Trade show booth RFP template

A request for proposal that gets exhibit builders to quote the same booth, line by line. Seven sections, free to copy or download, or send the same details as a brief to up to 5 vetted builders.

By the Exhivo team · Updated 26 October 2026

Show

Booth size

Show date

Free for exhibitors · No obligation to book · Up to 5 matched builders

Booths our builders made for

The template

Trade show booth RFP: 7 sections

Fill in each line, then send the same document to every builder you shortlist.

1. About your company

Company name and website
Contact name, title, email and phone
Who approves the budget and signs the contract

2. The show

Show name, city and venue
Show dates, plus move-in and move-out dates from the exhibitor manual
Booth number, size (for example 20 x 20 ft) and type (inline, corner, peninsula or island)
Other shows the booth must work at in the next 2 years

3. Goals

What the booth must achieve (leads, demos, meetings, launches)
Visitors you expect per day and staff on the stand
How you will measure success

4. What the booth must include

Rent or build to own
Meeting space, storage, demo stations, counters, screens, lighting, hanging sign
Brand guidelines and graphics you will supply
Height limits and rules from the exhibitor manual

5. Services to quote

Design and 3D renders
Fabrication or rental
Graphics
Install and dismantle (as EAC or with show labor)
Shipping and drayage
Storage between shows
AV and lighting

6. Budget and timeline

Budget range for the booth, and for services if separate
Date to receive proposals
Date you will choose a builder
Design approval date and final delivery date

7. What each proposal must contain

Itemised price for every line in section 5, paid once or each show
Concept renders
Two references from exhibitors at shows of similar size
Insurance certificate and any union or EAC credentials the venue requires
Payment terms

Using it

How to run a booth RFP

01
Shortlist 3 to 5 builders
Pick builders who build your size and work your show's city. The directory and city pages show both.
02
Send the same RFP to all
Identical briefs make proposals comparable. Give a firm date for replies.
03
Compare line by line
Put every proposal's lines side by side: design, build or rental, graphics, install, freight, storage.
04
Check references and insurance
Ask exhibitors at shows like yours, and confirm the builder meets the venue's contractor rules.

Real booths

Booths built by vetted builders

From the portfolios of builders listed on Exhivo. Open a builder to see more of its work, then brief the ones you like.

Inline trade show booth, from the builder's portfolio — InlineSee the builder

Custom trade show booth for Palo Alto Networks, from the builder's portfolio — Custom · Palo Alto NetworksSee the builder

Island trade show booth, from the builder's portfolio — IslandSee the builder

Modular trade show booth, from the builder's portfolio — ModularSee the builder

Custom trade show booth, from the builder's portfolio — CustomSee the builder

Photos belong to the builders who built them. A brand is named only where the builder's own portfolio names it.

Questions

Common questions

What is a trade show RFP?

A request for proposal: one document that tells exhibit builders your show, booth size, goals, services and budget, and asks each to quote the same things in the same format so the proposals can be compared.

What should a trade show booth RFP include?

Your company and decision maker, the show and booth details, goals, what the booth must include, the services to quote, budget and timeline, and what each proposal must contain: itemised prices, renders, references and insurance.

How many builders should get my RFP?

Three to five is enough to compare designs and prices without spending weeks on reviews. Exhivo sends one brief to up to 5 builders who build your size and work your venue.

More on trade show booths

Booth types

Booth sizes

Rentals and prices

Builders by city

Booth rentals by city

Convention centers

Trade shows by industry

Services

Upcoming shows

SEMA Show
Los Angeles Build Expo
Small Business Expo Dallas
The Liver Meeting (AASLD)
International Quilt Festival
IAAPA Expo
RSNA Annual Meeting
CES

Full trade show calendar

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Skip the RFP: send one brief to 5 builders.

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