are floor space and electricity included in the quote?
Usually not — they are payable to the organiser and must be listed explicitly under exclusions.
