If you’re an ambitious marketing leader at a company that invests big in trade shows — anchoring the floor with a 30x30+ island or peninsula booth — you are under immense pressure. You need ROI justification, flawless logistical execution, and a partner who makes your brand the star of the show.

But here’s the reality: That pressure means you settle for less. You stay with the incumbent vendor because the thought of switching is daunting, complex, and carries the risk of a show-day catastrophe. You end up with the partner you have instead of the strategic, force-multiplied support partner you deserve.

At Steelhead, we believe that making a change shouldn’t be about minimizing risk; it should be about maximizing value. We built our business to be the partner you deserve — one who combines creativity with operational excellence.

If you are currently evaluating your event suppliers to determine if they remain the most strategic partners, use this 4-point checklist to see where your current vendor stacks up.

The 4-Point Strategic Checklist for Switching

1. Cost & Financial Flexibility: The Sunk-Cost Anchor

Your current exhibit partner may promise a custom design, but at what cost? Most traditional models hook you into the sunk cost of ownership, which means you’re paying to store, maintain, and inevitably scrap large assets that only see the light a few days a year.

• The Partner You Have: Forces you into an ownership model that carries massive annual storage, obsolescence, and disposal costs — money that is secretly stolen from your lead-gen budget.
• The Partner You Deserve: Offers Access Model Flexibility — delivering top-tier, custom design without the burden and expense of ownership. They provide Transparent Pricing that is clear, predictable, and guaranteed, simplifying alignment with procurement.

2. Strategy & Storytelling: The “Just Design” Trap

Ambitious marketing leaders need partners who understand that the high-profile exhibit is an anchoring element for a cohesive brand narrative. It’s not about what colors look good; it’s about what the journalist, investor, and prospect need to feel and do in that space.

• The Partner You Have: Focuses immediately on floor plans and aesthetics without asking about your current business objectives or the strategic significance of the event (e.g., a major launch versus a sponsorship cycle).
• The Partner You Deserve: Practices a Strategy First approach. They start with your goals and use Moment-Based Creativity to tailor the activation to the precise significance of each event, ensuring your brand stands apart when it matters most.

3. Reliability & Support: The Anxiety-Inducing Vendor

Your job is to juggle multiple stakeholders and manage internal demands. You need a partner who is so dependable that they make it easy for you to concentrate on strategy, not logistics. Show-Day Reliability is a non-negotiable proof point.

• The Partner You Have: Leaves you worrying until the last minute if things will be done perfectly. Their onsite team is transactional, not a true extension of your own.
• The Partner You Deserve: Provides Force-Multiplied Support. Their creative, account, and onsite teams become an extension of yours, providing supervised installation and dismantle for flawless execution and reducing pressure on you. They are the dependable teammate who is always one step ahead.

4. Progress & Values: The Sustainability Compromise

Progress is essential. If your vendor cannot integrate Sustainability and waste reduction into their core business model, they are hindering your corporate ESG goals.

• The Partner You Have: Views sustainability as an add-on or a compromise to design, often requiring expensive, complex reporting to justify.
• The Partner You Deserve: Has a Sustainability First Approach built-in. They are certified by a third party that validates their commitment to using business as a force for good. (For example, we are North America’s sole B Corp-certified event production company).

Mastering the Switch

If you realize the partner you have is falling short on this checklist, the next step is strategic, not stressful.

1. Communicate Clearly in Your RFP: When you go out to bid, clearly communicate your expectation that the vendor must balance cost considerations with quality, reliability, and vendor expertise. Your RFP should ask directly about the four points above.
2. Involve Internal Teams: Incorporate feedback from your internal teams and stakeholders. A switch is justified when it improves event outcomes and aligns with your company’s core values.

The transition to a strategic partner that delivers creative inspiration, confidence, and joy is a move that pays dividends, both for your brand’s ROI and your personal career success. You deserve a partner who helps you shine.

From our research to your strategic success, Rhiannon Andersen, CMO, Steelhead Productions

This article was initially featured on Medium.