Buying exhibition carpet by color and price alone creates avoidable risk. For a B2B order, the buyer and supplier should confirm the complete construction, roll format, testing, packing and approval procedure before bulk production.
This checklist is designed for importers, distributors, exhibition contractors, tent companies and project buyers sourcing PET needle-punch exhibition carpet. It can be used when preparing an RFQ, reviewing a quotation or approving a pre-production sample.
Quick Exhibition Carpet Specification Checklist
| Specification item | What the buyer should confirm |
|---|---|
| Application | Trade show, aisle, booth, stage, tent, wedding, promotion or other temporary flooring |
| Fiber | PET staple fiber; recycled content only if specifically agreed |
| Target weight | GSM and accepted production tolerance |
| Surface | Plain, ribbed, velour or another approved structure |
| Color | Swatch, physical sample or custom color approval |
| Roll format | Width, length, quantity per roll and treatment of short rolls |
| Finishing | Binder process, optional protective film and any additional backing |
| Testing | Required standard, laboratory, specimen construction and acceptance criteria |
| Packing | Core, wrapping, labels, pallet or loose loading and container plan |
| Commercial terms | Quantity per color, sample timing, production lead time and Incoterm |
1. Define the Application Before Selecting the Carpet
The same product name can cover very different projects. A short indoor exhibition, a covered outdoor promotion, an election event, a wedding tent and a high-traffic aisle do not automatically require the same construction.
- Where will the carpet be installed: exhibition hall, booth, aisle, stage, mall or tent?
- Is the area indoor, covered outdoor or exposed to weather?
- How long will it remain installed?
- What level of pedestrian traffic is expected?
- Will the installer use tape, adhesive or another approved system?
- Must the floor be removed quickly without residue?
These answers determine which samples should be reviewed. Buyers comparing temporary uses can also see our guide to exhibition carpet versus event carpet.
2. Confirm the Fiber Material
WILLFLY exhibition carpet is produced from polyester (PET) staple fiber. PET and polypropylene (PP) are different materials and should not be treated as interchangeable descriptions. The quotation, sample label and purchase specification should identify the agreed fiber.
If recycled content, a particular color recipe or another material condition is required, state it explicitly. Do not assume a fiber claim from appearance alone. Our exhibition carpet terminology glossary explains the main terms used in specifications and quotations.
3. Specify Target Weight Without Treating GSM as a Quality Grade
GSM means grams per square metre and describes the target mass of the carpet. Weight can be customized for the project, but a higher number does not by itself guarantee better durability, density, thickness, appearance or fire performance.
Confirm target GSM together with the fiber, surface structure, binder finishing, thickness or density where relevant, intended use and approved sample. The purchase order should also state the accepted production tolerance and how weight will be checked. For a quotation-comparison method, see our GSM vs thickness guide for needle-punch carpet buyers.
4. Approve Surface Structure and Color
Plain, ribbed and velour describe visible surface structures; they are not complete performance specifications. Select the surface according to appearance, traffic, installation, cleaning and project duration.
- Identify the required surface by name and physical sample.
- Approve the color under suitable lighting.
- State an acceptable shade tolerance.
- Keep an approved sample for bulk-production comparison.
- For repeat orders, provide the previous order reference and request a fresh color confirmation.
Normal MOQ is approximately 2,000 m² per color, subject to final construction and order confirmation. Combining multiple colors does not automatically reduce the quantity required for each color.
5. Confirm Width, Roll Length and Quantity Tolerance
Common customized widths are 1.5 m, 1.83 m, 2 m, 3 m and 3.96 m. Maximum production width is approximately 4 m. Common roll lengths are 25 m, 30 m and 50 m, and other lengths can be reviewed for the order.
- Finished roll width and accepted width tolerance
- Nominal roll length and accepted length tolerance
- Square metres per roll and total order quantity
- Whether short or non-standard rolls are accepted
- Core diameter, maximum roll weight and handling restrictions
- Roll numbering and packing-list format
Roll format should match the installation layout and container-loading plan. A width that reduces seams may increase roll weight and affect site handling, so the complete project should be reviewed rather than choosing the widest roll automatically.
6. Confirm Binder Application and Oven Drying
After needle punching, the carpet web is foam-impregnated with a binder and then oven-dried. This step helps stabilize the roll for handling, cutting and installation. It is not the same as adding a heavy PVC, bitumen or TPE/TPR backing.
