Aug 20, 2026
What Information Should Buyers Send for an Accurate Custom Display Quote?
Get a more accurate quote for custom flags, tents, SEG light boxes and trade show displays. Use this RFQ checklist for size, quantity, artwork, hardware, packing, destination and deadline.
For an accurate custom display quote, send the project objective, product or application, finished size, quantity per design, viewing sides, material or structure requirements, hardware and accessories, artwork status, venue conditions, packing and labeling needs, delivery destination, required arrival date, sample or proof requirements, and any compliance documents. If the product is not yet selected, describe the event, booth, retail space or promotion goal so the manufacturer can recommend a compatible system.
A useful quotation starts with a useful project brief. The buyer does not need to know every technical term, but the inquiry must explain what the display should do, where it will be used, how it will be transported, what is included and when it must arrive.
Why incomplete RFQs produce weak quotations
A short inquiry can receive a fast number, but that number may not cover the same scope as another supplier's quotation. Missing information forces each manufacturer to make different assumptions.
- Product or application: the supplier may price a standard item that does not solve the actual event or display need.
- Finished size: the graphic area, frame, pole, base and packing may differ from the buyer's intended system.
- Quantity per design: setup, proofing, version control and labeling may be priced incorrectly.
- Viewing direction: a single-reverse graphic may be assumed when both sides must read correctly.
- Hardware and accessories: weights, walls, cases, lights, counters or spare parts may be omitted.
- Destination and delivery scope: freight, customs, venue handling and the delivery responsibility remain unclear.
- Required arrival date: a normal production and shipping assumption may not fit the event schedule.
- Sample or approval requirement: a physical sample may be requested later even though only a digital proof was quoted.
The goal of a complete RFQ is not automatically the lowest price. It is a quotation whose product, configuration, responsibilities, schedule and risks can be compared fairly.
Start with the business objective
If the product is known, name it. If it is not known, describe the outcome the display must create. Product specifications should follow the objective rather than replace it.
- Outdoor entrance branding: explain the surface, approach directions, viewing distance and desired portability.
- Brand activation booth: state the footprint, activity, staff, table or counter needs and access points.
- Retail campaign refresh: describe the installation, viewing sides and how often graphics will change.
- Trade show program: provide booth sizes, open sides, setup crew, transport method and annual event pattern.
Universal custom display RFQ checklist
- 1. Company and contact: company name, contact person, country or market, email and phone or WhatsApp.
- 2. Project objective: outdoor event, trade show, retail campaign, dealership, distributor program, roadshow or another application.
- 3. Product or requested solution: product name, reference photo, sketch, booth layout or the visual result required.
- 4. Finished size: separate the graphic size, overall assembled size and available booth or venue space.
- 5. Quantity per design: break the total down by artwork, language, color, market and hardware configuration.
- 6. Viewing sides: one direction, two directions, wall-mounted, freestanding or open-aisle use.
- 7. Material or structure: fabric, frame, pole, base, LED, wall, counter or modular requirements if known.
- 8. Hardware and accessories: bases, weights, side walls, lights, bags, cases, counters, shelves, monitor mounts and spare parts.
- 9. Artwork status: final artwork, logo only, brand guide, draft PDF, reference image or design assistance required.
- 10. Installation environment: indoor or outdoor, surface, venue rules, power, setup crew and tool restrictions.
- 11. Packing and labeling: carry bag, wheeled case, kit packing, private label, carton marks, pallet, crate or resale requirements.
- 12. Destination and delivery scope: country, city, postal code and delivery to a warehouse, office, hotel, venue or advance warehouse.
- 13. Required arrival date: the date goods must be received, inspected and ready for setup, plus the event date.
- 14. Approval requirements: digital proof, 2D or 3D mockup, color sample, physical sample or pre-production sample.
- 15. Compliance or documentation: venue fire requirements, destination electrical market, required test or certificate and customs documents.
Product-specific information for custom flags
A flag quotation is incomplete when it covers only the printed graphic. Quote the complete compatible system.
- Flag shape and finished graphic dimensions.
- Total assembled height.
- Single-reverse or double-sided construction and whether Side A and Side B use different artwork.
- Fabric preference or verified performance requirement, if applicable.
- Pole material, section count, packed length and replacement-part requirement.
- Base type and venue surface: grass, soil, concrete, indoor floor, sand or parked vehicle.
