How to meet suppliers at a shared pavilion
At a shared pavilion, identify the individual business behind each product and get its direct contact. Record who made each statement, then ask the proposed supplier to confirm the specification and commercial terms itself. Keep organiser introductions separate from your purchasing decisions. Cambridge China Bridge can help with supplier follow-up in China.
Identify the business behind the stand
Ask the person welcoming you whether they represent the pavilion organiser, an individual exhibitor or an intermediary. Record the pavilion name separately from the business name. Ask for the business's full Chinese name, its trading name, address and own contact details; a shared brochure or reception desk is not enough for your supplier record.
Ask whether that business makes the product, sells another factory's goods or only arranges introductions. Note the proposed seller and production site separately. Use our factory or trading company guide for the checks behind that distinction.
Attach each product to its business
Point to the sample you want and ask which exhibitor supplies it, where it is made and whether it is that business's own product or a borrowed display item. Record the model, materials, finish and intended use. With permission, photograph the sample beside its identifying label and keep that image with the business's details.
Ask the business to send its own catalogue entry or specification for that exact item. Keep neighbouring exhibitors' samples and documents in separate records. If the presenter cannot identify the supplier behind a display item, mark the item as unassigned and defer the quotation request.
Find the person who can answer and confirm
Get a named contact at the individual business, their role and a direct communication channel. Ask who will answer technical questions, issue the quotation and confirm changes. If an interpreter or pavilion host relays an answer, record both the speaker and the person who translated it.
Before leaving, send a brief message identifying the product you discussed and ask the business contact to reply. Agree who will send the missing documents and when you should follow up. Keep the organiser copied where useful, while directing product questions to the business responsible for answering them.
Separate introductions from supplier promises
Keep organiser introductions, supplier statements and your own requests distinct in the meeting notes. Treat a host's comments about capability, price, delivery or product suitability as points for the supplier to confirm. Do not record a pavilion-wide claim as a promise made by every exhibitor.
Ask the proposed seller to issue its own written quotation against your specification, stating the product, order quantity, delivery basis, payment terms and exclusions. Ask which company would sell and invoice the goods, and whether anyone else would act as your agent. Our agent or seller guide explains that role distinction.
Working out your own order? Send us the product on WhatsApp and we reply the same working day: WhatsApp us
Close the meeting with a traceable follow-up
Send a separate recap to each business: its name, the product discussed, who said what, documents requested and matters still awaiting confirmation. Ask the contact to correct misunderstandings and confirm only the points their business can support. Describe the next step as a sample request or quotation request where that is what you intend; avoid casual approval language.
Keep unresolved identity or product ownership questions visible before progressing. Follow our supplier verification guide before payment rather than treating pavilion participation as your supplier check. Cambridge China Bridge's own staff in China can follow up with the named business and help check the production site.
Frequently asked questions
Is the pavilion organiser my supplier?
Ask which company would quote, sell and invoice the goods. Record the organiser's introduction separately, and ask the proposed seller to confirm its role directly.
How do I know whose product is on a shared stand?
Ask which business supplies the exact sample. Keep its model and photograph with that business's details, then request the matching catalogue entry or specification directly.
Can I rely on a price given by the pavilion host?
Use it as a point to check. Ask the proposed seller for its own written quotation covering your exact specification, quantity, delivery basis and exclusions.
What if I only have the organiser's contact?
Ask for an introduction to a named contact at the business behind the product. Keep the enquiry pending until you can confirm the business, item and person handling the quotation.