Cost of Exhibiting at Trade Shows

A trade show is a very important event for both you and your brand. It is important to make sure that you are sufficiently prepared for such events in order to achieve the best outcomes that will be of benefit to your company. There are different trade shows that take place that showcase different brands in different fields. Just like any other function, a trade show requires a lot of input from you, both financial and physical input. You should make sure that you create a budget for this event and try as much as possible to work within your budget. However, ensure you do your research on the current market value of the different things you will need.

Requirements for a Trade Show

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There are certain items that you cannot do without at a trade show. You will notice them in each and every exhibition and they are part of what makes up a trade show. It is advisable to make them a priority while creating a budget for your event. You can consult companies that can organize for you some of this equipment and even set it up for you on the day of the event. Before outsourcing this task to any company, make sure you do your research on the best ones in the business. Some of these requirements include;

Cost of a Trade Show Booth

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A trade show booth is the most important component of a trade show. It is where you will have your exhibition set up and where you will be hosting your visitors. It is important to choose the right booth that will fit your brand perfectly. A trade show booth builder will help you determine what works for you and help you set it up. There are different ways in which trade show booth prices vary. Trade show stand contractors will give you an option of buying or renting your trade show booth. Before settling on one, check your budget and the size of your exhibition. The cost of a trade show booth is determined by the following factors;

• The Size of the Booth: It goes without explaining that a large size booth will definitely cost you more compared to a small size booth. You don’t really need a big booth if your exhibition is not very big. However, it is important to ensure that your display does not appear squeezed together due to inadequate space. Your trade show booth builder is in a better position to guide you on the right size booth for your exhibition.
• Type of Booth: We have different types of trade show booths that you can choose from. Each and every booth has different designs that work perfectly for it, so you should have an easy time settling on one type of booth. Expo stands builders have the technical know-how on designing and decoration of trade show booths.
• The Type of Material Used: There are different materials used to make a trade show booth. This includes Pop-up counters, Modular counters, and an Orbital truss kit. The cost of these materials varies hence the cost of the booth. The use of pop-up counters is considered to be one of the cheapest and convenient ways of setting up a booth.

The Cost of Stand Displays

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We have different kinds of displays used in stands on a trade show. The different types of displays are basically determined by the type of booth you have and the amount of space you have. The cost of trade show displays varies and is also determined by your budget for the same. You can choose to buy or rent trade show displays. The different types of stand displays include;

• Pop-Up Displays: These displays are known for their ability to ‘pop-up.’ They are very easy to set up, and the setup process is usually done by a single person in a very short time. These displays are also very easy to take apart after an expo. They are made from the lightweight material, which also makes them easy to transport therefore saving on costs.
• Tension Fabric Displays: These are displays that exhibit your brand by the use of bright color fabric graphics. Fabric displays have a luring effect on trade show visitors if done correctly. These types of displays vary in sizes and the different styles of graphics used on them hence determining the cost of each and every one. They are also easy to design as long as you have the best graphics design professional. Fabric displays are also lightweight therefore easy to transport.
• Banner Stands: A banner stand is basically a portable display stand that is used to portray a brand. The banner is printed using vibrant colors that attract the attention of potential clients. There are different types of display banners that vary in size and cost. We have fabric banner stands, cassette banners, twist banners, double-sided banners, and roll-up banners. Your trade show booth builder will help you choose the best burner that is within your budget and will serve you sufficiently.
• Table Throws and Runners: The main goal of a trade show is to pass as much information as you can about your brand. Printing your table runners with your brand will help you achieve this. This is one of the cheapest ways to display your brand, but it is better to incorporate it with other forms of the display as it does not serve the purpose of attracting visitors who are far from your stand.
• Free Standing Light-boxes: Lightboxes are a great way to display information about your brand. They do this by illuminating the message on them and making it easier to read. They also attract attention easily and make your stand unique.

