Budgeting for your Trade Show Exhibit

Budgeting for your Trade Show Exhibit

Everyone’s heard the phrase champagne tastes on a beer budget.  Most exhibitors who are planning their exhibit, experience this conundrum, usually after the first shocking round of final bills and invoices.  Let’s get realistic here……Every aspect of your exhibit, event or trade show needs a budget. No one has an infinite amount of cash sitting around waiting to be spent. In order to create a budget you must know what costs the necessities should be allocated into each budget line category.

Budgets are required from the very beginning of an exhibit master plan because the design team needs parameters when they start their process. A project can start with humble elements such as a few walls and basic graphics.  When you are looking to make an impact you need to exercise the power of vision upon the overall exhibiting experience from start to finish as you add enhancements.

In order to properly map out the exhibit you should decide on your message, theme and objectives.  Once you (and your team) have consensus on this you can start the process by sharing this with your Display design and build vendor.  This information provides the designer with a clear idea of what you are looking to accomplish and enables them to set the tone of the overall concept.

There are multiple expenses that make up the bulk of your participation costs and to some degree, these expenditures are variable and scalable.  It’s vital to keep in mind that these expenditures are ALL under your control; with time, planning and oversight, you can control these outlays and work together with your Project Manager to keep costs down. The lower your total exhibiting costs are, the easier it will be to generate a positive ROI on your show participation!

The reality is that most exhibitors don’t pay close attention, or any attention at all to the components of the financial commitment required to be an exhibitor at a trade show!  The total expenses for the show can creep steadily upward, bit by bit, as small charges mount up and up until they’re a sizable chunk of dollars.

Here is a fundamental outline of the budget line item categories for exhibiting at a B2B event:

Booth Space rental fee to show organizer:

  • Exhibit space cost
  • Additional staff Registration fees                                                                                                             

Staff Travel Expenses:                                                                                                          

  • Airfare or other Transportation costs
  • Lodging/hotel expense
  • Per Diem
  • Client Entertainment

Exhibit Rental or Custom Display Fabrication:                                                          

  • Wall Panels
  • Counters
  • Light Fixtures
  • Product Display fixtures
  • Seating (standard chairs or upgraded specialty furniture)
  • Audio Visual Equipment (computer display monitors, flat screens, sound systems)
  • Flooring

Exhibit Graphics/Branding:           

  • Graphics design and printing
  • Advertising
  • Sponsorship
  • Promotional items/ logo Giveaways

Exhibit Show Services:

  • Transportation/Trucking (roundtrip shipping of the display, your product sample and supporting promotional materials)
  • Materials Handling Services
  • Labor (installation and dismantle)
  • Utilities (electric, internet access, gas, compressed air, water, et al)
  • Cleaning (daily service or continual Porter service)
  • Booth Entertainment talent costs

If you would like to learn more about creating innovative designs with functionality to carry your Brand message onto the show floor with a custom exhibit, please contact Michael Carvalho, Custom Exhibits, mike@lvexpo.com

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