Exhibition Stand Producer

Background 

Project Soar is seeking an  agency or service provider to develop a transportable exhibition stand to showcase its menstrual health solutions at national and international events, including conferences, fairs, and public events, including international events such as GITEX. 

The stand is intended to be visually striking, interactive, and adaptable across different event contexts. It must be lightweight, durable, easy to assemble and dismantle, and suitable for repeated transport by air and road.

Objective 

The objective of this is to fabricate and produce a modular exhibition stand for Project Soar that:

• is portable and suitable for repeated use across multiple events;

• can be assembled and dismantled easily by non-technical staff;

• includes five interchangeable, double-sided panels, of which four will be displayed at any one time to allow for different language and content configurations;

• incorporates selected interactive and display elements;

• includes protective transport packaging and a floor element; and

• is produced to a professional standard suitable for public-facing exhibitions

Scope of Services

The service provider will be responsible for the technical production, fabrication, packaging, and delivery of the stand system, including the following:

A. Main Stand Structure

• Fabricate a modular freestanding stand made up of 4 vertical panels, each approximately 2 metres high x 1 metre wide.

• The total production should include five interchangeable panels, allowing Project Soar to swap content depending on the event, audience, or language configuration.

• The structure must fit within a standard exhibition booth footprint of approximately 3m x 3m.

• Panels must be stable, durable, and suitable for repeated assembly and dismantling.

• The system must allow panels to be packed and transported flat.

B. Double-Sided Modular Panels

• Produce panels with double sided printing, allowing different content on each side.

• Panels should be interchangeable so that Project Soar can update or replace selected panels in future without remanufacturing the full stand.

C. Attachment and Display Features

• Include designated Velcro  areas so that Project Soar can attach lightweight physical items

• The attachment solution must be practical while maintaining a clean visual finish.

D. Interactive Elements

The stand should include:

• One life-size freestanding character cutout produced separately from the main stand, with secure provision for ipad tablet integration.

• One interactive panel element using  lightweight, plastic mirror material 

E. Floor Element

• Produce a branded floor graphic or mat, likely circular in format, to define the stand area.

• This should be made from a durable, thin, matte vinyl or similar non-slip material suitable for heavy foot traffic and repeated use.

F. Protective Packaging

• Provide a custom transport solution for the stand, including panels. 

• The packaging must protect the materials from bending and damage during travel.

• It should be lightweight, durable, and suitable for repeated transport by road and air.

• Padded ballistic nylon, or an equivalent protective material, is preferred.

Please find here an initial mock-up of the stand for reference

Technical Requirements

The service provider should propose the most appropriate technical solution for:

• panel material and grade;

• connection/joining mechanism;

• support/base system;

• print finish;

• packaging materials.

Deliverables

The selected service provider will deliver:

1. Final production specifications

2. One complete modular exhibition stand system

3. Double-sided printed panels

4. One life-size cutout with tablet integration

5. Integrated attachment points on selected panels

6. One branded floor element

7. One custom protective transport case or sleeve system

8. All required fittings, connectors, and supports

9. Basic assembly and packing instructions

10. Final delivery to the location specified by Project Soar

The anticipated timeline for this assignment is as follows:

• 23 April 2026: vendor selected

• 25 April 2026: production to start

• 12 May 2026: first version ready for review

• 18 May 2026: final delivery 

Project Soar Responsibilities

Project Soar will provide:

• the approved visual mock-up and branding;

• final text and artwork;

• guidance on which panels require attachment features;

• feedback and approvals during production. 

Service Provider Qualifications

The service provider should demonstrate:

• a minimum of 3 years of relevant experience in the design, fabrication, or production of exhibition stands or similar event installations;

• proven experience producing modular or transportable stands for conferences, fairs, exhibitions, or public events;

• the technical capacity to deliver a lightweight, durable, and professionally finished product;

• the ability to meet the required production timeline; and

• a portfolio of similar work completed for organisations, brands, agencies, or institutions.

Selection Process

Applicants should submit a company profile, portfolio of relevant previous work, a technical proposal, and a financial quotation no later than 22th April 2026.

Project Soar will review all applications received and will shortlist three service providers based on the criteria above. The shortlisted service providers will then be compared in a selection memo setting out the scoring and rationale for the final selection.