Hidden Costs to Watch Out for When Planning an Exhibition Stand
You’ve booked your floor space, chosen a standout design, and your team is ready to sell. The budget looks solid on paper. But here’s the truth: exhibition costs rarely stop at the initial quote. If you don’t plan carefully, hidden service charges and logistical fees can eat into your ROI before you’ve handed out a single business card.
At Insideout Events, we believe in complete transparency. To help you plan like a pro, here are the top hidden costs to watch out for when organising your next exhibition stand.
1. The Big Four Site Services
When you buy floor space, you’re essentially buying a rectangle on the floor. Everything else is extra. Most organisers use preferred contractors for the essentials, and these costs add up quickly:
- Electricity & Power: Charged for mains hook‑up and every socket you need.
- WiFi: Free venue WiFi is unreliable. Dedicated lines are stable but expensive.
- Water & Waste: Coffee bars or sinks require costly plumbed connections.
- Rigging: Hanging banners mean paying for air space and crew installation.
2. Logistics, Lifting, and Storage
Getting your stand to the venue is one thing. Getting it onto your pitch is another.
- Drayage (Forklifting): Venues often charge to move crates from the loading bay to your stand.
- Empty Crate Storage: Boxes cannot stay on the show floor. Venues charge for storage if your contractor doesn’t handle it.
3. Graphics and Content Revisions
The design fee usually covers the structure, but not the finishing touches.
- Late Artwork Charges: Miss a print deadline and you’ll face rush fees that can double costs.
- AV Content: Large screens need high‑quality video. Budget for professional content creation to avoid looking amateur.
4. Staffing and Subsistence
Your team is your biggest asset, but also a major expense.
- Travel and Hotels: Prices near venues like NEC or ExCeL London soar during show dates. Book early.
- Lead Capture Apps: Organisers often charge per device for official lead‑scanning software.
- Health & Safety: Complex or double‑deck stands may require extra insurance or audits.
5. The After‑Show Sting
Costs don’t stop when the doors close.
- Waste Removal: Leave carpet scraps, furniture, or brochures behind and expect a hefty clearance bill.
- Storage Post‑Show: Reusing your stand? Factor in monthly pallet storage until your next event.
How to Protect Your Budget
The best way to avoid nasty surprises is to work with a full‑service partner.
At Insideout Events, we don’t just design stands. We manage the entire process, from navigating venue manuals to booking site services and handling logistics. The price we quote is the price you pay.
If you’re ready to exhibit without the headache, contact Insideout Events today and let’s build something brilliant together with zero hidden extras.