Plan your transport
Avoid collective terms such as “fully managed” or “full service”, which everyone understands differently. Instead, describe the steps and what your own team will take on. Separate essential requirements from optional wishes. A clear list helps discuss solutions and open questions together without leaving tasks between the parties unclear.
Phrasing extra requirements specifically
Rather than “support on site”, better: “Two people carry 14 cases from the loading bay in Hall 3 to the stand, about one hour, our team receives them there.” The more specific the request, the more precisely it can be checked whether and how it can be done – and the more clearly it appears in the quotation later.
What needs checking
Some extra requirements depend on conditions on site, such as whether external staff may work on the exhibition grounds, or on organiser rules. We check such points case by case. So state the location and the rules you know as well as the request itself.
What matters
- Describe extras as individual steps
- Set out your own team’s tasks alongside
- Separate essential and optional points