Binder family alone does not determine the final result. Buyers should evaluate the complete recipe, add-on, curing conditions, finished feel, odor, strength and required tests. For a procurement-focused comparison, read our needle-punch carpet binder guide covering SBR, acrylic and VAE.
7. Decide Whether Temporary Protective Film Is Required
A temporary protective film can be applied to the carpet surface to reduce soiling during venue construction. Installers remove the film shortly before the exhibition or event opens.
- Confirm whether film is required and on which surface.
- Review film adhesion on an approved sample.
- Confirm storage, installation and removal conditions.
- Do not treat protective film as permanent waterproofing or a substitute for correct site protection.
8. State the Fire-Test Requirement Precisely
“Fire-retardant” is incomplete without a named test method and acceptance requirement. The buyer should provide the venue, market or project standard before quotation and sample preparation.
- Applicable standard and edition
- Required classification or pass criteria
- Approved laboratory or accreditation requirement
- Exact tested construction, including weight, binder and any film or backing
- Report language, validity and document format
- Whether testing is for development, pre-shipment approval or project submission
Testing can be arranged for an agreed construction, but a result from one carpet should not be assumed to cover another weight, recipe, finish or backing. Final compliance responsibility must follow the written order and project requirements.
9. Use a Controlled Sample-Approval Process
A small swatch can confirm color and surface, but it may not represent roll handling, seaming or installation. Depending on project risk, use one or more of the following:
- Color swatch for initial shade selection
- Construction sample showing fiber, surface and finished underside
- Pre-production sample made to the proposed specification
- Test specimen prepared from the same agreed construction
- Signed or otherwise traceable approval record
The approved reference should be identified by date, code and order. If the specification changes after approval, confirm whether a new sample or test is required.
10. Confirm MOQ, Sampling and Production Timing
For standard exhibition carpet projects, normal commercial reference points are:
- MOQ: approximately 2,000 m² per color
- Sampling: approximately one week
- Production: approximately two weeks after final specification, sample and order confirmation
These are planning references, not unconditional guarantees. Actual timing depends on construction, color, quantity, testing, raw-material availability, packing and production schedule. Confirm the delivery plan in the quotation and order.
11. Specify Export Packing and Documentation
Packing should protect the rolls and support unloading, warehouse identification and site distribution. Confirm:
- Paper core and individual roll wrapping
- Outer labels, barcodes or customer marks
- Roll number, color, width, length and square metres on each label
- Palletized or loose container loading
- Maximum roll or pallet weight
- Packing list, commercial invoice, certificate of origin and any project-specific documents
- Incoterm, destination port and required shipment date
See our needle-punched exhibition carpet manufacturing process and manufacturing and quality-control overview for production context.
Copy-and-Paste RFQ Template
Application and installation environment:
Fiber material:
Target GSM and tolerance:
Surface structure:
Color and approval reference:
Roll width and length:
Quantity per color:
Binder or backing requirement:
Temporary protective film:
Required test standard and classification:
Packing and labels:
Destination country and port:
Required delivery date:
Files attached: drawing, color reference, specification or test requirement.
Frequently Asked Questions
Is GSM enough to compare two exhibition carpets?
No. GSM should be compared together with fiber, surface, density or thickness where relevant, binder finishing, roll format, installation and an approved sample.
What widths are commonly ordered?
Common widths are 1.5 m, 1.83 m, 2 m, 3 m and 3.96 m. Maximum production width is approximately 4 m, subject to the confirmed order specification.
Can exhibition carpet be supplied with protective film?
Yes. Temporary surface film can help protect the carpet during venue construction and is removed before opening. Film adhesion and removal should be approved on a sample.
Can you provide fire testing?
Testing can be arranged for a confirmed construction and named standard. The required method, classification, laboratory and tested specimen must be agreed before production.
What information is needed for an accurate quotation?
Provide the application, target weight, surface, color, width, roll length, quantity per color, finishing or film requirement, test standard, packing, destination and delivery schedule.
Request a Project Specification Review
Send your application, target weight, roll dimensions, color, quantity, installation environment, film requirement, test standard and destination country. WILLFLY can review the specification, recommend a sample plan and prepare a B2B quotation.