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29 Ways to Cut Your Trade Show Costs

May 29th, 2025 COMMENTS
trade show costs

Most companies love the concentrated sales and marketing potential of trade shows. A successful show can boost sales, increase visibility, and transform a company’s brand in the marketplace. All that comes with a cost however. Trade shows can be more expensive than other forms of marketing. And trade show costs can quickly escalate if not carefully managed. 

Sadly, many exhibitors are guilty of two self-inflicted mistakes when it comes to trade shows. They don’t have a comprehensive sales and marketing strategy, and they don’t manage their trade show costs before, during, and after the event. 

Let’s change that. All 29 Ways to Cut Trade Show Costs may not apply to every exhibitor, but there’s a good chance that 20-25 do, even for more experienced trade show warriors. Some are small changes. Others are more significant. But all represent opportunities to improve your return on investment or return on objectives. 

Admittedly, some recommendations may seem counterintuitive, like paying for supervision or staging your exhibit before a show. However, those expenses will save time and money at the show site and avoid costly surprises and unnecessary stress. We’ll start by identifying the most common trade show costs.    

Understanding Trade Show Costs: Where Does the Money Go?

Let’s divide trade show costs into categories. Keep in mind that some expenses might not apply to your situation. And the budget doesn’t consider the salaries or time of employees who participate in trade show planning or participation at a show. For a comprehensive review—including how to create and manage expenses plus a sample spreadsheet—read our full trade show budget guide.

Exhibit

  • Design Fees – Structure and Graphics
  • Exhibit – Structure, and Graphics
  • Shipping (if applicable)
  • Ongoing Storage
  • Show Services

Show Site

  • Shipping (to and from the show)
  • Booth Space
  • Drayage or Material Handling
  • Electrical
  • I&D Labor
  • Furniture Rental
  • Flooring
  • Hanging Sign Rigging (if applicable)
  • Internet 

Travel, Lodging, and Entertainment

  • Travel/Transportation
  • Hotel 
  • Meals
  • Client Meals and Entertainment

Other

  • Literature
  • Promotional Products
  • Housekeeping/Cleaning
  • Lead Retrieval Software
  • Games/Talent/Prizes

Most of these costs are self-explanatory, but terms like show management/storage, drayage, electrical, and labor can be confusing. For a deeper dive into what they mean, check out our full Trade Show Terminology glossary.

Minimizing Trade Show Booth Costs: Design & Graphics 

1. Modular Exhibit Design

Modular design is a great way to save money for companies that exhibit frequently and in multiple configurations, such as islands and inlines. Modular design lets you transition from a larger to a smaller exhibit–– and vice versa–– using the same basic structure.

The term “modular” is often misunderstood, but a modular exhibit can be a portable, hybrid, or custom display. It simply means it’s reconfigurable. If your exhibit marketing goals are flexible, owning a modular design will save you the expense of owning several unique static designs for each size–– 10 ft., 20 ft., or island.

When considering modular design for your next booth, consider incorporating an attached overhead sign to replace a hanging sign. You’ll get the same visibility as a hanging sign, but without the expense of rigging charges. They can be expensive, but incorporating them in your design from the beginning can save you money in the long run.

trade show booth costs

2. Rental Exhibits

Exhibit rentals have come a long way with expanded design options. Renting an exhibit is a great option if you have a limited budget or simply want to test the waters at a show. Your options are nearly as varied as if you were purchasing an exhibit, but without the fixed upfront cost. Walk any major industry show … probably 15-20% of the exhibits are rentals, but it’s unlikely you’ll be able to tell the difference.

The other advantage of a rental is design flexibility from show to show. Rentals make it easy to change your message, the structure, or the size. It allows you to experiment. Plus, there is a lower upfront cost, and you’re not responsible for maintenance or storage. This allows you to focus only on your trade show marketing program. You can also look at components in your booth as rental options, like monitor stands or reception counters. A combination of rentals and ownership can save you money.

trade show shipping costs

3. Tension Fabric vs. Direct Print Graphics

Fabric graphics dominate the trade show scene. And they should. They are vibrant, lightweight, and durable. Recent fabric print innovations make them nearly identical to direct prints, without the hassle of complicated crating or special packaging. The key to fabric graphics is to insist on HD quality. Printing technology is evolving very fast. What was acceptable three years ago appears muddy by comparison to newer printing techniques. Do your homework, ask for details about their equipment, and get quotes from several sources.

Does that mean that direct print graphics have gone the way of the dinosaur? No. They are appropriate for small graphics, dimensional applications, and where the chance of damage is minimal. However, in the long run, fabric graphics will likely last longer. And they are easier to clean if you get them dirty.

cut tradeshow rental costs

Lower Your Trade Show Setup, Dismantle, & Labor Costs 

4. Pre-Wired Electrical & A/V

Everybody makes this mistake. It happens. We’re so focused on the exhibit design that we don’t consider all the electrical components and wiring going into the booth space. If you’re going to have monitors or laptops in your booth, or need to have a particular lighting configuration, all of these things need to be considered in the beginning while the exhibit is being built.

Once the exhibit moves from the shop floor to the show floor, the costs to make changes to your booth not only increase exponentially (sometimes by a factor of 10), but the final solution is also rarely as elegant as one that would have made sense during construction. Plan for where the lead retrieval device will go. Think about all the computers, laptops, and monitors. Make every effort to prewire the lighting. You’ll save time, money, and headaches, and avoid damaging your exhibit at the show.

5. Complete Setup/Assembly Instructions

No one expects you to read the owner’s manual for your new toaster. You get a pass on that. However, the setup instructions for your booth are a different story. You need to review them and determine if they make sense before the show–– both how the booth is assembled and how it’s disassembled and repacked.

If you don’t understand the instructions while on the show floor, you’re going to waste both time and money. If you find mistakes in the instructions, go back to your exhibit house and ask them to make corrections. We’ve all experienced the moment during installation where three to four people are standing around trying to make sense of the next step. Sometimes that’s a minute or two. Other times it’s much longer, and the clock is ticking on your labor bill the whole time.

6. Hire a Supervisor from Your Exhibit House

If your exhibit house offers to send a supervisor to the show for a fee, you may want to consider it. They are familiar with the assembly of the booth, saving you time and labor costs during setup and dismantle. If there is a problem, that person is the direct path to a solution, whether locally or from the exhibit house.

It may not make sense for a smaller inline, but it’s usually a good idea for larger, more complex booths, especially the first time the exhibit is assembled on the show site. Given a choice, would you rather supervise the assembly of your booth or devote your time to all the other responsibilities necessary to ensure your show is a success?

7. Communicate with Your Labor Exhibitor Appointed Contractor (EAC)

You may be familiar with trade show labor – the labor provided by the show contractor to help set up your booth – but you may be unfamiliar with Exhibitor Appointed Contractors, or EACs. These are independent companies that have the right to provide labor services within a convention center.

Working with an EAC offers multiple benefits. While you may not save a lot of money in a one-off situation, you will save money over time by contracting with an EAC. They are invested in keeping your business and making accommodations that you won’t get from the regular labor pool, because they’re goal is to keep you as a client for multiple shows.

An EAC encourages you to communicate with them before the show by sending them your setup instructions, photos, and other details. This allows them to plan, and planning always saves money. If you have a lasting relationship with an EAC, they will understand and remember how your booth is assembled each year, and correct problems quickly and effectively, ultimately speeding up the process and saving you hours of labor. For more information about EACs, contact EACA, the Exhibitor Appointed Contractors Association

8. Monitor Setup and Dismantle Times

In most cases, there is a four-hour minimum for trade show labor. Pay attention to that minimum. Exhibitors get skittish about overtime (and should). However, there are times when you can complete I&D with just an hour of overtime. That overtime will be less expensive than scheduling labor for four hours the next day.

