A Clear, Complete Brief Leads to Faster Quotes and Better Supplier Matches
Table of Contents
By Yan Luo | Samtop Display
A clear, structured RFP (Request for Proposal) saves time, reduces supplier misalignment, and ensures custom display projects are quoted accurately — with the right materials, finishes, timeline, and packaging. This guide shows you exactly what to include in your brief so you can source visual merchandising displays with less back-and-forth and better results.
Most brands struggle to get comparable quotes because their display briefs are vague, incomplete, or overly aesthetic-focused.
Suppliers either underquote, overquote, or miss the mark entirely. Timeline delays, misused materials, and rushed sampling become inevitable.
An effective RFP covers visuals, specs, materials, quantities, timeline, and approval steps — so you can get faster, more relevant proposals and launch without surprises.
📋 What Is an RFP in the Context of POP Displays?
A Request for Proposal (RFP) is a document used to communicate your custom display needs clearly to multiple suppliers. It typically includes:
- Project goals and campaign background
- Visual mockups or moodboards
- Technical requirements
- Quantity by region
- Timeline and deliverables
- Packaging and logistics needs
💡 The more you clarify upfront, the fewer assumptions (and risks) down the line.
🧩 RFP Checklist for Display Projects
1. Project Overview
| Element | Description |
|---|---|
| Campaign Name | What the display is supporting |
| Display Type | Glorifier, tester tray, window set, shelf system, etc. |
| Usage Location | Counter, gondola, wall, in-window, etc. |
| Market(s) | Which regions the display will launch in |
| Shelf Life | Seasonal (4–6 weeks) or permanent |
| VM Objective | Brand impact, interaction, education, conversion |
2. Visual & Concept References
- Moodboards with brand tone, colors, materials
- Past campaign photos
- Sketches or rough renderings
- Example displays (from your brand or others)
- Packaging visuals if critical
📎 Formats: JPG, PDF, Keynote, AI
💡 Tip: You don’t need finalized renders — direction and references are enough.
3. Quantity & Distribution
| Detail | What to Share |
|---|---|
| Total Quantity | For global or regional launch |
| Per-Region Breakdown | E.g., 100 US / 300 EU / 50 Asia |
| Store Format Type | Flagship, boutique, airport kiosk, etc. |
| Rollout Method | All-at-once, phased, pilot-only |
| Modular Components? | If units are shared or adapted |
4. Technical & Material Requirements
| Category | Examples / Options |
|---|---|
| Core Material | MDF, acrylic, steel, fabric, glass |
| Finish | Matte, gloss, brushed metal, soft-touch PU |
| Lighting | LED strips, edge-lit panels, battery or plug-in |
| Branding | UV print, laser etch, 3D letters, removable plaque |
| Safety | Fire-rated, REACH, child-safe corners |
| Eco/Compliance | FSC wood, no PVC, EPR-ready packaging |
📎 Optional: Attach 3D CADs, dielines, STEP/IGES files if available.
5. Packaging Requirements
- Grouped vs. individual carton
- Palletized or bulk?
- Foam insert, molded pulp, EPE wrap
- Labeling (QR code, install guide)
- Drop test required?
💡 Tip: Ask suppliers to include packaging photos in quote response.
6. Timeline Table (Editable Example)
| Stage | Date |
|---|---|
| RFP Submission | May 10 |
| Quotes Due | May 17 |
| Sample Production | May 24 |
| Mass Production Start | June 3 |
| Shipping | June 17 |
| In-Store Launch | July 1 |
✅ Flag fixed vs. flexible dates.
7. Budget Range (Optional, But Strategic)
If you share an indicative budget, suppliers can optimize trade-offs between:
- Material (solid wood vs. coated board)
- Finishes (chrome vs. matte foil)
- Packaging format
- Logistics complexity (EXW vs. DDP)
📎 Tip: Ask for multi-tier quotes (Good / Better / Best)
8. Evaluation Criteria
Let vendors know how you’ll compare quotes:
- Price and timeline
- Quality of samples
- Finish capabilities
- Experience with similar brands (beauty, fragrance, etc.)
- Global shipping ability
- Sustainability strategy
📦 Samtop’s Free RFP Template
We provide an editable RFP (Excel + PDF) with pre-filled fields for:
- Materials
- Specs
- Timeline
- Evaluation matrix
- Internal approval space
📩 Request at: [email protected]
💬 FAQ
Q: Can I send a moodboard instead of a full render?
A: Yes — concept-level inputs are fine for quoting, and we’ll help translate them into technical drawings.
Q: Should I quote sampling and production separately?
A: Definitely. We always recommend line items for sample, tooling, and full production.
Q: Do you sign NDAs for new launches?
A: Yes — we regularly work under NDA with global VM teams and brand-side creative departments.
📩 Ready to Build a Better Display Brief?
At Samtop, we help brands like yours:
- Structure effective RFPs
- Review and optimize briefs
- Quote in multi-tier format
- Deliver globally across 40+ countries
📧 Email: [email protected]
🌍 Visit: www.samtop.com