- Water bag, ballast, carry bag and spare hardware.
- Quantity per design and labeling for distributor or event kits.
Compare single-sided and double-sided advertising flags and review flag bases for grass, concrete, sand and vehicles before finalizing the flag RFQ.
Product-specific information for tents and canopies
- Footprint and required clear height.
- Frame preference: steel, aluminum or a confirmed frame series rather than an undefined heavy-duty label.
- Roof, valance and wall-printing scope.
- Open, back wall, half wall, full wall, door or window configuration.
- Indoor or outdoor use and the ground surface.
- Weights, stakes, ropes or other anchoring requirements subject to venue rules.
- Carry bag, wheel bag, replacement walls and spare frame parts.
- Venue documentation requirement, where applicable.
- Staffing and setup expectations.
Use the custom pop-up canopy buyer guide to define frame, wall, anchoring, setup and transport requirements.
Product-specific information for SEG and LED light boxes
- Visible graphic size and overall frame dimensions.
- Single-sided, double-sided, wall-mounted, freestanding, suspended or modular use.
- Backlit or non-lit SEG requirement.
- Frame segmentation or folding requirement for transport.
- Voltage, plug, destination electrical standard and power-cable requirement.
- Graphic-change frequency and the number of replacement graphics.
- Carrying case, shipping crate, feet, connectors and spare electrical components.
- Indoor or outdoor status; do not assume an indoor display is suitable outdoors.
- Color or lighting-uniformity approval requirement when supported by testing.
Read what an SEG light box is and when to use one before defining the frame, graphic, power and replacement requirements.
Product-specific information for trade show displays
- Booth footprint, orientation and number of open sides.
- Show name, city, venue and delivery point when event logistics are included.
- Primary objective: brand visibility, product demonstration, meetings, lead capture or retail display.
- Preferred system: SEG, tension fabric, pop-up, roll-up, modular booth or a manufacturer recommendation.
- Counter, shelving, monitor, storage, lighting and literature requirements.
- Setup crew, tool restrictions and installation responsibility.
- Transport method, case-size limit, weight limit and empty-case handling.
- Whether the system must adapt to more than one booth size.
- Graphic replacement and annual show schedule.
Use the portable trade show display buyer guide to compare setup, packing, graphics, power and reuse.
Break quantity down by design and configuration
Quantity: 100 is not enough when the order includes multiple designs, languages, sizes or hardware packages. State each product configuration, artwork version, quantity and packing or label requirement separately.
- Product and approved size.
- Artwork version, language, color or market.
- Hardware and accessory configuration.
- Quantity for each version.
- Kit, carton and warehouse label requirement.
- Expected reorder pattern and spare-part strategy for repeat programs.
Artwork does not need to be final, but its status must be clear
Buyers can request an early estimate before final artwork is ready. Send the best material available and state whether design assistance should be quoted separately.
- Production ready: final AI, EPS or print-ready PDF with fonts outlined and linked assets included.
- Draft design: scaled PDF, presentation, export or reference image for feasibility review.
- Logo or brand guide only: vector logo, colors, fonts, message hierarchy and content for design support.
- Concept stage: objective, venue, product references and examples of the desired visual direction.
Do not apply one universal DPI, bleed or file-format rule to every display. Final artwork requirements should come from the exact template for the selected flag, tent, SEG or booth system.
Destination and required arrival date are pricing inputs
- Provide country, city and postal code.
- State whether delivery is to a factory, warehouse, office, hotel, event venue or advance warehouse.
- Provide the required arrival date and the actual event date.
- State whether the quote should cover product only, freight to a port, delivery to an address or another agreed scope.
- Identify venue receiving windows, appointment rules and contact information where relevant.
- Allow time for artwork approval, sample review, production, inspection, shipping and customs.
The event date is not the delivery date. State when the goods must be physically received, inspected and ready for setup.
Define proof, sample and approval requirements before pricing
- Digital artwork proof: layout, text, direction, safe area and artwork version.
- 2D or 3D mockup: visual placement and the proposed configuration.
- Printed color sample: color direction on the selected material and printing process where practical.
- Physical product sample: material, size, structure, assembly, print and packing.
- Pre-production or golden sample: the approved build for a repeat-order program.
Identify who approves the artwork or sample, what must be signed off and whether approval time is included in the schedule.
