Name the exact exhibit property and approved configuration
A proposal should identify the exhibit by model or approved design, footprint, configuration, dimensions, components, quantities, finishes, flooring, counters, storage, lighting, AV hardware, furnishings, accessories, and graphic surfaces. If a catalog image is used, the written component list—not the photo alone—should establish what is included.
Compare active exhibit rentals with the custom exhibit process, then require a final approved layout and graphic plan. Note substitutions, reusable inventory, exhibitor-supplied products, and any element whose availability is not yet confirmed. The proposal should state what happens if the selected property is no longer available for the required dates.
Define graphics, artwork, proofs, approvals, and change control
List each graphic by location, finished size, material, production method, and installation approach. State who supplies artwork, required file specifications, who checks content, the proof sequence, included revision rounds, color expectations, final approval authority, and the treatment of late or replacement files.
Approval records should be visible and durable: design, component list, finish samples when applicable, graphic proofs, service plan, freight assumptions, and schedule. The scope should explain how a requested change affects price, production, freight, labor, services, and completion dates before the change is released.
Separate provider logistics from official show services
“Freight” can refer to different work. A proposal should distinguish transportation between origin, warehouse, venue, and return destination from material handling between the receiving point and booth. It should also distinguish provider-coordinated logistics from services ordered through official event or venue channels.
Identify pre-show storage, inbound transportation, labels, packed pieces, carrier, delivery path, material-handling responsibility, empty-container handling, outbound paperwork, carrier pickup, return freight, post-show inspection, and storage. Then list electrical, internet, rigging, plumbing, cleaning, catering, lead retrieval, and other show services as included, excluded, allowance-based, or exhibitor-direct. The Las Vegas logistics checklist shows how to map these responsibilities.
State qualified labor coordination, supervision, and handoff
The scope should state who coordinates qualified installation and dismantle labor, which work is included, assumed crew size and hours when estimable, regular-time or other assumptions, supervisor responsibilities, credential requirements, travel when applicable, and the process for approved additional work. Venue and event requirements should be verified from current official resources.
Describe the installation sequence, exhibit-ready acceptance, on-site issue escalation, show-day service if offered, dismantle sequence, damage documentation, packing standard, outbound release, and return handoff. Our services overview explains how strategy, design, graphics, show services, logistics, and coordinated labor form one project even when different parties perform the work.
| Scope area | The proposal should answer | Proof of clarity |
|---|---|---|
| Property | Exactly what structure, component, finish, furnishing, and equipment is provided? | Approved design and component list |
| Graphics | What is produced, who supplies artwork, and how are proofs approved? | Graphic schedule and signed proofs |
| Services | Which official services are included, coordinated, allowance-based, or direct? | Responsibility and order matrix |
| Logistics | Who stores, transports, handles, releases, returns, and inspects property? | Inbound and outbound plan |
| Labor | Who coordinates, supervises, accepts, dismantles, and documents work? | Labor assumptions and handoff record |
| Commercial terms | What is excluded, assumed, changeable, unconfirmed, and payable? | Written exclusions, change process, and confirmation |
Make exclusions, assumptions, and confirmation visible
Common uncertainty lives in the boundary: taxes, permits, engineering, union or venue requirements, material handling, electrical, internet, rigging, cleaning, lead retrieval, travel, overtime, product handling, storage duration, replacement graphics, damage, and scope changes. The proposal should not imply that these are included merely because it uses an “all-inclusive” label.
Ask for a one-page responsibility summary, a list of explicit exclusions, pricing assumptions, availability status, payment and cancellation terms, change authorization process, and written acceptance. Then connect the scope to the SEMA Show planning timeline. SEMA Exhibits is an independent provider and does not claim organizer, venue, or general-service-contractor status. When ready, request a scoped exhibit quote.
Current first-party records reviewed for this guide
- SEMA Show 2026 Official Exhibitor ResourcesSEMA Show
- Registration Opens for the 2026 SEMA Show Exhibitor SummitSEMA News
- Las Vegas Convention Center Official Facility PageLas Vegas Convention and Visitors Authority
Event rules, forms, service providers, prices, and deadlines can change. Confirm every show-specific commitment against the current official resources before ordering or shipping.
