Understand the Real Cost of Exhibiting at a Trade Show
A practical cost calculator built for brands planning serious trade show investments. No fluff. No assumptions.
Configure Your Exhibit
Estimated Costs
This estimate includes typical costs for booth rental/build, shipping, drayage, electrical, internet, and staffing. Actual costs vary based on venue, vendors, and specific requirements.
The Challenge
Why Trade Show Costs Are Hard to Estimate
Most calculators oversimplify or ignore reality. We've seen budgets miss the mark by 40% or more—not from carelessness, but from complexity.
Costs are scattered across vendors
Space rental, booth fabrication, shipping, drayage, electrical, internet, furniture, graphics—each comes from different sources with different timelines and billing cycles.
Timelines create hidden expenses
Rush shipping, overtime labor, and last-minute changes compound costs. The gap between planning and execution is where budgets typically break down.
Internal costs are easy to miss
Staff time, travel, accommodations, meals, pre-show marketing, and post-show follow-up rarely make it into initial estimates—but they're real line items.
Comprehensive Coverage
What This Calculator Accounts For
We built this tool after years of watching budgets miss the mark. Here's what goes into a realistic trade show cost model.
Booth Design & Fabrication
- Custom booth construction
- Modular system rental
- Graphics and signage
- Furniture and fixtures
- Lighting design
Shipping & Logistics
- Outbound freight
- Drayage (move-in/out)
- Storage between shows
- Return shipping
- Crating and packaging
Show Services
- Electrical connections
- Internet and AV
- Rigging and hanging signs
- Cleaning services
- Security
Installation & Labor
- I&D crew
- Supervision
- Overtime and weekend rates
- Union requirements
- Equipment rental
Staffing & Travel
- Staff travel
- Accommodations
- Per diem expenses
- Booth training
- Ground transportation
Pre & Post Show
- Marketing collateral
- Lead capture systems
- Promotional items
- Post-show follow-up
- ROI measurement
Strategic Thinking
How Experienced Brands Use Cost Models
A calculator is just the start. Here's how teams that do this well think about trade show investments.
They budget in scenarios, not fixed numbers
Experienced teams model minimum viable presence, target presence, and flagship presence—then make trade-offs with clear eyes.
They design for reuse from day one
The best trade show programs invest in modular systems that reconfigure across shows, amortizing costs over multiple years.
They treat trade shows as a system
Planning one show in isolation is expensive. Planning a multi-show calendar unlocks economies of scale in shipping, storage, and staffing.
They separate capital from operating expense
Booth assets, technology investments, and team training are capital investments. Show-specific costs are operating expenses. The distinction matters.
Beyond the Calculator
When a Calculator Isn't Enough
Tools create clarity. Experience creates confidence.
Some brands need help interpreting results. Some need help designing a booth strategy. Some need execution support once numbers are clear. If you're planning a serious trade show investment and want experienced perspective, we're happy to talk.