Ask for a quotation that is easy to compare
- Product: graphic, frame, pole, base, wall, light box, booth or accessory.
- Printing and artwork: print sides, design service, template, proof and replacement graphics.
- Hardware and accessories: bases, weights, bags, cases, walls, lights, counters, spares and tools.
- Sample and approval: mockup, sample, pre-production sample, color proof or test.
- Packing: individual bag, kit packing, retail box, carton marks, pallet or crate.
- Logistics: freight scope, destination, venue delivery and installation if included.
- Schedule: artwork deadline, approval date, production window, shipment and required arrival.
Align the specification first. Comparing different systems under one product name creates false savings and later changes.
Should buyers share a budget?
A budget is optional. It can help when several systems could achieve the same objective by separating essential requirements from optional upgrades. If you prefer not to state a range, define the priority: lowest initial cost, smallest packed size, fastest setup, repeat-use value, stronger visual impact or higher customization.
Common RFQ mistakes that create delays
- Sending only a product photo: add the application, size, quantity, destination and deadline.
- Writing standard size: use exact dimensions or available space because supplier standards differ.
- Giving total quantity only: break the quantity down by design, language and kit configuration.
- Omitting viewing direction: state where viewers approach from and whether both sides must read correctly.
- Omitting ground surface or power: describe the venue so the base or electrical system can be reviewed.
- Providing only the event date: include a required arrival date with inspection and setup buffer.
- Asking only for unit price: request a scope-separated quotation with accessories and delivery terms.
- No approval plan: define proof, mockup and sample needs at the RFQ stage.
Copy-and-paste custom display RFQ template
- Company:
- Contact person:
- Country or market:
- Email, phone or WhatsApp:
- Project objective and application:
- Product or solution requested:
- Venue, booth or retail space:
- Finished size or available space:
- Quantity per design or configuration:
- Viewing sides or print sides:
- Material, frame, pole or base preference:
- Accessories and spare parts:
- Installation surface, power and setup crew:
- Artwork status and color references:
- Packing, labels and private-label requirements:
- Delivery destination and postal code:
- Required arrival date:
- Event date:
- Digital proof, mockup or sample requirement:
- Compliance or documentation requirement:
- Budget range or priority (optional):
- Additional notes or reference images:
Frequently asked questions
Can I request a quote before my artwork is final?
Yes. Send the best available material, such as a vector logo, brand guide, draft PDF, reference image or sketch. State whether design assistance should be included. The final quotation may change if approved artwork changes the size, print coverage or construction.
Why does the manufacturer need the destination before quoting?
Destination affects freight, packing, delivery scope, schedule, customs documentation, electrical requirements and venue handling. A product-only quotation and a delivered quotation are not the same scope.
Should I share my budget?
It is optional. A realistic range can help separate a practical standard option from optional upgrades. If you prefer not to share a range, state your top priority.
What artwork files should I send?
AI, EPS or print-ready PDF files are often useful, but the final requirement depends on the selected product template. If artwork is not ready, send the logo, brand guide and reference layout.
Is the event date enough?
No. State when the goods must arrive and be ready for inspection or setup, plus the event date.
Why does the manufacturer ask about the use environment?
The environment affects the correct base, anchoring, wall configuration, electrical system, frame, packing and operational requirements.
How should I compare quotations from different suppliers?
Align dimensions, materials, print sides, hardware, accessories, sample requirements, packing, freight scope and delivery date. Ask suppliers to separate included and optional items.
What should a complete custom display quotation include?
It should identify the product specification, quantity, artwork versions, included hardware and accessories, proof or sample scope, packing, delivery basis, schedule, payment terms and relevant exclusions.
Do I need a physical sample?
Not every project needs one. A sample may be valuable for a new structure, brand-critical color, high-volume program or repeat-order system. Agree in advance what the sample must verify.
How quickly can a supplier provide a quotation?
It depends on the complexity and completeness of the brief. A confirmed standard system can be assessed faster than a custom project requiring design, electrical or logistics review. Ask the supplier for a project-specific response plan.
Turn the RFQ into a project plan
Review the current BESDA product systems, then send the project brief through the contact form. Include the objective, size, quantity, artwork status, hardware or accessory requirements, venue conditions, destination and required arrival date for a project-specific recommendation and comparable quotation.
