Events and rental: Quotation software for exhibition stand builders
Quotation software for exhibition stand builders that turns stand area, finish level and extra services into a traceable calculation, with the exhibitor approving one fixed version.
Where quotes for exhibition stand builders get stuck.
A stand quote often keeps changing while the exhibitor is still making up their mind. The first design has a raised floor and an illuminated lightbox, the second a simpler back wall and an extra storage room. In a spreadsheet, lines get overwritten and the reason a total went up or down disappears. The exhibitor then signs a quote without anyone being sure which design it belongs to. On the show floor it turns out they expected the television screen from the earlier version. Services such as transport, post-show storage and ordering power are sometimes included and sometimes not, depending on who prepared the quote.
Quotation software for exhibition stand builders
Example- 1
Record assumptions per stand
DoneEvery quote starts from its assumptions: floor area, open sides, build height, finish level and whether elements come from stock or are made new.
- 2
Build the sum from components
In progressThe calculator works with fixed building blocks such as wall metres, floor area, graphics, lighting, furniture and build crews.
- 3
Tie each version to sign-off
NextEach change creates a new quote version with a short summary of what moved compared with the previous one.
From enquiry to signed quote.
Record assumptions per stand
Every quote starts from its assumptions: floor area, open sides, build height, finish level and whether elements come from stock or are made new. It also states what the exhibitor arranges directly with the show. Those assumptions sit at the top of the proposal, so the exhibitor can check them before looking at the total.
Build the sum from components
The calculator works with fixed building blocks such as wall metres, floor area, graphics, lighting, furniture and build crews. Bespoke work gets its own line with an explanation. Transport, storage and dismantling are separate lines that are deliberately switched on or off, so no service slips in or drops out unnoticed.
Tie each version to sign-off
Each change creates a new quote version with a short summary of what moved compared with the previous one. The exhibitor approves one version, linked to the matching design. Anything that changes afterwards becomes additional work and is never quietly absorbed into the approved quote.
Alongside your calculations and price lists.
Stand builders usually price in their own spreadsheet with rates per wall system and a rule of thumb for build hours. That spreadsheet can remain the basis: the quotation software takes over the price list and building blocks, and the estimator stays in charge of those rates. The design itself stays in the design team's drawing software; the quote points to the version and shows an image. Approvals and versions belong to sales, while the exhibitor only sees and responds to their own proposals.
Hire or buy the stand
An exhibitor who exhibits a few times a year often weighs a rental stand against owning one that is stored between shows. The quote can show both options side by side, with storage and maintenance as separate lines for the purchase. The exhibitor then sees what keeps coming back after the first show and can judge the total over a season.
Fixed price or time and materials
A fixed price gives the exhibitor certainty, while the builder carries the risk of a difficult build or a late change. Charging on hours is fairer for uncertain designs but harder to sell. A common middle path is a fixed price for the stand, with time and materials only for changes after an agreed cut-off.
Options inside the quote or later
Extras such as an additional screen, floral arrangements or a barista on the stand make a quote richer but harder to read. You can list them as tick-box lines, or get a bare stand approved first and offer extras later. The first suits exhibitors who want to budget everything at once and dislike surprise invoices.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
Read the story
L'Artiste Barbershop
A full calendar starts with easy booking.
Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhat we prepare in the quotes.
The building blocks from your current price list go into the quoting software at the start, with recorded assumptions, quote versions with change summaries and sign-off on a single version. Estimating rules stay with the estimator. We walk through an ordinary system stand together and a bespoke stand where the exhibitor wants a second storey after approval. Approved lines flowing on to scheduling, job preparation and the invoice can be switched on once you are ready.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we reuse an existing quote for the next show?
Yes. You copy the quote to a new show and the software asks which assumptions change, such as floor area, open sides or regulations. Elements returning from storage are marked as reused, new graphics as new lines. You immediately see what makes the second show different.
How do we keep design and quote together?
Each quote version points to a design version with an image and a date. When the design team issues a new version, the salesperson sees that the quote still refers to the previous one. Only when both match can the exhibitor give approval.
What happens to changes after approval?
They are recorded as additional work, with their own line and their own approval from the exhibitor. The original quote stays untouched. At invoicing it is clear which part was agreed up front, which part was added later and why.
Can an exhibitor approve the quote online?
Yes, through a link to their own proposal. They see the assumptions, the design and the lines, and can approve or ask a question. Approval is stored with name and time against that specific version, so there is no debate later about which option applied.
Add-ons for your industry.
What often connects to this.
- Enquiry form for exhibition stand buildersAn enquiry form for exhibition stand builders that collects the stand plan, exhibition requirements and the exhibitor's wishes in one go, so design and costing can start straight away.
- Digital job cards for exhibition stand buildersDigital job cards for exhibition stand builders that put the released stand plan, parts list and handover points in the crew's hands on the show floor, with feedback per stand.
- Invoicing software for exhibition stand buildersInvoicing software for exhibition stand builders that turns the completed stand, extras and services such as storage or transport into an invoice traceable to quote and handover.
Quotes that match the work.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Quotation software for exhibition stand builders: quotes on stand area and finish level, with stated assumptions and sign-off on a fixed design version.
- Record assumptions per stand
- Build the sum from components
- Tie each version to sign-off