Exhibitors can usually entrust booth construction builders and companies, advertising agencies, or interior decorators to design their booths when they need them built for an exhibition event.
The design of the booth will depend on the size of the booths they rent, the flexibility of booth changes, the service quality of the builder and contractor, the budget, and other factors. If the rented booth area is not big enough, it is not cost-effective to hire a booth construction company. You are better off hiring an interior designer to design and then commissioning a decoration company to build it.
However, in order to effectively expand the market, it is necessary to hire experienced exhibition booth designers and contractors to do the design and architecture. You may also need construction and post-engineering services.
You can ask for the exhibition booth proposal from different exhibition booth contractors in Malaysia to get some ideas on how an exhibition booth plan goes.
1. Understand Your Objectives and Budget
Before you even start searching for booth designers, take a step back and ask yourself: What is the purpose of my exhibition booth? Are you launching a new product, building brand awareness, or trying to collect leads? Having a clear goal helps you communicate better with your designer and ensures the booth is created with the right message in mind.
Along with objectives, budget plays a big role. It’s easy to get excited by fancy designs, but without a realistic budget, you can quickly go overboard. Start by deciding how much you are willing to spend, and break that down into different categories: design, construction, logistics, installation, and even post-show storage.
For example, a small startup with a $5,000 budget may prioritize modular booths and digital screens, while a large brand with $50,000 might go for custom builds with interactive elements. Knowing your limits early helps avoid disappointment later.
Think of your booth like a house. You wouldn’t start building one without knowing why you need it or how much you can afford. The same applies here—start with purpose and budget.
2. Look for Experience and Industry Expertise
Experience matters. Exhibition booth design is not just about making something look pretty. It’s about creating a space that attracts visitors, tells your brand story, and supports your goals.
Look for designers and contractors who have experience in your specific industry. For example, if you’re a tech company, a designer who has worked on booths for electronics expos may already understand what kind of designs attract tech-savvy audiences. On the other hand, if you’re in the food industry, someone who knows how to build booths with food displays and sample stations would be more suitable.
Ask how long they’ve been in the business and how many exhibitions they’ve worked on. You can even request a short call with a previous client to hear firsthand what the experience was like.
Remember, experience is more than just years—it’s about understanding your market, audience, and goals.
3. Review Their Portfolio and Past Projects
A picture is worth a thousand words, and in the world of booth design, a portfolio says everything. Before choosing a contractor, take time to look at their past work. Do their designs catch your eye? Are they creative and unique? Most importantly, do they align with the kind of image you want for your brand?
Let’s say you’re a skincare brand. You probably want a clean, elegant, and modern design. If the contractor’s portfolio shows booths that look dark and industrial, they might not be the right fit. On the other hand, if you see booths with soft lighting, minimalistic displays, and natural colors, that’s a green flag.
Some designers also include case studies in their portfolio, showing the client’s challenge, their design process, and the final outcome. These stories help you see how they solve real-world problems, not just create pretty spaces.
It’s like choosing a wedding photographer—you wouldn’t hire someone without looking at their albums. The same goes here. Look at the results before you commit.
4. Check Client Testimonials and References
Testimonials can reveal a lot. Don’t just rely on what the company tells you—see what past clients have to say. Good contractors usually have reviews or quotes from happy clients on their website or social media. But if not, don’t be shy to ask.
Reach out to a few of their past clients and ask questions like:
- Were they professional and punctual?
- Did the final booth match the design?
- How did they handle unexpected issues?
- Would you hire them again?
You might hear a story like this: “We were in a panic because our original contractor canceled last minute. This team stepped in, worked day and night, and delivered a booth even better than we expected.”
That’s the kind of behind-the-scenes info you won’t find in a brochure. It’s real, and it helps you decide if the contractor truly delivers.
5. Assess Their Design and Build Capabilities
Some companies only offer design services, while others provide both design and build. It’s important to know which one you’re working with. If you choose a designer who doesn’t do construction, you’ll need to hire a separate contractor to build the booth. This can cause communication issues and delays.
Ideally, choose a full-service provider who can take your project from concept to completion. This way, the same team that creates your design also builds it—reducing the chance of errors and improving efficiency.
Ask if they use in-house builders or outsource the construction. In-house teams usually mean more control and accountability. Also, find out what materials they use. Are they eco-friendly? Durable? Lightweight?
One business owner shared this tip: “The designer was great, but the builder didn’t understand the design. We ended up with mismatched colors and broken shelves.”
Don’t let that happen to you. Make sure your team can both dream and deliver.
6. Evaluate Communication and Project Management
Even the best designers can cause problems if they’re poor communicators. Good communication is key to a smooth project. You want a team that updates you regularly, responds quickly, and listens to your concerns.
Project management is another big factor. Ask how they manage timelines, suppliers, and shipping. Do they have a clear schedule? Can they handle last-minute changes? Who is your main point of contact?
Imagine preparing for a big exhibition and not hearing from your contractor for weeks. You’d feel anxious and frustrated. That’s why it’s better to work with professionals who provide clear updates and check-ins.
You could even ask for a project timeline before signing a contract. This shows they are organized and take your project seriously.
7. Compare Proposals, Not Just Prices
Finally, don’t fall into the trap of choosing the cheapest option. The lowest price might save you money upfront but cost more in the long run through poor quality, missed deadlines, or lack of support.
When comparing proposals, look at the overall value:
- What’s included in the price?
- What materials are used?
- Do they provide installation and dismantling?
- Is post-show storage or maintenance available?
One company might quote $8,000 for a booth with high-quality materials, custom lighting, and full installation. Another might offer $5,000, but you’ll have to arrange logistics yourself and settle for basic materials.
Choose based on quality, service, and alignment with your goals—not just the number on the invoice.
Conclusion
Choosing the right exhibition booth designer and contractor is more than just a business decision—it’s an investment in your brand’s image and success. By taking the time to understand your goals, review portfolios, and evaluate communication and experience, you set yourself up for a smooth, impactful exhibition.
Don’t rush the process. Ask questions. Compare more than prices. And most importantly, choose a partner who believes in your vision and knows how to bring it to life.