Minimums also matter when scheduling how many laborers you need in the booth. Three workers working on straight time is less expensive than two workers working straight-time and overtime. While it’s not always an exact science, it should be a planned decision, not one that happens by chance.

9. Dismantle Supervision

It’s the end of the show, and you’re exhausted. The last thing you want to do is dismantle your booth. But having someone stay with the booth to oversee the dismantling can be critical.

That person can supervise the disassembly and monitor that the booth gets packed and labeled correctly. Even if it means one more night at a hotel or a couple more meals, that person is invaluable to ensuring your booth isn’t damaged and is ready for the next trade show.

The number one cause of damage isn’t assembly. It’s careless disassembly and packaging. In the chaos after the show, it’s not unusual for parts and pieces to get lost or stolen. Being there minimizes those surprises.

how to calculate your costs tradeshow

Reduce Trade Show Shipping Costs & Packaging Costs

10. Crate or Case Design

Yes, the actual design of your new exhibit is important, but so is the design of the crates or cases. Make sure you’re using space in the most optimal way possible. If you plan to bring literature and promotional products to the show, consider packing them in the crates or cases rather than sending them in separate shipments. Same with monitors which can be expensive to ship separately and the possibility of damage increases with each shipment. 

Having these conversations with your exhibit house can reduce your material handling/drayage bill significantly. Talk about the size of the crate and what goes in it. It’s much cheaper to have monitors, promotional products, etc., packed in the crate rather than sent separately.

11. Reusable Packaging Materials

All too often, the packaging materials you receive with your booth components are designed to be used once, like foam padding and bubble wrap. Those are tossed away during installation. At the end of the show, you’re left wondering how you’re going to re-pack your booth for shipping and storage. Don’t let that happen to you. You deserve better. Your expensive exhibit deserves better.

Insist that your exhibit house provide reusable packaging materials from the beginning. They make all the difference with far less damage and faster setup and packing. “Numbered” components go where they belong in the case or crate. There’s a logical progression. You see, and your team sees, if something is missing immediately. You paid a lot for the display. You should demand that it looks pristine for as long as possible which is more likely to happen with logical, well-made, reusable packaging materials.

 12. Avoid Special Handling Charges

Make it easy for the General Show Contractor to move your freight from the truck to your booth space. Avoid stacking or strapping items together on a crate, like flooring, which can make moving it cumbersome. On the other hand, the more loose components, the higher the material handling bill will be at the end of the show. They require more labor and effort, and the show contractor will recoup that time and effort on your bill, which can sometimes double or triple the charges.

If you do get a special handling charge, be sure to ask the general show contractor why those charges were added. You can then get a good idea of what to avoid next time. It may not always make sense to you, but it’s not about logic. It’s about saving your money.

13. Advance Warehouse vs. Direct-to-Show

There are two main ways to ship your booth to a show: Advance Warehouse and Direct-to-Show. While Direct-to-Show shipping appears cheaper, shipping to the Advance Warehouse may actually save you money.

When you ship your booth to the Advance Warehouse ––  sometimes a month ahead of time –– you have less to worry about as you get closer to the show. When the show dates get closer, everything in the Advance Warehouse will move to the venue. Say you’re attending a show that takes place Monday through Wednesday. The setup for that show is likely to be on Friday, Saturday, and Sunday. If you ship your booth to the Advance Warehouse, your exhibit will be ready for your crew to assemble Friday morning.

If you ship it Direct-to-Show, however, you may experience delays, and it’s difficult to predict and arrange your labor when you don’t know when your booth will arrive. In most cases, your freight driver is sitting in the marshalling area waiting to unload, which means you’re paying for that wait time. If that happens, your setup may move to Saturday or Sunday, incurring overtime vs. regular hours.

14. Hanging Sign to Advance Warehouse

If you have a hanging sign, ship it to the Advance Warehouse (even if you don’t ship your booth there). It’s easier for the riggers to hang that sign above your assigned booth space when there’s no one on the show floor. But most importantly, they’re less likely to inflict damage to your sign and to your booth. Better yet, design your exhibit so it’s visible on the show floor but doesn’t require a hanging sign. Hanging sign charges can often be as much as 30% of your onsite labor charges. 

15. Ship Smaller Packages to Your Hotel

You’re going to forget something. It happens. However, shipping small packages to the show site can increase your material handling/drayage bill dramatically. Instead, ship those packages to your hotel and carry the items onto the trade show floor. Most hotels don’t charge to receive and store small packages. 

If there is a small hotel service fee, it will ultimately be less expensive than shipping it directly to the show. Plus, it’s less likely to get lost. If you’ve ever tried to track down a small package at a convention center, you know the frustration of wandering through a dock with hundreds of crates, cases, and packages.

16. Pre-arrange Return Shipping

Exhibitors focus so much attention on getting their exhibit to the trade show that they often forget to arrange return shipping. The last thing you need is the added stress of arranging freight after three exhausting days on the show floor.

In a desperate situation like this, an exhibitor might turn to the show contractor and ask them to ship it, which is always more expensive. If they forget to make those arrangements, the show contractor will have to ship their freight back to them (called a force shipment). This can be as expensive as a downpayment on a house –– a massive hit to your bottom line. Always, always, always  pre-arrange return shipping.

exhibit costs

Save Big With Pre-Show Planning 

17. Early Bird Forms 

This is the easiest way to lower your trade show costs. There is a reason these early bird forms exist. The General Show Contractor wants you to complete them early, because the more information they have, the better they can prepare for the show.

Many exhibitors, however, procrastinate this task. While filling out these forms can be a painful exercise, it’s critical to submit them by the early bird deadlines. If you don’t have all the information you need, or some information will be subject to change, that’s okay. You can make corrections later. By sending in these forms early, you can save hundreds or even thousands of dollars.

18. Pre-assemble and Inspect Your Exhibit

While you may not like the idea of having to assemble the booth twice—once in your own shop or at your exhibit house, and then again on the trade show floor—this planning step is an important strategy for controlling trade show costs. Knowing what to expect in terms of assembly helps you save time and avoid any nasty surprises.

As any trade show veteran knows, when there’s an issue on the show floor, it’s almost always a painful and expensive fix. There are no cheap solutions on the trade show floor. Whether it’s overnighting graphics or getting a spare part over the weekend, everything is going to be more costly –– and stressful. Make sure everything is right before you ship your booth to the show. Having your booth only partially assembled on the day the show opens is worse than having your exhibit not arrive at all.

19. Prep Graphics, Literature, & Promotional Products

The exhibit is the main attraction. Always will be. But there are other marketing and operational tasks to complete, such as literature, promotional products, and shipping. All of these, when done ahead of time, will save you a significant amount of money and lessen your anxiety.

We tend to work toward a deadline. What if we worked well in advance of a deadline? For example, your supplier may give you a timeline of 7-10 days, like ordering a promotional giveaway. But a timeline of 7-10 days assumes everything goes according to plan. It won’t. Don’t wait until the last minute. Plan for ground shipping vs. overnight and assume there’ll be a glitch or two along the way. You’ll have the opportunity to see any mistakes and have them corrected early. As a bonus, you’ll sleep better the week before the show.

20. Cleaning Supplies

Cleaning fees, like vacuuming your booth space each morning, while convenient are expensive. It can cost hundreds of dollars simply to have someone vacuum your exhibit every morning. On the other hand, you can buy a $99 vacuum that can fit in your crate and ship with your booth, along with other necessary cleaning supplies. Make it a game with your exhibit staff. If everyone pitches in with the cleaning each day, the money you saved by not paying for cleaning services can go toward a post-show celebration.

