Your Exhibition Budget Checklist

You need an accurate budget to make sure your next exhibition is as successful as it can be.
While there are some items you know you will have to pay for, there may be many others
that are easily overlooked. The following list will help you get started on your next
exhibition budget.

At the Venue
 Booth Space
Naturally you will need to pay a fee for the space you use at the exhibition. Most events
offer a variety of booth sizes, with smaller areas available at a lower cost. Also remember to
look into location as well. A prime location may cost more, but may put you in a better
position to meet your demographic. Keep in mind that if you attend a few shows run by the
same organizer it may be worthwhile to book all your spaces in advance: this could save
money and get you better position.

 Booth Graphics
Follow these simple rules when it come to artwork graphics:

1. KIS – keep it simple. Your art work needs to focus on a simple message that can
be understood within 3 seconds by potential clients.
2. Aim your art work to your target audience.
Do not overload your artwork with lots of text and graphics.
For more information see Four Fundamentals of Display Stand Artwork  and our Articles
on Exhibition Artwork
 Displays & Furniture
Some businesses buy their own furniture and displays to bring with them while others rent
these items from a third party or the venue. If you chose to buy your furniture keep in mind
the transportation cost. Rental is a good option unless you are looking to get a particular
design.

 Electricity
If you plan to use any appliances, equipment or devices, you will need electricity. Some
venues may include it in the booth price while others add on a charge. Make sure you know
how much power (amp) you need so you have enough power for all you appliances
combined.
For more about electricity also see our Exhibition Stand Checklist
 Equipment Rentals & Other Items
You may need additional equipment or other items that you don’t have access to, like a
computer or carpeting. Talk to the event organizer to find out what’s available and how
much it will cost for the duration of the event.

 Internet Access
Internet access is a must for many businesses, especially those in the tech industry. Make
sure you know how much it will cost to access the venue’s internet connection.

Outside the Venue

 Shipping Costs
If you aren’t driving all your supplies and equipment to the venue yourself, then you will
most likely need a shipping company. Ask the venue if they have a preferred shipper so you
can take advantage of any discounts that may be available.

 Hotel Stay or Other Accommodations

You are going to need a place to sleep at night if the event will span multiple days. Make
sure you find accommodations that are comfortable and close to the venue.

 Travel Expenses
Create an estimate for your preferred travel method. This should include fuel for vehicles
and/or airfare if you plan to fly.

 Food
Chances are good that the venue won’t supply three meals a day for you and your staff.
Make sure you have a food plan in place. The easiest approach is to go to local restaurants
and eateries, although you can save some money by looking for hotel rooms with a
kitchenette and nearby grocery store.

 Pre-Event Marketing
Don’t expect the exhibition organiser to do all the marketing for you. Get people talking
about your appearance at the event by engaging in a pre-event marketing campaign.

 Press Kits
You can draw even more attention to your booth at the event by sending out press kits. This
is an optional item that you can adjust based on your budget.
  Attire for the Event
If you don’t have something appropriate to wear, you may need to buy attire for the event.
Some businesses order garments or accessories emblazoned with their logo so event staff
look more professional and are easily recognisable.

For more on exhibition etiquette see Making a Good Impression - Exhibition Stand Etiquette.
 

3m Stands ----------- 6m Stands ------- Island Stands ---- Modular Stands

----  ---- ------