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Terms & Conditions
By checking the acceptance box during checkout, you acknowledge that you have read, understood, and agree to the Terms & Conditions outlined below.
We’re excited to partner with you on your upcoming trade show experience.
This page outlines how we’ll work together, what you can expect throughout the project, and the responsibilities that help us keep your project moving smoothly from kickoff through final delivery.
We believe the best trade show experiences are built through thoughtful collaboration, clear communication, and a shared commitment to creating something exceptional. The information below is designed to help us stay aligned every step of the way. Every Complete Trade Show Experience follows the same proven process. By taking the time to build a strategic foundation before design begins, we’re able to create a stronger, more cohesive exhibit that reflects your brand, supports your goals, and creates a memorable experience for your audience.
Your investment includes strategic planning, creative development, and dedicated project support from kickoff through final delivery. Below is a high-level overview of what’s included.
Every project moves through four distinct phases. Each phase builds upon the previous one, helping us stay aligned, minimize revisions, and create a stronger final result.
Estimated Timeline: Week 1
Every successful trade show experience starts with strategy. Before a single graphic is designed, we’ll take the time to understand your business, your audience, your goals, and what success looks like for your event.
To help keep your project moving smoothly, we’ll ask you to:
With Discovery complete, we’ll begin building the strategic foundation that will guide every creative decision moving forward.
Estimated Timeline: Weeks 2-3
With Discovery complete, we’ll begin transforming everything we’ve learned into a strategic roadmap for your exhibit. Before creative design begins, we’ll define the messaging, layout, and visitor experience that will guide every design decision moving forward.
Visionary Experience Blueprint, including:
To keep the project moving efficiently, we’ll ask you to:
Once your strategy has been approved, we’ll begin transforming the blueprint into a purposeful, visually engaging trade show experience.
Estimated Timeline: Weeks 3-6
With a clear strategy in place, we’ll begin bringing your trade show experience to life. Every design decision is made with intention, ensuring your booth communicates your message clearly while creating a memorable experience for attendees.
The Complete Trade Show Experience includes three rounds of revisions during the Design phase.
To keep the project moving efficiently, we ask that each review round be submitted as one consolidated list of feedback from your team.
A revision is intended to refine the approved creative direction. New concepts, changes to previously approved strategy, additional booth configurations, or requests outside the original project scope may require a separate estimate before work begins.
Once your creative direction has been approved, we’ll prepare everything your exhibit vendor needs to confidently move into production.
Estimated Timeline: Weeks 6-8
With your creative direction approved, our focus shifts to preparing every file for production and ensuring your exhibit vendor has everything needed to successfully bring your booth to life.
To keep production moving smoothly, we’ll ask you to:
Once your final artwork has been delivered, you’ll receive an organized production graphics package that’s ready for production. From there, your exhibit vendor takes over fabrication, printing, and overall buildout, allowing you to shift your focus toward preparing for a successful show.
Many clients choose to expand their trade show experience beyond the booth itself. The following services are available as separately scoped projects and may be added based on project timeline and team availability.
The following guidelines have been designed to keep your project organized, your timeline on track, and expectations clear throughout the engagement.
Clear communication is one of the most important ingredients for a successful project.
To help keep your project on schedule, we’ll ask that feedback be submitted promptly and, whenever possible, as one consolidated list from your team. This allows us to move efficiently while ensuring every stakeholder has been heard.
Each project phase must be approved before work begins on the next phase.
Our estimated timeline assumes timely communication, approvals, asset delivery, and vendor information.
Because trade show deadlines are often fixed, maintaining momentum throughout the project is essential.
Delays in approvals, missing information, requested scope additions, vendor changes, or incomplete assets may impact the overall project timeline and final delivery date.
Visionary is not responsible for delays resulting from late client approvals, incomplete materials, vendor delays, or circumstances outside of our control.
Each phase of the project has been intentionally designed to build upon the previous one.
Approval of a project phase confirms acceptance of the strategy, creative direction, and deliverables presented during that stage.
Requests to revisit or substantially modify previously approved work may be considered additional scope and may require a revised estimate and updated timeline.
The Complete Trade Show Experience includes three (3) rounds of revisions during the Design phase.
A revision is intended to refine the approved creative direction, not restart it.
To help us maintain momentum, we encourage your team to gather internal feedback before submitting revisions so each review round can be delivered as one consolidated list.
Additional concepts, significant creative changes, revised messaging, alternate booth layouts, additional exhibit components, or requests outside the original project scope may require a separate estimate before work begins.
We understand that ideas evolve throughout the creative process. We’ll always communicate pricing and timeline impacts before additional work begins.
If additional work is requested outside the agreed project scope, we’ll provide a separate estimate before moving forward so expectations remain clear and there are no surprises.
Additional requests may also require adjustments to the project timeline based on availability and project complexity.
The booth graphics included within this engagement are based on the booth dimensions, vendor templates, and exhibit components approved at the beginning of the project.
This package includes creative design for one approved booth footprint and its associated exhibit graphics. Marketing collateral, sales materials, presentation decks, digital assets, and other supporting marketing materials are not included unless specifically outlined in your approved proposal.
Requests for additional booth configurations, resized exhibit systems, structural changes, added graphic panels, alternate booth layouts, or new exhibit components after project approval may require a separate estimate and may impact the project timeline.
We’ll work directly with your selected exhibit vendor to confirm artwork specifications and answer questions related to the creative files we’ve prepared.
Vendor coordination is limited to artwork specifications and production file requirements.
Fabrication, printing, production proofs, structural engineering, installation, dismantling, shipping, storage coordination, production scheduling, vendor contracts, and overall vendor management remain the responsibility of your team and your selected exhibit vendor.
Minor file adjustments required to satisfy the original vendor specifications are included.
Changes resulting from revised booth dimensions, a different exhibit vendor, structural modifications, or newly added exhibit components may require a separate estimate.
Before fabrication or printing begins, the Client is responsible for reviewing and approving all final artwork, dimensions, copy, product information, contact information, QR codes, and production proofs supplied by the exhibit vendor.
Visionary is not responsible for errors discovered after final approval or for fabrication issues, printing errors, color variations, material differences, production defects, or other outcomes resulting from third-party vendors.
Printing, fabrication, shipping, installation, travel, rentals, exhibit services, vendor fees, photography, videography, stock assets, software licenses, and other third-party expenses are not included unless specifically outlined within your approved proposal.
No third-party expense will be incurred on your behalf without your prior approval.
Upon completion of the project and receipt of final payment, we’ll deliver an organized production package containing the approved artwork and production-ready files included within your project scope.
Working files, preliminary concepts, unused creative directions, and internal production documents remain the property of Visionary unless otherwise agreed upon in writing.
If a project is paused for more than 30 days due to client inactivity, we’ll reconnect to establish a revised project timeline based on our current production schedule.
Extended pauses may require the project to be rescheduled into the next available production window.
The policies outlined above apply specifically to the Complete Trade Show Experience.
By accepting these Terms & Conditions, the Client also agrees to Visionary Advantages’ General Terms & Conditions, including billing policies, cancellation policies, payment terms, intellectual property provisions, limitation of liability, governing law, privacy policy, and all other legal terms available at:
Thank you for trusting Visionary Advantages with your trade show experience.
We’re honored to be part of your journey and look forward to helping you create an exhibit that’s not only visually compelling, but strategically designed to leave a lasting impression.
Let’s build something remarkable together.