25 Ways to Cut Trade Show Costs

Posted by Bill Barrett in Planning, Tips, Trends

Having a limited budget doesn’t have to prevent you from attending a trade show. Properly planning for your next event is the best way to cut costs. Planning ahead can save you money by avoiding expensive last minute changes. Lisa Armstrong offers great ways to save money in her article, “25 Ways to Cut Costs.” Saving money can enable you to explore business opportunities and attend more trade shows.

Check out these great ways to cut costs when you are on a tight budget.

1. Buy Used. Save up to 75% when you purchase a previously owned trade show booth. Buying new graphics and other improvements to refurbish a pre-owned booth can still save you money. Network with suppliers and research firms to find a used booth that suits your needs.

2. Rent. Purchasing a trade show booth isn’t cost effective for every company. Consider renting your exhibit if you only attend one or two trade shows per year. Renting a trade show booth allows you to regularly update your look and eliminates storage and repair costs. Most trade show attendees can’t tell a rental from a custom designed booth anyway.

3. Negotiate. Don’t be afraid to negotiate a discount. For example, signing a multi-year contract and paying in full could save you money. Remember that you must be reliable and trustworthy to garner a discount – late payments are never okay. 

4. Looks vs. Functionality. Don’t buy something you don’t need. Ask your supplier for an itemized list of prices for each material. Determine your needs by asking for an explanation of the pros and cons of each available option. Choose a sturdy, reliable material instead of a low quality material that only looks nice. 

5. Design Smart. Graphics that contain show-specific messages or booth numbers can’t be reused after a trade-show. Develop a design that can be reused. Using stock images and in house graphic designers will help you save money.

6. Limit Customization. Avoid buying banners, posters, and other graphics that require expensive custom frames. Instead, select sizes that can fit into previously purchased frames. Find a print house that will accommodate your needs and save you the most money. Make sure the print house you have selected is in the same city as the event to avoid round trip shipping costs. Save on material costs by asking about stock sizes.

7. Switch to Digital. Save money by moving from print to digital graphics. Digital graphics have a longer lifespan, no damage risks, and can be altered easily. Find a freelance designer or eager animator that can do high quality work for about half the price.

8. Consider Your Options. Storing your trade show items at your exhibit house is not always the most cost effective option. Research cheaper options like self-storage companies and storage Pods before your event. Remember to store delicate exhibit components in a climate-controlled space if you live in a harsh climate.

9. Pack Efficiently. Don’t leave available space when packing your trade show items. Maximize your space and use small items to fill in gaps. Your items will move around less and are less likely to break when you fill containers to their full capacity. Decrease the number of boxes to reduce shipping and storage costs.

10. Purge. Don’t pay to store items that you don’t need anymore. Regularly sorting through your storage unit and updating your inventory database gives you the opportunity to get rid of things you don’t use. Contact your exhibit house to see if they can purchase any of your unwanted items and use them as rentals. Online marketplaces are also great resources for selling items you don’t need. Donate items that can’t be resold.

Read the full article for the complete list of cost cutting tips.