21. Purchase Your Monitor at the Show City

This is a great cost-saving idea. You may need a monitor in your booth, and with the prices of flat screen TVs plummeting, you can get a nice one from $300 to $600 dollars depending on the size.

Instead of paying to ship that monitor to the show, simply buy it at the show city –– whether you’re in Las Vegas, Chicago, or Orlando. Then, to save the money on shipping the monitor back to your location, use it as a giveaway to encourage more booth traffic and collect more leads. Who doesn’t want to win a flatscreen TV?

22. Internet

Think hard about whether you really need to be connected to the Internet in your booth. Does it advance your trade show marketing program in any way? Or is it a distraction? Cell service may be all you need to connect your devices to the Internet.

Internet charges on the show floor can be extremely high, and connectivity is often unreliable, making it a wasted investment anyway. If you’re using lead retrieval or mobile order writing software, consider solutions that have offline access.

trade show design costs

Smarter Lead Capture & Marketing on a Budget

23. Invest in Lead Retrieval Software

Whether you rent, purchase, or lease lead retrieval software depends on your show schedule and the sophistication of your lead management. Some exhibitors are only interested in collecting the most basic information: client name, contact information, show, and date. Others have a comprehensive list of questions they want answered and need the ability to email literature or follow up directly from the show. Others have specific requirements for their CRM software and how it should be uploaded and managed.

If you want to collect detailed information on your leads, lead retrieval software is a good way to save time, money, and headaches when it comes to lead retrieval at the show. However, choose the lead retrieval package that makes the most sense for your situation. Don’t pay for more than you need. And don’t buy less than you need, whether it’s for one show or for your entire show schedule. Cheaper software can actually be more expensive in the long run.

24. Share Advertising

This may not apply to everyone, but it can be a huge cost savings. If you have strategic industry partners who are exhibiting at the same show and have similar customers but aren’t direct competitors, explore opportunities to cooperate with them on show advertising and co-hosted events.

Splitting these costs will allow you to expand your marketing and networking while saving money. Splitting bar tabs and meals with common customers goes a long way without having any impact on your sales process.

25. Use Giveaways Strategically 

Giveaways or promotional products are a staple of trade shows. However, not every exhibitor uses them strategically (or wisely). Don’t treat them like candy tossed from a float at a 4th of July parade. Instead, consider how a cheap pen giveaway will be perceived by trade show attendees. Giveaways should be part of an overall strategic trade show marketing plan. 

When used wisely, trade show giveaways are an investment in your business. They serve as silent salespeople, promoting your company long after the trade show or sales event is over. If you are considering adding incentives to your marketing strategy, you are in luck. The incentives industry is a multi-billion-dollar business with a vast range of products that can be printed, embossed, programmed, or custom-made to enhance and bring attention to your trade show exhibit.

Trade show attendees are more likely to keep giveaways that are practical, useful, and memorable. Items like water bottles, tote bags, pens, and notebooks are popular choices because they have everyday applications. In addition, consider high-quality items which are more likely to be kept. 

cost of trade shows

Budget-Friendly Travel & Lodging Tips for Exhibitor Teams

26. Rent a House

If you’re bringing a group of six or more people to a show, renting a house near the convention center can be a much more economical accommodation option than paying for individual hotel rooms. It also offers much more flexibility with transportation, meals, and meetings with clients. 

27. Combine with a Company Retreat or Offsite 

Many exhibitors use the house they rented as a venue for networking events and parties during the show. It’s also a great excuse for combining a company retreat or training with the trade show.

28. Share Team Meals 

The meal budget at a trade show is often overlooked during planning… and then the individual expense reports hit the CFO’s desk and everyone starts pointing fingers. It’s not about eating fast food. It’s about making smart decisions. Consider staying at a hotel with a complimentary breakfast. If you’re renting a house (see #26), stock the pantry with grab-and-go groceries or plan a group dinner where everyone makes their favorite dish. 

Even little decisions can make a huge difference. For example, if the show is in Las Vegas, it’s often significantly less expensive to take a taxi (or Uber) to an off-the-strip restaurant than eating in the casino. Consider shipping a couple of cases of water with your booth. That way it’s convenient during I&D and show hours and no one will be grumbling about having to pay $8 for bottled water at the concession stand. 

Finally, wining and dining clients can be pricey, but many non-competing exhibitors have shared clients attending the trade show. Consider tag-team dining with clients and split the check. It’s a win-win for everyone.  

Store Smarter: Reduce Repeated Shipping Fees

29. Store the Booth Locally

This applies to people with active trade show schedules in the same city. Rather than having the booth shipped back to the main office every time, look at having the booth stored locally in that city. It can be stored at a local or regional exhibit house, or with a transportation carrier that can store the booth for a nominal fee.

In fact, the storage fees may be less than what you would have paid to ship the booth to and from the show each time. Check with your Exhibit Appointed Contractor. They often have suggestions on storage options in convention-centric cities like Orlando, Las Vegas, and Chicago.

Cut Trade Show Rental Costs Without Cutting Quality

Here’s a secret. Walk any major trade show in Las Vegas, Orlando, or Chicago and you’ll notice one obvious change and one not so obvious one. Exhibits have gotten bigger, brighter, and bolder whether it’s a 10 ft. inline or a 30 x 40 island. It’s an impressive transformation. However, what you may not realize is that 25-35% of those designs are rentals. Yes, rental exhibits. 

Rentals are no longer the ugly stepchildren. They’re indistinguishable from their purchase siblings. Exhibitors are choosing rentals for a multitude of reasons like cost, design flexibility, and no long-term ownership hassles. Here are eight reasons to rent your next trade show exhibit. 

8 Reasons to Rent Your Next Exhibit:

1. Financial Flexibility: Renting generally requires a lower upfront investment compared to purchasing a booth. This frees up capital that can be allocated to other crucial marketing initiatives, staff training, or product development. It also eliminates ongoing expenses like storage, maintenance, and depreciation.

2. Design Flexibility: Trade shows vary in size, audience, and industry focus. Renting allows you to customize your booth’s design, size, and layout to perfectly match the specific requirements of each event. You can experiment with different configurations, graphics, and messaging, ensuring your presentation remains fresh and engaging for diverse demographics and varying floor plans.

3. Upscale Designs: The exhibition landscape is constantly evolving with new design trends and interactive technologies. Rental providers frequently update their inventory, giving you access to the latest innovations without the commitment of ownership. This enables your brand to showcase a modern and cutting-edge image at every event.

4. Minimal Ownership Headaches: Owning a booth comes with responsibilities like storage, transportation, setup, and dismantling, which can be complex and costly. Rental agreements typically include comprehensive support services, alleviating these challenges. This means less stress and more time for your team to focus on engaging with prospects and maximizing the trade show’s potential.

5. Just “Testing the Waters”: If you’re new to trade shows or want to test a new market or product, renting is a low-risk way to get started. It allows you to gauge the effectiveness of trade show marketing for your business before making a significant investment in a custom-built booth.

6. Flexible Rebranding: Trends change, and companies rebrand. An owned booth can become outdated or no longer align with your brand identity, requiring costly modifications or replacement. Renting allows you to easily update your look or completely change your exhibit to reflect new branding or marketing strategies.

7. Sustainable: Renting aligns with eco-friendly practices by promoting the reuse of exhibition booth components. This reduces waste and the demand for new materials, contributing to a more sustainable exhibiting approach.

