When you do a first-class presentation, it always benefits you down the line. If we don't get the business this year, we'll get another chance two years later. Showing the itemized billing to prospective contractors allows them to see exactly what the current or former supplier put into the show. The previous-invoice plan works well to a point. Remember, however, to include additional requests that inevitably arise with the show's latest rendition.
Every show is different, year to year and city to city.
Using an RFP gives you the best chance of lining up your prospective proposals side by side to see how they compare. Then, review the proposals with your show owners, board members or other decision makers, listen to the personal presentations and make a decision based on what you've seen and heard. We don't do any of this 'sharpen your pencils and match their price' kind of thing. Also, remember that every contractor's proposal includes far more than a bottom-line dollar figure. We're interested in a relationship built on honesty and trust, rather than a contract that might result in complacency.