How to Avoid Unexpected Trade Show Fees

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How to Avoid Unexpected Trade Show Fees

Trade show fees can add up quickly. The best way to avoid being overcharged is to double check invoices and ask questions. In her article, “Checks and Balances” Candy Adams provides a quick checklist to help you stay within budget.

Venues

  • Ask about any available discounts on shipping, installation-and-dismantle labor-rates, supervisory I&D fee waivers and early bird pricing.
  • Inquire about any undisclosed service fees.
  • Disposal fees can be charged if you do not remove your exhibit. Address potential fees before you leave your trade show booth behind.
  • Storage fees. Understand how you are being charged for storage before you sign a contract.
  • Request receipts and keep copies of invoices for payment reference.

Transportation

  • All-inclusive quotes are the best way to ensure you are not being overcharged for common fees including fuel surcharges, security charges, weight minimums and time.
  • Address additional labor and special equipment fees that may not have been included in the initial shipping quote.

Material Handling

  • Double check  the weight of your materials to ensure you are not overcharged by your shipping company.Inaccurate weight charges happens more than you think.
  • Confirm the rate you will be charged and review your invoice to ensure charges were calculated properly.
  • Inquire about small package discounts.

Electrical

  • On-site power. Confirm the number of outlets and amperage you are given for the trade show.
  • Check for available discounts for signing up early.
  • You will be charged for renting equipment like power cords, tape, adapters, etc. Purchasing your own supplies can help you avoid additional fees and reduce your costs.

Carpet, Pad and Cleaning

  • Confirm the dimensions of your carpet order.
  • Reduce costs by funding your carpet, pads, and tape.
  • Inquire about potential cleaning charges.

Labor

  • Incorporate hourly and overtime rates into your trade show budget where applicable, when hiring additional labor.
  • Confirm all labor fee details. Document, in writing the roles of each person you hire.
  • Double check your invoice to make sure you were not charged a supervisory fee, material fees, or any other fees you did not order.

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