8. Faster Solutions and Less Planning: If you decide to attend a trade show at the last minute or have a tight deadline, renting can be a faster and more efficient solution than designing and building a custom exhibit from scratch. Rental companies often have pre-configured options that can be quickly customized with your branding.

booth costs

Final Thoughts on Trade Show Costs: Plan Strategically, Spend Intentionally

Trade show costs continue to rise, just like all marketing costs. That shouldn’t surprise anyone. However, savvy marketers do what they’ve always done with their trade show program: they plan strategically, and spend intentionally. They can’t (and shouldn’t) rely on the show organizers to drive prospects to their booth. Nor should they assume that handshakes, mints, and a new booth will close sales. 

ROI matters to the C-Suite, which means managing costs while creating anxious curiosity before the show, meaningful experiences during the show, and eager follow-up after everyone has headed home. The key to managing trade show costs isn’t to be cheap. It’s making wise choices that ensure the strategic marketing plan meets its goals. 

For over 30 years, Classic Exhibits has been designing and building creative custom solutions for our Distributor Partners and their clients. As North America’s largest private-label exhibit manufacturer, we have the unmatched capability, capacity, and creativity to create 3D projects ranging from 10 x 10 inline displays to 60 x 80 double-deck islands. 

Find success on the trade show floor with an exhibit that reflects your marketing message. For more information, see www.classicexhibits.com and explore Exhibit Design Search or request a meeting with a Classic Distributor Partner.

Trade Show Planning: A Step-by-Step Guide

February 11th, 2025 COMMENTS
Trade show planning

We all know the expression, “If you fail to plan, then plan to fail.” Which, if we’re honest, isn’t always true. Some projects don’t require much planning. Trade shows, and in particular trade show marketing and exhibition, do require careful and systematic planning to be successful.

Yet, there are companies that devote less time to their trade show planning than they would to a 4-year-old’s birthday party. 

It’s nuts… especially when you consider the cost of trade shows and the lost opportunities when trade show planning is handled haphazardly. But you’re not that person, right? You want your trade show program to be professional and financially successful, which is why you’re reading this article. 

The Importance of Trade Show Planning 

Trade show planning is crucial for businesses to maximize their return on investment (ROI) or return on objectives (ROO). A clear and comprehensive plan ensures that companies maximize their sales opportunities while minimizing costs (and stress). 

Any “live event” can be unpredictable and trade shows are no exception. However, what’s often described as “unpredictable” by some exhibitors, like shipping, labor, or show services, is more often the result of poor planning. Everyone and every company that provides services to exhibitors understands that communicating deadlines, pricing, timelines, and expectations makes everyone’s job easier. They don’t want surprises any more than you do. 

Regarding what size exhibit to buy or rent, as a general rule, a 10 x 10 booth is sufficient for a small business. At 100 square feet, you can accommodate at least four people at once, two staffers and two attendees. Consider a 10 x 20 for a medium business and islands for a larger business. The size of the booth, however, depends on your goals and products. At a trade show, size matters, but it should complement, not dictate your exhibit marketing goals.

Trade Show Event Planning: The Basics

Assign one person to be in charge of timetables and scheduling. Assign another person to draw up the trade show budget and define the marketing goals. This person will have to account for the cost of renting or buying a booth, the cost of accessories such as literature racks, as well as travel expenses. Travel expenses will vary depending on the location and duration of your stay. If you decide to rent, you should expect to budget:

  • 25% on renting your booth space
  • 20% on design and graphics
  • 15% on electrical, cleaning, and drayage
  • 10% on shipping materials to and from the trade show
  • 10% on press kits and pre-show promotions
  • 20% on staffing, travel, and other miscellaneous expenses


If you decide to purchase an exhibit, you will want to work with a professional exhibit designer. Most exhibit distributors have a designer on staff or rely on their exhibit manufacturer to supply design and rendering services. You will need to follow the rules and regulations on booth design for your particular show as well as observe basics such as fire, electrical, and safety codes and provide wheelchair accessibility. Rely on your exhibit designer who understands these requirements.

trade show event planning

Trade Show Planning Guide: Key Steps to Success 

By investing in comprehensive trade show planning, businesses can maximize their chances of achieving their goals, generating new leads, building brand awareness, and securing new business opportunities.

Define Clear Goals and Objectives: Without clear goals, it’s impossible to measure the success of a trade show participation. Thorough planning helps identify specific objectives, such as generating leads, increasing brand awareness, or launching new products.

Develop a Strategic Budget: Trade shows can be costly, so creating a detailed budget is essential to avoid overspending. Planning allows for accurate budgeting for booth space, staff expenses, travel, accommodation, and marketing materials.

Design an Engaging Booth: The booth is the company’s face at the trade show, so it needs to be visually appealing, informative, and functional. Planning ensures that the booth design aligns with the brand message and effectively attracts visitors.

Prepare a Pre-Show Marketing Campaign: Trade show success often hinges on pre-show marketing efforts. Planning allows for strategic campaigns to generate interest, drive traffic to the booth, and schedule appointments with potential customers.

Train Your Staff: Trade show staff should be knowledgeable about the company’s products or services and well-prepared to engage with visitors. Planning ensures that staff is trained on sales techniques, lead capture methods, and answering common questions.

Establish Lead Capture and Follow-Up Systems: Effective lead capture is crucial for converting trade show interactions into future business opportunities. Planning involves setting up systems to capture leads digitally or on paper and establishing a follow-up process to nurture those leads.

Measure and Evaluate Results: After the trade show, it’s important to evaluate the results and identify areas for improvement. Planning facilitates the collection of relevant data, such as lead generation, booth traffic, and customer interactions, to measure the success of the event.

trade show planning guide

Leveraging a Trade Show Planning Checklist

Strategy and details drive trade show success. For new exhibitors, the details (and the steps) can be just as opaque as the terminology. Fortunately, there are handy online tools for creating a trade show checklist

Having a checklist also ensures nothing gets forgotten or overlooked, which can and will happen to new exhibitors. There are big “Oh No’s!” like not scheduling freight to and from the show, booking labor to install and disassemble your exhibit, and forgetting to purchase flooring. Then there are the “Oh Darn!” tasks like not including cleaning supplies in the case/crate, sending literature at the last minute, or not ordering lead retrieval until you arrive at the show.

Preliminary items on your checklist should include: 

  • Exhibition goals and strategy
  • Budget
  • Departmental responsibilities 
  • Show date(s) and due dates for ordering services
  • Exhibit design meeting(s)
  • Graphic design meeting(s)
  • Identifying booth staffing and responsibilities
  • Booking travel and lodging
  • Creating pre-show, show, and post-show marketing/sales plans, including sponsorships, mailings, invitations, and in-booth events.
  • Designing and ordering promotional materials and giveaways
  • Scheduling freight to and from the show

Understanding the Role of a Trade Show Planner

Start by assigning someone as the “master trade show planner.” They don’t have to make every decision, but they do have to own the list, including additions, revisions, and due dates. In other words, someone has to be the adult about your trade show planning. 

Having a Trade Show Checklist and a Master Planner will ensure you maximize your budget.  They will remind the team to book travel, lodging, freight, and promotional materials. In addition, they will complete the show forms during the early bird dates. 

For many trade show rookies (and experienced freight professionals), trade show logistics can be confusing. Convention centers, general contractors, and even shippers treat trade show freight, whether LTL or UPS, a little differently. To avoid any missteps, be sure to review the shipping guidelines carefully in the show’s exhibitor handbook and click on the trade show logistics link in this paragraph for a deeper dive in the do’s and don’ts.  

