Choosing the right supplier for modular exhibition stands can shape the entire outcome of your event presence. A well-designed modular system offers flexibility, strong branding potential, and cost efficiency — but only when it’s handled by skilled professionals. Before you sign a contract or commit your budget, it’s essential to know what to ask, what to expect, and how to evaluate your supplier’s expertise. With many providers offering attractive packages, clarity becomes your greatest advantage. This guide walks you through the most important questions to consider so you can partner with a provider who truly understands your needs.
Why Asking the Right Questions Matters
Exhibitions are busy, high-pressure environments. There’s no room for guesswork or unclear expectations. The stand you hire should match your brand, attract visitors, and fit the unique demands of your exhibition space. Suppliers may promise convenience and creativity, but not all offer the same level of service, quality, or reliability.
By having the right questions prepared, you can:
- Compare suppliers fairly
- Identify hidden costs
- Understand their creative and technical capabilities
- Avoid last-minute confusion or miscommunication
- Make a confident, well-informed decision
Instead of relying solely on photos or package descriptions, a structured set of questions ensures you choose a supplier who delivers more than just a stand — a complete exhibiting experience.
1. What Type of Modular Systems Do You Work With?
Modular stands come in many forms, including reconfigurable frames, lightweight panels, illuminated structures, and seamless graphic walls. Not every supplier works with the same system, and some specialise in only one or two styles.
Ask for:
- System type (aluminium frames, fabric systems, LED structures, etc.)
- Flexibility in configuration
- Suitability for the size of your booth
- Ease of transportation and storage
This will help you determine whether the supplier’s system aligns with your event goals — whether you’re aiming for a minimal layout, a highly branded environment, or a flexible design you can reuse multiple times.
2. How Customisable Is the Stand Design?
A stand may be modular, but that doesn’t mean it must look generic. Reputable suppliers can still adapt the system with custom elements, tailored graphics, and brand-specific features. Ask your supplier:
- Can you modify layout, height, or structure?
- Do you offer custom features like LED walls, counters, or demo pods?
- Can you incorporate brand colours and textures into the design?
The right supplier will strike a balance between creative design and modular efficiency. If their portfolio shows repeated layouts with small variations, they may not offer the level of customisation you need.
3. Do You Provide 3D Designs Before Booking?
Clear visualisation is crucial. A professional supplier should provide 3D renders or digital mock-ups before you sign a contract. These help you understand:
- Stand flow
- Visitor touchpoints
- Branding areas
- Graphic placements
- Lighting effects
If a supplier offers only sketches or basic outlines, you may face surprises on event day. Detailed renders help you experience the stand before it exists, ensuring you’re happy with every inch of the layout.
4. What Is Included in Your Hire Package?
One of the most important questions — and one exhibitors forget most often — is what exactly comes with the package. Modular stand hire can vary widely. Some companies include only the structural framework, while others offer end-to-end solutions.
Ask for clarity on:
- Graphics (printing, mounting, or replacement)
- Lighting and electrical fittings
- Flooring
- Furniture
- AV equipment
- Storage
- Courier or freight handling
- Installation and dismantling
This question helps you avoid unexpected costs later and compares offerings from multiple suppliers with greater accuracy.
5. Who Handles Installation and Dismantling?
Setting up modular exhibition stands requires skill and precision. Even though modular systems are designed for quick assembly, incorrect installation can lead to alignment issues, unstable structures, or poor presentation.
Ask whether:
- The company provides a full installation team
- They handle dismantling after the event
- You need to be present during setup
- Their team is familiar with venue-specific regulations
If the supplier relies on third-party installers, you’ll want to know their process and accountability. Smooth installation is often the difference between a stress-free start and unnecessary delays.
6. How Do You Manage On-Site Challenges or Last-Minute Adjustments?
Even the best preparation doesn’t prevent every unexpected issue. Venue restrictions, electrical points, height limits, and neighbouring stand layouts may affect installation.
Ask your supplier:
- Do you conduct a site check or liaise with event organisers?
- What happens if layout adjustments are needed on the day?
- Do your installers carry tools and spare components?
Suppliers with strong on-site experience will have a clear, confident answer. Those who hesitate may not be fully prepared to handle event-day realities.
7. Can the Stand Be Reused for Future Events?
One of the biggest advantages of modular systems is their reusability. If you plan to exhibit multiple times, a reusable layout can help you save money and maintain consistent branding.
Ask whether:
- The stand can be reconfigured for different booth sizes
- Graphic panels can be replaced without rebuilding
- Frames are durable enough for long-term use
- They offer multi-event packages or storage solutions
If sustainability or long-term cost reduction matters to you, this question becomes essential.
8. What Materials Do You Use for Graphics and Panels?
Graphics shape how visitors perceive your brand. The quality of print, finish, and materials directly impacts visual appeal.
Ask about:
- Print resolution and type
- Fabric vs. rigid graphics
- Durability and wrinkle-resistance
- Eco-friendly or recyclable material options
High-quality graphics are an investment. A stand with vibrant, crisp visuals always outperforms one with faded or pixelated prints.
9. What Are Your Timelines for Design, Printing and Delivery?
Exhibitions often run on tight schedules, and delays can be costly. A dependable supplier will give you realistic timelines for:
- Design approval
- Graphic production
- Structural preparation
- Shipping
- On-site installation
The goal is to ensure everything arrives on time and you have enough margin for revisions. If timelines feel rushed or vague, it may be a red flag.
10. Can You Provide Examples of Previous Work?
A strong portfolio is one of the best indicators of a supplier’s capability. Ask to see:
- Recent modular stand builds
- Projects similar in size to yours
- Client reviews or testimonials
- Before-and-after images
Look for diversity in design, build quality, and creativity. A supplier who invests in showcasing their work is often confident in their results.
11. What Are the Total Costs — Including Hidden or Optional Fees?
Always ask this question directly. Costs can vary for:
- Graphics replacement
- Electrical requirements
- Transport
- Last-minute adjustments
- Extra structures or add-ons
- Furniture hire
- On-site labour
Understanding the full cost upfront prevents surprises. If a supplier hesitates to share detailed pricing, consider it a warning sign.
12. Do You Offer On-Site Support During the Event?
Some events may require quick adjustments, graphic fixes, or minor repairs. Not all suppliers provide event-day assistance, so ask:
- Is on-site support available?
- What type of help is included?
- Is there an additional cost?
Even a small issue can affect your stand’s presentation. Knowing help is available adds peace of mind.
13. What Makes Your Service Different From Competitors?
This open-ended question reveals more than you’d expect. It shows how well a supplier understands:
- Their strengths
- Their approach to client service
- Their design philosophy
- Their technical expertise
You’ll quickly sense whether the supplier offers meaningful value, or relies on the same selling points everyone else uses.
Considering a Trusted Supplier
If you’re exploring reliable options for modular stand hire, it’s worth checking the range of modular exhibition stands offered by experts who specialise in flexible and innovative designs. Many brands, including Wow Space, have built a strong reputation for creating stands that balance practicality with creative impact.
Conclusion
Hiring the right modular exhibition stand supplier isn’t just about comparing prices or choosing the most attractive design. It’s about understanding how each supplier works, what they include in their services, and how well they align with your exhibition goals. When you ask the right questions — about design flexibility, installation procedures, materials, timelines, and support — you gain clarity and confidence.
A great supplier doesn’t just provide a stand; they help you create an environment where your brand can shine. With careful consideration and a clear set of questions, you can choose a partner who ensures your exhibition presence is both smooth and successful.