The Cost of Trade Show Furniture

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Furniture is a very crucial requirement in a trade show. You will need to set up different items on tables and chairs for you and your staff to sit on when doing presentations and resting. You will be standing for most of the time but you will need to rest in between. Your visitors also need a place to catch a breath after moving from stand to stand. The kind of trade show furniture you need will be determined by the type and size of booth you have. Your budget also plays a major role in determining your trade show furniture. You have the option of either buying or renting trade show furniture. The main advantage of renting trade show furniture is that you will take the furniture back, and you will not have to incur storage costs. It is also cheaper and more convenient. Trade shows usually take a maximum of one week, and it is not advisable to make a lifetime purchase for an event that takes only a few days.

The Cost of Expo Stand Contractor

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We have discussed over and over again that in order to achieve the perfect display of your brand you need the best exhibition stand contractors in the market. You need to ensure you do your search well in order to find the best. Ensure you get references from previous clients and also read online reviews of their services. Online reviews may not always be a hundred percent accurate, but they give us an idea of who you are about to deal with.

Remember that atrade show stand builder will do most of the work when it comes to your exhibition, from helping you get the best material for your stand to set up everything. They will design and decorate your booth and ensure everything is perfect. They will also takedown at the end of the expo. We have to acknowledge that these are not easy tasks and cannot be carried out by just anyone. However, it is important to note that the best services come at a price. You have to try as much as possible to work within your budget, though. Make a comparison of the different expo stand contractors available near you while keeping in mind the above factors and make a choice that is good for you and your pocket.

The Cost of Promotional Material

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Apart from the major displays of the brand, there are other promotional items that you need to have at your stand that help you create more emphasis on your brand. These items include your company profile, brochures, flyers, and business cards for you and your staff. These items are usually carried away by your potential customers, and they can always get more detailed information on them.

The key is to find the best graphics designer who will be in charge of designing and printing these materials. They have to be catchy and at the same time contain adequate information about your company. Make sure to include this in your budget as it costs a good amount of money too.

The Cost of Travel and Staff Remuneration

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You will be traveling to and from the trade show grounds. While creating your budget for an expo, make sure you put aside money that will be used for this. You can either use your company vehicles for this purpose or hire transportation. Either way, you will need the funds for that. Your staff will also need allowances for their lunch and transport for those who will be using their own means of transport.

It is important to have rewards for your staff at the end of reach expo day. It is up to you and your staff to sit down and set certain goals during the expo, which when attained, a reward is given. This will give a positive impression about your company to your potential customers. You will also need to pay your whole staff after at the end of a trade show.

The Cost of Shipping

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Most exhibition stand contractors offer shipping solutions for your material. These trade show shipping costs vary depending on the company, the method of shipping, and the number of items getting shipped. It is cheaper and more convenient to ship your equipment separately than traveling with them on an airplane. Ask for the shipping costs from your trade show booth builder and plan your budget around it.

The Cost of Giveaways

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One of the most common ways of winning affection is through giving gifts. Your trade show visitors will appreciate you so much if you give them something to take home and remember you by. These are what are commonly known as giveaways. These usually include stuff like journals, stationery, t-shirts, bags, hats, umbrellas, and reusable water bottles. The secret is to have your giveaways branded so that they can always remember you. This will also help you create more awareness of your brand.

The cost of giveaways will include the purchase of the items and the cost of having them branded. Again, ensure you get the best graphics designer for this task. As for the material, buying wholesale is the best option and will save you some coins. You will find that some wholesalers also offer branding services, and this is an even easier and cheaper option.

The Cost of Audio Visual Equipment

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During a trade show, there are so many people engaging each other and different companies trying to attract prospective clients to their stands. The noise around might make it difficult for you to communicate with your clients. You will need audio and visual equipment like speakers and microphones to enhance your voice and visual equipment like monitors and projections. This should be a major part of your budget.

How to Lower Your Trade Show Costs

One factor that distinguishes one business person from another is the budget factor. The ability to create a proper budget that enables you to cut costs and still achieve great results is a very important business tool. The key to proper budgeting is doing your research first. Don’t just list down figures without getting rough estimates.

Start by allocating the costs that you can control like your travel budget, staff remuneration, giveaways, the minor promotional materials we have discussed, and other minor company expenses. These are the expenses that you are in a position to dictate as a company. Your goal is to try as much as possible to cut your costs but also to ensure you and your staff are comfortable.