Finally, trade shows are stressful and stress is the exact opposite of what you want during a show. Fortunately for the Master Planner, with each passing show, trade show checklist management becomes easier – and it’s not because the number of tasks gets shorter.  Knowledge and experience make the job easier. Completing the electrical form, which gave you hives, takes minutes instead of hours. And, after a few hiccups, you understand when to schedule I&D labor vs. rigging vs. flooring. You’ve done the trade show choreography and every move, every step has a logic that seemed utterly random before. 

Trade Show Management: Ensuring a Smooth Experience 

Who is trade show management? It’s less straightforward than it appears. At most shows or events, there are three management teams, each with different responsibilities. Knowing who does what will make your life considerably easier if you encounter issues or simply need answers to questions. 

Exhibition, Convention, or Show Hall Management:  Every exhibit hall or event venue has a team that handles sales and marketing, schedules shows, maintains the facility, and negotiates contracts with unions, food vendors, and janitorial services. They are responsible for the management and success of the building. For smaller shows, meetings, or events, they may even serve as the show management. 

Show Management:  Whether it’s a local boat show or the annual trade show for the American Cardiology Association, the “show” is owned and managed by a company or an association. They are responsible for everything associated with the show without necessarily handling every activity. For example, they identify the location for the show and negotiate space and services with the facility management. They also contract with a General Show Contractor to handle drayage, electrical, pipe and drape, signage, labor, etc. However, the show management devotes much of their time to marketing the show, developing education sessions, scheduling speakers, creating social events, soliciting sponsors, and registering attendees and exhibitors. 

General Show Contractor (GSC); Most exhibitors interact primarily with the General Show Contractor and often confuse the GSC with both Show Management or Show Hall Management. As mentioned before, the GSC handles a variety of functions for exhibitors, depending on the show. These may include moving and storing freight, electrical services, cleaning, labor, sign rigging, rental furniture, and in some cases even renting exhibits. The GSC has a contract with Show Management and when an exhibitor hits a wall resolving a problem with the GSC, they should contact Show Management, who typically has a temporary office in the show hall. 

The Exhibitor Advocate:  The Exhibitor Advocate is a non-profit advocacy group that provides exhibitors with education, resources, and assistance with trade show challenges. They’re not show management nor are they at the show. Instead, they are a valuable partner who can help exhibitors address challenges and prominent pain points to ensure your events remain a valuable and irreplaceable marketing channel.

The Exhibitor Advocate’s mission is to amplify the voice of exhibitors to ensure the enduring success of exhibitions and events by collaborating with all stakeholders to promote and cultivate open communication, consistent standards, and industry best practices.

trade show management

Seamless Exhibit Planning with Classic Exhibits! 

Successful trade show marketing doesn’t happen by accident. There’s always a strategy and a plan. The key is identifying the right strategy and executing the right plan. For over 30 years, Classic Exhibits has been a reliable source of expertise for new and seasoned trade show marketers. 

The Classic Exhibits Distributor Network includes over 200 exhibit houses and display professionals in North America. Find success on the trade show floor with an exhibit that reflects your marketing message. For more information, see www.classicexhibits.com and explore Exhibit Design Search or request a meeting with a Classic Distributor Partner.

Trade Show Planning FAQ

Below are 4 common exhibitor questions related to trade show planning. 

1. How early should I start planning for a trade show? 

Let’s assume that planning means, at a minimum, deciding to exhibit, the size of the floor space, and the location on the show floor. For most shows, the show organizer requires a commitment soon after the previous show. You don’t have to commit then, but it means you’ll have few options about your booth location. 

The exhibit design process should start about six months in advance, even if you already have an exhibit and are only planning tweaks to the structure or the graphics. Waiting almost always leads to higher costs and design compromises. 

2. What is the most important part of trade show planning?

Not to sound sarcastic, but it’s the actual planning. Far too many exhibitors treat a trade show as a company vacation. They don’t have a strategy. They miss details and deadlines. They don’t coordinate the sales and marketing teams or involve other departments in the company. Even the C-level executives are often in the dark. As a result, they spend too much money and grumble about the results. Exhibitors who stumble into a trade show rarely leave with positive results.  

3. How do I choose the right trade show for my business?

No two businesses are identical. Even businesses that are competitors. If you are unsure about whether to participate in a specific trade show, do the following: 

  1. Go as an attendee before committing to be an exhibitor. Wander the floor, and talk to other attendees about why they attend and their objectives. 
  2. Contact friendly competitors or other exhibitors listed on the show’s website. Contact them about their history and success at the show.

Talk to the show organizer. This may seem obvious, but most potential exhibitors never take the time to ask the show organizer for advice. They know their audience, and they want to show to be successful. They can assist with not only if you should participate, but also how to land running. 

4. What should I expect from my exhibit house?

Guidance, knowledge, and support. A trade show professional’s job is to ensure your trade show marketing program is successful. Designing, building, and storing your exhibit are services, important services, but any exhibit house can do that. You should expect more, much more. By tapping into their experience, you’ll sidestep the most common mistakes exhibitors make. Plus, they will share trade show trends, strategies, and vendors.   

Join Us at Connect Marketplace in Milwaukee, WI

July 10th, 2024 COMMENTS

Are you headed to Connect Marketplace 2024 in Milwaukee, WI? We’ll be there too! Look for Classic Exhibits in the show hall. We’ll be featuring a Symphony Portable Display, along with messaging about our private-label services to exhibit and event companies.

To schedule an appointment, contact Mel White, VP of Marketing and Business Development (mel@classicexhibits.com). Or stop by the booth from August 27-29.

Connect Marketplace 2024

For 30 years, Classic Exhibits has been designing and building creative custom solutions for our Distributor Partners and their clients. As North America’s largest private-label exhibit manufacturer, we have the unmatched capability, capacity, and creativity to create 3D projects ranging from 10 x 10 inline displays to 60 x 80 double-deck islands. 

Find success on the trade show floor with an exhibit that reflects your marketing message. For more information, see www.classicexhibits.com and explore Exhibit Design Search or request a meeting with a Classic Distributor Partner.

40 Eye-Catching Trade Show Booth Design Ideas

February 9th, 2024 2 COMMENTS
trade show booth design

Six Exhibit Design Trends

When it comes to trade show booth design, six trends have dominated for inlines and islands over the past five years. 

  1. Large Tension Fabric Graphics
  2. LED Lightboxes with Backlit Fabric
  3. Curves
  4. Rental Inlines and Islands
  5. Sustainable Materials
  6. Customization  

With the exception of basic portable displays, modern trade show exhibits are bigger, brighter, and curvier than ever. Even traditional square and rectangle booths have gotten more upscale as customization has gotten easier and more affordable. Rentals included. Gone are those basic and battered booths so common from show organizers and general service contractors (GSC). Now, it’s nearly impossible to tell a purchased booth from a rented one from most exhibit houses. In other words, trade show booth design, construction, and ownership are more flexible and beautiful than ever before.

Getting Started with Trade Show Booth Design

Every perfect trade show booth design starts with identifying your audience, marketing goals, and trade show budget. Exhibit designers use this information as the first step, then they’ll ask additional questions to fine-tune the booth to your specific requirements. For example – they’ll identify whether you need storage, meeting areas, overhead signage, and accessories like monitors, literature trays, charging stands, etc. They’ll even determine if you’ll need rental furniture like office chairs, sofas, and end tables and suggest styles to match your graphic design. 

The 15 trade show booth design examples below show recent design trends in custom, modular, and portable displays, along with sustainable exhibits and rentals. Don’t be afraid to drill down on what works (and doesn’t work) for your booth design vision. Then share them with the exhibit designer.  

6 Trade Show Booth Ideas & Examples (Islands)

1. GK-5153: Island Exhibit

trade show booth ideas veggie noodle

A well-designed trade show island exhibit should be attractive, inviting, informative, and practical. The GK-5153 does all that… and more.  It combines a casual meeting space with functional counters for product samples. The design includes a reception counter, also with locking storage. Throughout the island, there are large graphic opportunities at multiple angles to attract attendees from every aisle, including a 16 ft. tower.

