Seven checks on Birmingham exhibit companies before you pay

What to take away

Why a Birmingham deposit needs a screen first

Birmingham is one of the busiest exhibition cities in the UK, and that volume attracts stand builders of very different quality. The NEC and ICC Birmingham host national shows such as Spring Fair and Autosport International, so exhibit companies here range from specialists to opportunists.

Some are long-established firms with full-time staff. Others are brokers who subcontract everything and disappear when a build runs late. The difference matters when you have paid a deposit and the show opens in three weeks.

Treat the screen as part of wider vendor due diligence. It protects your budget and leaves a paper trail if the build goes wrong.

The seven checks, by who can confirm them

Rows one and two are yours to do online. Rows three and six come from the builder, row four from the venue, row five from past clients and row seven from the contract. Sorting them this way stops you waiting on the supplier for answers you can find yourself.

Desk checks: Companies House and ESSA

Start with the register, because it shows who you would be paying. GOV.UK says you can get some details about a company for free, including its registered address and date of incorporation. Read the filing history, not just the summary page.

Check the registered address. A virtual office is fine, but a residential address for a firm claiming a Birmingham workshop deserves a question. Check the directors and any previous company names too.

Look at the accounts. A small company may file abridged accounts, which limits detail, but you can still see net assets and whether the company is dormant. Overdue accounts or a proposal to strike off are red flags.

Check for charges. A charge over assets may indicate borrowing, which is not fatal but changes your risk. A company that has filed on time for years is easier to trust. If the firm trades under another name, ask why, because the contract should sit with the entity that has the assets.

ESSA is the next desk check. The Event Supplier and Services Association is the trade body for companies that supply events, and its members agree to a code of conduct covering conduct, safety and dispute resolution.

Membership is not a guarantee of quality. It does show that a firm has been accepted into a body that can expel it. Ask for the membership number and check it on the ESSA website, because membership can lapse. A claim without a number is unproven.

ESSA also runs an adjudication scheme. If you have a dispute over a stand build, that route may be faster than court. Ask whether the supplier is signed up before you sign.

Documents the builder must send: insurance and quality standards

Ask for three documents: public liability insurance, employers' liability insurance, and professional indemnity if the firm designs as well as builds. Send the request in writing so the replies are on file.

Public liability cover should be at least £5 million for a stand at a major venue. Employers' liability is a legal requirement in the UK if the firm employs staff, and the certificate should name the insurer and policy number.

Check the dates. A certificate that expires before your show is worthless. Ask for the schedule, not just the certificate, so you can see the excess and any exclusions for exhibition work.

If the builder uses subcontractors, ask how their insurance is handled. Your contract should require the builder to maintain cover and to name you as an interested party where possible.

Quality management standards are another form of evidence. A firm certified to ISO 9001 has had its processes audited, which supports its credibility. Ask for the certificate and its scope, as you would for insurance.

Questions only the venue can answer: NEC accreditation

At the NEC, stand builders must be approved by the venue before they can work on site. This is often called NEC accreditation, and it covers competence, insurance and site rules. If a builder is not accredited, your stand may not be built.

Ask the builder for the accreditation number, then confirm it with the venue. Accreditation is not transferable, so a builder approved for one hall or event may still need to meet specific show requirements.

The NEC requires approved contractors to hold adequate insurance, follow health and safety rules, and use approved suppliers for certain services. Ask which shows the firm is approved for, not just whether it is approved.

The HSE's event safety guidance for contractors asks whether you can provide evidence of a trained workforce and the competence of your key staff for the work they will do. Put the same question to your builder.

Venue rules also cover build-up times, waste removal and electrical work. A builder that knows the NEC's loading bays and rigging rules will save you money on labour.

Proof from past stands: references and photographs

Ask for three references from shows at the NEC or ICC Birmingham in the past 18 months. Then contact the referees yourself rather than relying on the builder's summary.

Ask each referee three questions: did the stand open on time, were there unexpected costs, and would you use the builder again. Listen for hesitation as much as for praise.

Ask to see photographs of the finished stand, not just renders. Renders show what was promised; photographs show what was delivered. Ask for the stand number and hall so you can check the show, then compare the result with a written stand designer brief.

If the builder cannot name a recent client, that is a warning. New firms can be good, but you are taking more risk, so ask for a smaller deposit and stage payments.

Contract and deposit: the last check before you pay

Put the contract, deposit schedule and cancellation terms in writing before you pay. Even a small stand needs a short written commercial contract covering scope, price, dates and cancellation, because it protects both sides.

Keep the answers from all seven checks in one place. A written selection checklist lets you compare suppliers on evidence instead of impressions.

If you are comparing several firms, a supplier comparison keeps the evidence side by side. For the live conversation with each contractor, a list of questions to ask a stand contractor covers what the paperwork leaves out.

Common questions