Cost of a Trade Show | Cranmore Park

Trade shows are a great way to gain new customers and increase awareness of your brand. However, like anything in the business world, they cost money. You will have to pay out for several different things during a show or exhibition, which can end up putting people off exhibiting at them.

Yet, the investment can be more than worth it. The money you put into the exhibition will end up leading to more people becoming aware of your company and interested in your products and services. But that doesn't mean you can just splash out and lose track of what you're spending.

How Much Does a Trade Show Cost?

It’s impossible to say exactly how much it costs to exhibit at a trade show, as there are many factors to consider. Some organisations might decide to stay overnight (or multiple nights) whereas other businesses might travel each day. As you can imagine, the difference in price between the two options could be over £1,000, depending on how many staff and days the accommodation is booked for. Although we can’t give a definitive number on how much a trade show will cost, below you will find the main elements that will impact your budget:

Trade Show Stand

This element can be split into two parts. The first cost is renting the space at a trade show where your stand will sit. This is a cost you will incur every time you book space at a trade show and will cost more based on the location, the event itself and how many days you exhibit. However, the trade show stand is a one-off cost for the physical stand which you can use repeatedly until it needs a refresh or update. The price of the trade show stand will vary depending on design. For example, the size and materials could vary, or a bespoke design could be needed.

Marketing Materials

Well-designed marketing materials, such as brochures, flyers, product catalogues, and business cards, are essential to effectively promote your products, services, or brand. Eye-catching visuals, such as signs, banners, and suspended branded light boxes, can also help you stand out from the competition, especially at large events. Additionally, giveaway items can be a great way to generate interest and leads. The cost for these items will depend on what and how many products you choose to purchase. If you buy in bulk, you should be able to save some money by negotiating a lower unit price.

Travel and Accommodation Cost

Potentially the second highest cost for a trade show, travel and accommodation can be very expensive based on several factors. The first factor that comes into play is the geographical location of the event and how far you are from it. Driving is the obvious choice, but you should also consider arriving by train and in some cases, planes.

Accommodation is an invaluable part of the budget. If you’re going through the effort of exhibiting at a trade show, then you want your staff to feel as fresh and rested as possible. They are going to be representing the company after all! Booking hotels for staff, so they don’t have to travel hours to the venue each day can help boost their efficiency.

Tips for Reducing the Cost of Your Trade Show

Exhibiting at a trade show doesn’t have to cost the earth! If you’re organised and plan, you can take advantage of offers and discounts. Below you can find several ways to reduce the cost of your trade show.

Book Your Trade Show Early

If you're interested in marketing your business's products or services at a trade show in the coming year, it might be in your interest to commit as soon as possible. Registering as early as possible can help ensure you get the best possible deal, meaning you've got more financial resources left over to spend on your booth display and promotional materials. Very often, trade show organisers will offer a discount to businesses that sign up early - after all, they need companies to commit. They cannot hope to attract day visitors to the event and charge them a fee if half of the booths are empty and there is little on offer.

Plan Dates in Advance

It makes sense to check through your diary and look ahead towards trade shows. Which events are being staged and where? If possible, put dates on the calendar and commit to attending, it is worth signing up early and taking advantage of low fees. Sometimes it can be difficult to look too far into the future, but building your year around promotional events such as trade shows can provide important structure. For example, knowing which events you will be attending and then allows you to plan for staffing resources, ensuring you have enough people available to bring to the show. On the other hand, you don't want to be left short-handed in the office or on the shop floor, so it might be necessary to call on some additional support for the day. Bringing in last-minute temporary staff can be costly!

Book Hotels Early

Booking trade show spaces early can have other benefits from a financial perspective. If the event stretches over two or more days, you'll need somewhere for you and your employees to stay. Typically, hotels offer cheaper prices the further in advance you book, for the same reason discounted prices may be available at trade shows. If you are one of the first people to book for a particular date, you may end up getting the best deal and if there will be several of your staff attending the trade show, this could add up to a significant saving overall.

The same applies if you're travelling by train; you can book advance tickets to take advantage of the greatest discounts. This may be a less stressful option than driving up the motorway on the morning of the event, setting off at the crack of dawn to ensure you beat the traffic.

Have you Thought of Securing a Sponsor?

As an organiser of a trade show, you may well make the original investment back with relative ease, and turn over a profit, but it's important to ensure costs are covered as soon as possible. Gaining a sponsor for the trade show can help cover a good chunk of the upfront expenditure. If you know where to look for advertisers, and how to attract them to your trade show, this can put the event on a solid financial footing from the outset.

As a trade show organiser, your ideal sponsor will be an organisation which pays upfront, has relatively standard demands and adopts a hands-off approach. In return for their financial support, you'll offer exclusivity on the branding side, a say in who gets booked and what takes place, VIP treatment and the opportunity to actively promote their products and services.

Book Your Next Trade Show with Cranmore Park

Need a venue for your next conference, seminar, training session, or other event in the Birmingham and Solihull area? Cranmore Park has you covered! We have all the facilities you need to make your event a success, and our convenient location makes us the perfect choice for any event in the West Midlands. Our versatile conference venues allow rooms to be set up exactly how you like, and we also have two restaurants on-site to accommodate all visitors.

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