Many of the flat panels are from the patented Gravitee System, which connects without tools or loose parts, making assembly much easier than traditional panels.  The Large Aero Overhead Hanging Sign pulls it all together with internal and external graphics.  

2. GK-5147: Island Exhibit

It’s the complete package. The GK-5147 island maximizes the available space with double-sided curved panels. The design includes iPad workstations, monitor mounts, and a presentation area. There’s an attractive custom reception counter with a backlit graphic and LED accent lights. In addition, the islands have multiple seating areas all with USB charging ports so your clients can charge their phones and tablets. All the curved panels are from the patented Gravitee System, so individual panels connect without tools and there are no loose parts or pieces.

3. RE-9091: Island Exhibit

trade show booth ideas

An island exhibit doesn’t have to stand tall or be overly complicated. It simply has to fit your tradeshow marketing needs… and get noticed. The RE-9091 rental island has two eye-catching double-sided SuperNova lightboxes. These lightboxes assemble quickly and are always the star attraction in any booth space. The RE-9091 has a large full-size closet along with storage in each reception counter.

In addition, the closets do double duty, serving as lightboxes on the two longer sides and supporting a monitor in the lounge. High above, there’s an Aero Triangle Hanging Sign so you’re sure to attract attention from across the show hall.

4. RE-9139: Rental Island

The RE-9139 Rental Island goes way beyond a pretty picture. We’ve incorporated key features such as large graphics, private and semi-private conference rooms, towers with locking storage access, and workstations and reception counters with secure storage. Not enough? Then add product shelves, large and small monitors for presentations, a variety of light fixtures, and hanging signs for high visibility from anywhere on the show floor. 

5. ECO-4094: Sustainable Island

trade show booth ideas sustainable

Looking for a big bang on a modest budget? Plus a sustainable design? The ECO-4094 doesn’t disappoint with (3) double-sided backlit towers, fabric graphics, ample meeting space, and an amazing reception counter with locking storage. The open format allows for multiple entries into the booth, which can often be a challenge for an island exhibit. The 12 ft. tower can support a large monitor and there is enough space for presentations. All that and built with eco-friendly materials. 

6. ECO-4100: Sustainable Exhibit

trade show booth ideas island

The ECO-4100 Sustainable Exhibit takes a traditional square design and transforms it into a more inviting space with curves. There are two demo stations facing the aisles, a backlit counter with storage, and a cozy lounge in the middle. The large overhead attached sign ensures you’ll be seen from any angle on the show floor. You go to trade shows to be seen… so be seen with the ECO-4100 20 x 20 island booth. 

5 Custom Trade Show Booth Ideas 

1. Travel Portland Custom Booth

Custom Trade Show Booth Ideas

A city known for its vibrant culture, arts, food, bicycling, festivals, and nightlife, Travel Portland wanted to present a multi-sensory experience of the city.​ This island exhibit needed to flex for use at three shows per year in a 20×20 or 20×30 configuration. One requires an informational experience, one focuses on setting meetings with destination planners, and one is focused solely on the attendee’s sensory experience. ​The ability to change out graphics easily for each show was paramount. Travel Portland requested lightweight components to reduce shipping costs and a modular structure that was easy to assemble and easy to reconfigure between 20×20 and 20×30. ​

2. Google’s Custom Booth

Google wanted a fun, creative, almost childlike atmosphere in their island exhibit, similar to the vibe in Google offices around the world. ​Google had a long wish list of functional requirements: multiple seating areas, interactive spaces including a selfie wall, storage for swag, a tall visible structure, a distinctive hanging sign, a prominent reception counter, and strong digital moments.  All of which had to fit in a 20×20 space without feeling cramped.​ Finally, the 20×20 had to be easily reconfigurable into larger booth sizes at future shows.​

3. Custom Booth for Slate

Slate wanted a welcoming, attention-grabbing, and professional atmosphere that incorporated a Seattle theme where the event was held. They needed multiple meeting spaces, product demo workstations, and large-scale eye-catching graphics. They reserved a unique 20×60 space that spanned the windowed atrium between the two show halls. Slate’s nature-themed design in the arched atrium complemented the space and appeared to extend far beyond the 20×60 footprint it occupied. ​

4. Home To Go Custom Exhibit

As a first-time exhibitor in the US market, Home To Go wanted an impressive presence at their industry’s largest event. Throughout the year, they exhibit in 10×30, 10×20, and 10×10 shows, requiring their exhibit structure to be flexible yet visually consistent.​ Home To Go’s strategy for increasing visibility was to “glow.” They chose an expansive 30 ft. back wall lightbox with a surrounding wood frame. The outside of the frame is covered in a dark woodgrain laminate, and the inside is laminated with Home To Go’s signature purple, which further reflects the light from the backlit graphic.​

5. Custom Booth for Odyssey Foods

Odyssey Foods wanted attendees to sample their unique products in an intimate yet approachable experience that mimics an authentic Seattle bistro. An effective chef demo was critical, including seating for buyer conversations and a large menu board to showcase recipes being prepared. This demo area needed easy access to a private prep and storage area. Additionally, the client required real and engaging display areas to showcase the array of Odyssey products. The ongoing menu and product updates required multiple large areas for signage that could be easily changed.​

5 Vendor Booth Ideas & Examples (Inlines)

1. GK-1013: Inline Exhibit

 Vendor Booth Ideas inline

No corporate exhibitor wants a generic exhibit. They want a modern display tailored to their message and tradeshow marketing mission. The GK-1013 is ideal for serious exhibitors who want to show products and big images. The exhibits include shelves, monitor mount, and storage, including both walk-in and counter storage.

The Gravitee One-Step back wall assembles quickly with modular panels. Graphic choices include tension fabric or direct prints depending on your preference. Best of all, the 10 ft. inline can be expanded to a versatile 20 ft. display. 

2. VK-1354: Modular Exhibit

vendor booth ideas backlit

Striking the right balance between aesthetics and performance is crucial for any trade show display. The VK-1354 blends them two perfectly with bold graphics, backlighting, practical features, and convenient storage. This exhibit offers a large backlit graphic for high impact along with direct print headers. In addition, there are shelves to showcase products and back wall storage with an internal shelf.

The VK-1354 includes the MOD-1702 backlit counter with storage… There’s no question . . . this exhibit will be the star of any trade show.  

3. VK-4030: Backlit Inline

vendor booth ideas backlit

Clean, dynamic, inviting, and practical. The VK-4030 strikes the ideal balance of large backlit graphics, tablet/monitor(s), and casual seating, all in well-defined spaces with appropriate social distancing. The large backlit fabric graphics create a seamless visual presentation whether in the 10 or 20 ft. inline configurations.

The individual sections work as modules, allowing exhibitors to grow or adapt to their changing trade show schedule. In addition, there’s ample locking storage and optional charging stations built into the counters and tables. 

4. VK-2979: Modular Inline

vendor booth ideas 20 ft. inline

Get comfortable with the VK-2979 Series. They feature large, bold graphics, curved structures, and casual seating for 10-12 in the island version and 6 in the 20 ft. inline version. While relaxing your guests can charge their smartphones or tablets with the MOD-1430 coffee table charging stations.

Each charging station can be branded and comes with an attractive LED perimeter glow. You also find ample storage with a full-size closet and a reception counter with a locking door and shelf. Not enough? There are monitor options, downlighting, and uplighting. 