Afterward, contact your exhibition stand contractors to find out the different materials you will need and the cost of each. Also, ask them to send you their charges for the services they will be offering you. This Should make up the main part of your budget,, so try to get a good figure. Bargain to a figure you are comfortable with before starting anything. You can lower your costs for a trade show if you understand your needs and are aware of the options you have.

Use a Smaller Booth

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A smaller booth doesn’t mean that you will not have space to showcase your brand. You might decide to use a big booth and spend a lot of money and end up not using it to the maximum. A small booth is however cheaper and can be designed in various ways to serve its full purpose. Just ensure that you engage the best trade show booth builder who understands the different ways to design trade show booths.

Use of Rentals

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Renting, as opposed to buying, is a cheaper way of acquiring items that will serve you the same purpose. You don’t really need to own trade show equipment since you do not use them on a daily basis. Most trade shows take place annually or maybe two times a year. They usually take just a few days in the week, so it is a better idea to just lease the items you will need. You can actually rent everything from booths to furniture, even the displays. You only need to print your brand, and they can be re-used by another exhibitor at the next trade show. Trade show stand contractors offer you various ways you can acquire your exhibition materials.

Lower Staff Budget

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You can achieve this by using just a small section of your staff. This should mainly include your salespeople who already understand your product. You do have to incur training costs for other staff members who are not in the sales department. This will also help you to save on transportation costs and accommodation if there will be any. However, ensure the number you settle on is adequate, especially if you are attending a big expo, or else you will be left struggling to handle the numerous number of trade show guests.

Use of Portable Displays

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Portable and lightweight displays will save your logistics costs. These are materials that you can carry in your own staff van and not have to hire a heavy vehicle for transportation. Your expo stand builder will also charge less for transporting these materials for you. These types of displays are also faster to assemble and save on time too.

Book Early

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Booking for your expo space early enough means you get the slot at a cheaper price as opposed to last-minute booking. During the last minute, there are so many companies fighting for just a few slots. You will find that the organizers also take advantage of this desperation to hike the prices. Create your timeline for each and every step of your plan.

Use of Social Media Marketing

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This is a technique that will ensure that you get traffic at your stand during a trade show without having to spend so much to attract them. This should be done before and during the trade show. Social media marketing on platforms like Facebook, Twitter, and Instagram is almost free, so this will cut your costs a lot.

Look Out for Special Discounts

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Be on the lookout for offers on expo material like booths, displays, and other items. Make sure you make your transactions when there are good offers and discounts. This will enable you to have extra finances to put into another part of the planning process. You can keep track of these offers by checking on the websites of the companies that offer the different expo solutions.

Use of Durable Materials

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So you decided to buy your booth? Make sure it is made of strong and quality material that will last you this expo and the next. You don’t want to keep buying trade show material for each and every expo. That will be very expensive for you and you will hardly see any returns from your exhibition. A good trade show booth builder will ensure they give you the best.

Work With a Reliable Exhibition Stand Contractors

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Reputable expo stand builders will save you the stress of having to go back and forth on the same thing. They will ensure they get everything right to avoid having to repeat a process over and over again. A good trade show builder also understands the importance of working within your budget and will save the headache of incurring extra costs.

Create a Contingency Budget

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It is important to create a separate budget for any other items that you might need and not have at the trade show. You might need extra stationery or an adapter for charging your computer. These items should be covered by the money from the contingency budget. This should allow you an easy time at the event. Your goal should be to ensure that you get maximum return from your event without having to worry about a spoilt budget. Other than saving costs at a trade show, your main agenda should be to see ways in which you can achieve maximum returns from a trade show. You do not want to spend so much money for an event and get so little in return. There are various ways in which you can do this.

Conclusion

Exhibiting and showcasing your brand at a trade show is considered to be one of the best marketing strategies that allow you to create a huge awareness about your company and your services. However, it doesn’t just happen unless you put in a lot of work on planning and budgeting. It does not always have to dig deep into your bank account, as there are ways in which you can control your trade show costs to get maximum ROI out of the event. If you need any more information on the various trade show costs and how to handle them check our website.