How to Save Money at Trade Shows

When done properly, trade shows usually justify the cost and help to generate qualified leads that turn into new sales.  However, as with any marketing activities, you don’t want to pay more than you should.  These strategies can help save significant amounts of money every time you exhibit.

Rent your exhibit.  In addition to providing more flexibility at every show, renting lowers upfront costs versus owning your exhibit.  You don’t pay for storage, maintenance, pull and prep or refurbishment when you rent.

Hire an onsite supervisor from your exhibit house.  Experienced supervisors can lower labor costs by reducing setup time and minimizing onsite mistakes.  If you have issues on the show floor the supervisor has the ability to act quickly and help solve any problems.

Be smart about ordering labor.  Labor is one of the budget line items that can quickly swirl out of control.  Be careful to not request setup labor too close to your move-in time.  Just because your truck is scheduled to arrive at a particular time doesn’t mean that the freight will be delivered to your space shortly thereafter. 

Take advantage of early bird discounts.  The show contractors usually offer deadline dates for discounted pricing on electrical, rigging, drayage and other booth services.  These discounts can add up to a significant savings on your overall budget.

Consider using lightweight materials in your booth design.  Tension fabric is one of the most popular materials that help reduce shipping, labor and drayage costs.  There are a variety of other lightweight materials available (reference Exhibitor Magazine article)

Conduct a pre-show inspection. Make sure that your exhibit house fully stages your exhibit prior to the show, complete with graphics and lighting.  This allows you to spot any mistakes, missing components or damage prior to the show, or to possibly make small adjustments to the layout. 

Use cost-effective design and signage.  Incorporating high-level signage into your booth structure instead of a hanging sign can avoid expensive rigging charges, but still give you the visibility you need to be noticed on the show floor.

Properly estimate your electrical needs.  Be careful to order the electricity that you need in order to run your exhibit and demo equipment.  Ordering too much is expensive, but not ordering enough can create even more expense onsite.  (reference Exhibitor Magazine article)

Consolidate small shipments to the show.  Trade shows typically charge a minimum of 200 or more pounds for each individual shipment that you send to the show.  Consolidating several small shipments into one or shipping them with your booth properties will eliminate these charges.

Don’t miss inbound or outbound target times.  Shipments are normally targeted based on your booth number and location on the show floor.  It is critical that your shipper doesn’t miss these deadlines or hefty surcharges will apply.

Double check your billings at show end.  It is not unusual to find mistakes on the general service contractor billings which must be settled prior to the end of the show.  Carefully review every item on the bill and ask for backup on any questionable items.  Once the show is over it is nearly impossible to dispute these charges.

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NO WISH IS TOO BIG AT THE ORANGE COUNTY CONVENTION CENTER
Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact
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