5. SYK-2002: Symphony Portable Display

vendor booth ideas portable

For too long, portable displays have sacrificed elegant design for visual simplicity. Not anymore.  Introducing Symphony, the first portable/modular display to blend easy toolless assembly with elegant design and clever accessories.

With Symphony, there are no compromises and no tradeoffs. Simply a beautiful upscale display at a price that’s thousands less than most custom modular exhibits.

5 Rental Exhibition Booth Designs 

1. RE-1060: Rental Inline Booth

exhibition booth designs modular

You want a distinctive custom design, easy to assemble (without tools), lightweight construction, and modular reconfigurability. Welcome to Gravitee! The RE-1060 Rental Inline Booth features panels that connect without tools or loose parts, SEG or fabric graphics, fully assembled flat or curved panels, and a wide range of accessories, like lights, shelves, and monitor mounts. The entire display packs in a fabric-lined, fully jigged custom crate. Each component is numbered for effortless assembly.

2. RE-2124: Lightbox Exhibit

exhibition booth design eco-friendly

Lights combined with colorful graphics may be the single most important key to attracting attention on the trade show floor. The RE-2124 turns the table on traditional lightbox designs by “stepping” (5) 4 ft. x 8 ft. individual lightboxes. The stepping creates visual depth and interest while allowing an exhibitor to tell a compelling story through a sequenced graphic presentation.

The design includes ample room for a casual meeting space (which can be a challenge in an inline) and the charging table with LED accent lights creates a casual yet business-like setting. The RE-1567 reception counter has attractive backlit graphics and locking storage. Plus, the RE-2124 assembles quickly and packs flat in a wood crate for convenient shipping. 

3. RE-2128: Rental Inline Exhibit

A well-designed inline exhibit maximizes the overall space. The 20 ft. RE-2129 rental does all that and more. It includes multiple counters and workstations, all with locking storage and LED perimeter lights. For additional visual “pop,” there are (3) double-sided SuperNova LED lightboxes with fabric graphics. The back wall has (4) monitor stations for demos. There’s even a small bistro table with wireless charging for casual meetings with potential clients.  

4. RE-9167: Peninsula Rental

Rental Booth

Many exhibitors prefer an island peninsula configuration with three-sided entries into the booth (rather than four in a traditional island) The RE-9165 Peninsula Rental comes with a 12 ft. H x 9 ft. W storage tower with graphics and a 12 ft. archway and graphic header. It includes (4) double-sided SuperNova lightboxes with SEG fabric graphics. There are 5 monitor mounts, one each on the lightboxes and one on the tower. There’s a walk-in closet storage and (4) laminate counters and (1) reception counter all with locking storage. For casual meetings on the show, there are also (3) bistro charging tables with LED accent lights.  

5. RE-9162: Rental Island Exhibition Booth

Occam’s Razor states: “The simplest solution is almost always the best.” The RE-9162 Island manages to be both beautiful and welcoming while maximizing the 20 x 20 floor space. It features multiple large format graphics and an overhead hanging sign to draw attention from across the show hall. There are several open entrances along with a contemporary curved reception counter (with branding). The two counter/kiosks stations are perfect for sales presentations, and the large comfortable lounge and charging table makes it easy and convenient to relax with clients. It’s simple, straightforward, and inviting. 

5 Sustainable Trade Show Booth Ideas

1. ECO-1127: Sustainable Exhibit

exhibition booth design with shelves

The ECO-1127 Sustainable Exhibit offers exhibitors an upscale presence on the show floor with a booth built with eco-friendly materials. This includes a lightweight aluminum frame, green printing materials, LED lights, and FSC wood construction. Features include a large monitor mount, shelves, a curved canopy, a reception counter, and locking storage.

The individual components are numbered for easy assembly and the booth ships in a jigged crate with numbered components. All that and a contemporary modular design that can be expanded to a 10 x 20 display. 

2. ECO-2060: Modern EcoSmart Exhibit

 exhibition booth design sustainable

Does your company have a green sustainability initiative? Consider a modern ecoSmart trade show exhibit. The ECO-2060 is built with an aluminum frame and green fabric options. It includes (3) monitor mounts for demos and presentations, cabinets with locking storage, LED lights, and frosted ECO-Glass accents.

The step design provides both stability and privacy. Plus the open floor plan is ideal for meeting space with rental tables and chairs.  

3. ECO-2054: EcoSmart Inline Display

The ecoSmart Inline Displays are design-driven, reconfigurable, and user-friendly. Using the most sustainable materials on the market, these displays prove that you don’t need to look green to be green, and you don’t need to spend more either. You’ll always get the best of both with an ecoSmart. The ECO-2054 features large backlit LED light boxes and fabric graphics with a curved header. Accessories include literature holders and (2) modern counters with locking storage. 

4. ECO-4094: Sustainable EcoSmart Exhibit

Looking for a big bang on a modest budget? Plus a sustainable design? The ECO-4094 doesn’t disappoint with (3) double-sided backlit towers, fabric graphics, ample meeting space, and an amazing reception counter with locking storage. The open format allows for multiple entries into the booth, which can often be a challenge for an island exhibit. The 12 ft. tower can support a large monitor, and there is enough space for presentations. All that and built with eco-friendly materials.

5. ECO-4100: EcoSmart Island Exhibit

The ecoSmart Island Exhibits are design-driven, reconfigurable, and high-impact. The ECO-4100 Sustainable Exhibit takes a traditional square design and transforms it into a more inviting space with curves. There are two demo stations facing the aisles, a backlit counter with storage, and a cozy lounge in the middle. The large overhead attached sign ensures you’ll be seen from any angle on the show floor. You go to trade shows to be seen… so be seen with the ECO-4100 20 x 20 island booth.

5 Portable Trade Show Booth Ideas 

1. SYK-1045: Symphony Portable System

For too long, portable displays have been both perfectly functional and perfectly boring. Not with the Symphony Portable System. Choose from 8 SEG frame shapes and 17 distinctive accessories to create an elegant portable display that assembles without tools. Best of all, the modular designs lets you reimagine your trade show marketing from show to show. Personalize your Symphony Display with attractive counters, workstations, floating graphics, iPad clamshells, and monitor mounts. Add floating graphics for additional visual layering and branding.  

2. VK-1228: Sacagawea Portable Hybrid Design

The affordable Sacagawea Portable Hybrid is a contemporary display designed with lightweight engineered aluminum and vibrant tension fabric graphics. Using knob-assisted assembly, the Sacagawea sets up quickly, typically in less than 40 minutes for a 10 ft. display. All components are individually numbered and packed in durable roto-molded cases with custom die-cut foam packaging. Options include workstations, pedestals, fabric canopies, headers, iPad accessories, and monitors.

3. VK-1960: SuperNova Lightbox Design

Not all lightboxes are the same. SuperNova Lightboxes are brighter, bolder, and more durable. When combined with our HD fabric graphics, no lightbox is more vibrant or attracts more attention. The VK-1960 is an attractive, practical, and portable lightbox display designed for the serious exhibitor. It includes SEG fabric and direct print graphics, shelves, and a monitor mount.

4. SYK-2028: Symphony Booth Design

Symphony is the first portable/modular display to blend easy toolless assembly with elegant design and clever accessories. With Symphony, there are no compromises and no tradeoffs. Simply a beautiful upscale display at a price that’s thousands less than most custom modular exhibits. Unleash the designer within you. Create the perfect 10, 20, or 30 ft. display by selecting from stylish back wall shapes and distinctive counters and workstations. The mix-and-match flexibility encourages unlimited design possibilities. 

