In the competitive world of B2B procurement, choosing the right supplier for your event display equipment—such as custom tents, feather flags, table covers, and trade show booths—can make or break your event success.
While many products may look similar in catalogs or online listings, the quality, reliability, and long-term value often vary greatly.

That’s why savvy procurement managers don’t just compare prices—they ask the right questions before committing to a supplier. Below, we’ve outlined the 10 essential questions every buyer should ask, along with the reasoning behind each. These questions will help you avoid hidden risks, secure the best return on investment, and build a long-term partnership with a trusted manufacturer.

1. What Certifications and Quality Standards Do You Comply With?

Compliance is critical, especially when purchasing products for international events or corporate clients. Ask if the supplier meets standards such as:

• ISO 9001 for quality management.
• CPAI-84 or NFPA701 for flame-retardant fabrics (mandatory in many regions).
• REACH, ROHS, or AZO-free compliance for environmentally safe materials.

A professional supplier should provide valid test reports and certifications. This ensures not only product safety but also protects your brand reputation.

2. What Materials Are Used, and Can You Provide Technical Specifications?

Not all fabrics, frames, and printing inks are equal. The strength, durability, and performance of your event equipment depend heavily on materials.

Key details to request:

• Fabric weight and type (e.g., 600D polyester with PU coating).
• Frame material and thickness (e.g., 40mm hexagonal aluminum, 1.8mm thickness).
• Printing method (sublimation vs. UV vs. screen printing).

By obtaining clear specifications, you can compare suppliers on an apples-to-apples basis instead of just relying on surface descriptions.

3. What Is Your Production Capacity and Typical Lead Time?

Timing is everything in the event industry. A supplier’s ability to deliver on time can determine whether your event launches smoothly or fails due to delays.

Questions to clarify:

• How many tents/flags can you produce per month?
• What is the average lead time for standard and bulk orders?
• Do you offer expedited production in urgent cases?

This helps you avoid last-minute disappointments and ensures the supplier can scale with your growing needs.

4. Do You Offer OEM/ODM Services?

Many B2B buyers seek customization to differentiate their brand. OEM (Original Equipment Manufacturer) and ODM (Original Design Manufacturer) services allow you to customize designs, structures, and packaging.

Ask about:

• Custom sizes and shapes.
• Logo placement and full-surface branding.
• Packaging with your corporate identity.

Suppliers with strong design support and flexible manufacturing capabilities can give you an edge in creating unique customer experiences.

5. What Quality Control Measures Do You Follow?

Quality control (QC) is non-negotiable for long-term success. A professional supplier should have a systematic QC process, including:

• Incoming material inspection.
• Mid-production checks.
• Final inspection before shipment.

Ask whether they can share a QC checklist or even provide a factory audit report. This transparency is a strong indicator of reliability.

6. What Warranty and After-Sales Support Do You Provide?

Event display equipment is a long-term investment. Without proper after-sales support, you risk being stuck with defective products or costly repairs.

Key questions include:

• How long is the warranty period?
• Which parts are covered (fabric, frame, connectors)?
• Can replacement parts be shipped quickly in case of damage?

Suppliers who stand behind their products usually offer warranties ranging from 1–3 years and provide responsive customer service.

7. Can You Provide Case Studies or References From Past Clients?

Real-world examples speak louder than brochures. A trustworthy supplier should be able to share:

• Case studies of past projects.
• References from similar B2B clients.
• Photos or videos of products in use.

This gives you confidence that they can handle projects similar to yours and deliver consistent results.

8. How Do You Handle Shipping, Logistics, and Customs?

International shipping can be complex and costly. A reliable supplier should guide you through the process and offer flexible terms:

• Do you offer FOB, CIF, or DDP terms?
• Which freight partners do you work with?
• How do you pack products to avoid damage in transit?

Suppliers experienced in global trade can save you significant time, money, and hassle by managing logistics efficiently.

9. What Is Your Pricing Structure, and Are There Hidden Costs?

The lowest unit price does not always mean the best value. Hidden costs such as mold fees, printing charges, shipping, or customs duties can inflate the final bill.

Ask for:

• A detailed price breakdown.
• Minimum order quantity (MOQ).
• Discounts for bulk orders.
• Clarification on whether design support is free or charged separately.

A transparent pricing structure builds trust and allows you to make accurate cost projections.

10. What Differentiates You From Other Suppliers?

This is your chance to hear the supplier’s unique selling points. Some may highlight faster delivery, while others may focus on eco-friendly materials or superior printing technology.

Encourage them to share what makes their products or services stand out. Their answer will reveal whether they truly understand B2B client needs or are simply offering generic products.

Final Thoughts

Choosing the right supplier for event display equipment goes far beyond comparing catalogs or price lists. By asking these 10 critical questions, you can uncover the supplier’s true capabilities, avoid costly surprises, and ensure you’re investing in products that enhance your brand image and support your event success.

At StrongDisplay, we encourage buyers to ask tough questions—because we believe in transparency, reliability, and building long-term partnerships with our B2B clients.
Whether you’re planning a global trade show, a sports event, or a corporate campaign, the right supplier should make the process seamless, efficient, and worry-free.