5. VK-2311: SEGUE Sunrise with Fabric Graphics

Considering a lightweight portable display, then consider the toolless SEGUE Sunrise with fabric graphics. The Sunrise offers all the advantages of a portable display — affordability, ease of set-up, and a large graphic – with the benefits of a large format tension fabric graphic, durable aluminum frame, and no-tools assembly. Assembly takes less than 20 minutes for most kits. Best of all, the 7 ½ x 7 ½ silicone edge graphic guarantees a perfect fit every time, and the fabric graphics mean worry-free performance from show to show. You can even wash them. Made in the USA. Lifetime warranty on workmanship. 

5 Small Trade Show Booth Ideas 

1. VK-1959: SuperNova™ LED Inline

small trade show booth ideas

The innovative SuperNova™ LED Inline lightboxes combine exceptionally bright LED lights, modular engineering, an aluminum frame, and silicone edge fabric graphics into a brilliant eye-catching display. The SuperNova LED lights are attached to the frame which makes assembly easy and packaging a snap. 

2. MOD-1617D: SEGUE Lightboxes

small trade show booth ideas

SEGUE Lightboxes take a familiar concept, lightboxes, and transform them into a two-sided billboard using lightweight aluminum and tension fabric graphics. Better yet, these are not ordinary graphics. They are silicone edge graphics or SEG. The shelves make this truly versatile at trade shows, events, and even retail spaces.  

3. VK-1852: SEGUE Table Top Design

trade show booth ideas for small budgets

Any good table top display should be lightweight, attractive, and easy to assemble. SEGUE table top designs do all that and more. The SEGUE-engineered aluminum frame is durable and assembles without tools. The vibrant silicone edge fabric graphics fit into a simple groove, making the set-up error-free every time.

4. MOD-1458: Wireless Charging Bistro Table

small trade show wireless tables

Cell Phones have not only become indispensable to our lives, but they have also become indispensable to trade shows, events, retail environments, and meetings. Charging them can be a challenge. Charging Stations attract attention and are a popular convenience for potential and existing clients. 

5. MOD-1489: Coffee Charging Table

booth design with charging table

When choosing the right charging station, consider how you will use it on the show floor, event, or in a retail setting. Is it for a permanent installation or a temporary meeting? Do the graphics need to change from event to event? All these options and more are available. 

4 Trade Show Booth Ideas for Small Budgets

1. VK-1904: SEGUE Sunrise

booth ideas for small budgets

If you are considering a lightweight portable display, then consider the tool-less SEGUE Sunrise with fabric graphics. The Sunrise offers all the advantages of a portable display – affordability, ease of set-up, and a large graphic – with the benefits of a large format tension fabric graphic, durable aluminum frame, and no-tools assembly. Assembly takes less than 20 minutes for most kits. 

2. VK-1218: Sacagawea Portable Hybrid

trade show booth ideas

The affordable Sacagawea Portable Hybrid is a contemporary display designed with lightweight engineered aluminum and vibrant tension fabric graphics. Using knob-assisted assembly, the Sacagawea sets up quickly, typically in less than 40 minutes for a 10 ft. display. All components are individually numbered and packed in durable roto-molded cases with custom die-cut foam packaging. 

3. RE-1089: Symphony Portable Display

small budget trade show

Inexpensive and upscale… that’s the beauty of a Symphony Portable Display. The Symphony’s engineered aluminum frame is designed to last years of trade show service and the SEG fabric graphics are lightweight, vibrant, and elegant. The display packs in a durable roto-molded case with wheels and includes die-cut foam packaging for secure shipping.   

4. RE-1074: Symphony Portable Display

small budget exhibit ideas

Budget doesn’t mean basic with a Symphony Portable Display. The RE-1074 is an exceptional rental display with gentle curves, LED lights, and a monitor mount. It even includes a backwall workstation with wireless charging pads for your phone.

Trade Show Booth Design with Classic Exhibits

Many new exhibitors don’t know where to start with exhibition booth design. Fortunately, Classic Exhibits has a vast library of past projects and contemporary exhibit designs to jumpstart the process. Sometimes the ideal booth has already been designed and built and only needs a few tweaks to match your vision. Other times, exhibitors will select ideas from multiple exhibits to create their perfect display. Either way, we’re ready to lend a hand and turn your vision into a reality. 

Classic Exhibits has been designing and building solutions since 1993. We’ve been honored as an Exhibitor Magazine Find-It Top 40 Exhibit Producers and an Event Marketer Fab 50 Exhibit Builders multiple times. Along with numerous Portable Modular Awards. 

Comparing 36 Trade Show Displays in 12 Price Ranges

December 6th, 2023 COMMENTS

New exhibitors often experience sticker shock when they see the price of a trade show display. And it’s hard to blame them. They’re accustomed to identical widgets flowing from an assembly line with economies of scale prices.

Except for imported portables, trade show exhibits are not widgets. Most are built to order, even if it starts from a pre-existing design. At Classic Exhibits, for example, every display is “made-to-order.”  

The wide range of prices can also be confusing, even for 10 ft. inlines. Your client may ask, “What’s the difference between a 10 x 10 display at $3500 and another at $23,000?” The easy answer is design, complexity, materials, packaging, and accessory options, but without visuals it can still be perplexing.   

12 Price Ranges

Below are 12 price ranges, starting at $3K and ending at $24K. In each range, there are three design examples from Exhibit Design Search, so 36 total. These are meant to be representative, not comprehensive since EDS has over 300 10 ft. kits. No rental designs were included. That would have created more chaos than a 5-year-old after two glasses of Mountain Dew.

The descriptions are generalizations, not specific features for every exhibit.

Range: $3000-$4000

Portable display backwalls with fabric graphics, stem lights, and rolling cases or carrying bags.

Range: $5000-$6000

Portable and portable hybrid displays with workstations/counters, stem lights, fabric and direct print graphics, and roto-molded case(s) with wheels.

Range: $7000-$8000

Upscale portables with counters/workstations, monitor mounts, stem lights, and floating graphics or LED lightbox with tension fabric graphic.

Range: $9000-$10,000

Sustainable and elegant portables with monitor mounts, shelves, counters/workstations, and stem lights or LED lightbox with large monitor mount and backlit graphics.

Range: $11,000-$12,000

Modular exhibits with shelving, literature, counter and monitor options, along with backlit and stem light choices.

Range: $13,000-$14,000

Custom modular and sustainable exhibits with stem light and backlighting options, shelving, locking storage, direct print and fabric graphics, and monitor/iPad mounts.

Range: $15,000-$16,000

Modern custom modular and custom exhibits with downlighting/backlighting, shelving, locking storage, and large monitor mounts.

Range: $17,000-$18,000

Contemporary custom, modular, and sustainable exhibits with modular counters, shelving, monitor mounts, shelving, multiple lighting options, and customized accessories.

Range: $19,000-$20,000

Upscale custom, modular, and sustainable exhibits with shelving, lightboxes, closet storage, and reception counters.

Range: $21,000-$22,000

Elegant custom, modular, and sustainable exhibits with storage, monitor, shelving, monitor, and lighting options including backlit and halo lit logos.

Range: $23,000-$24,000

Customized exhibits with stylized counters and a broad range of graphic, A/V, lighting, and accessory options.

The Classic Exhibits Distributor Network

Successful trade show marketing doesn’t happen by accident. There’s always a strategy and a plan. The key is identifying the right strategy and executing the right plan. For over 30 years, Classic Exhibits has been a reliable source of expertise for new and seasoned trade show marketers. 

The Classic Exhibits Distributor Network includes over 200 exhibit houses and display professionals in North America. Find success on the trade show floor with an exhibit that reflects your marketing message. For more information, see www.classicexhibits.com and explore Exhibit Design Search or request a meeting with a Classic Distributor Partner.