How Much Does It Set Up a Booth at a Convention?

Participating in conventions and trade shows is a proven strategy for businesses looking to build brand awareness, generate leads, and connect with industry peers. One of the first and most important questions for exhibitors is: How much does it take to set up a booth at a convention? The requirements can vary widely depending on location, booth size, design complexity, services, and marketing expenses. Here’s a comprehensive breakdown of the various elements that contribute to the overall setup of a booth at a convention.

1. Booth Space Rental

The largest component is often the booth space itself. Trade show organizers typically allocate space depending on the event’s location, size, and popularity.

• Standard Spaces: Venues provide space based on square footage, and rates often vary for events in major convention centres such as the Las Vegas Convention Center or Chicago’s McCormick Place.
• Booth Size: A standard 10’ x 10’ booth offers a smaller footprint, while larger spaces (e.g., 20’ x 20’ or island booths) provide expanded room for displays and visitor engagement.

Pro Tip: Consider reserving your booth space early to secure prime locations within the exhibit hall.

2. Booth Design and Construction

Once you’ve secured your trade show exhibit rentals Las Vegas space, the next major element is the design and construction of your booth. Requirements vary depending on whether you rent a pre-designed exhibit or invest in a custom booth.

• Rental Booths: A basic rental booth with minimal customization serves as a quick solution for smaller spaces or businesses with minimal branding needs.
• Custom Booths: A custom-designed trade show booth, tailored to your branding and goals, provides a unique and impactful display that aligns with your business identity.
• Graphics and Signage: Professional graphics and signage are vital for showcasing your brand message and drawing visitors to your booth.
• Exhibit Accessories: Adding furniture, display screens, shelving, or product displays enhances both functionality and aesthetic appeal.

Example: A custom-designed booth with eye-catching visuals, interactive screens, and product displays can create a strong impression on attendees.

3. Shipping and Logistics

Transporting your booth to and from the convention venue is another key part of the setup process, especially for larger booths or displays.

• Freight Shipping: Moving booth components to the event requires planning, particularly for heavier or larger exhibits.
• Drayage Services: Venues manage the transportation of booth materials from the loading dock to your assigned exhibit space.
• Storage: Additional storage before or after the show ensures proper handling of booth components between events.

Cost-Saving Tip: Consolidate your booth components and use lighter materials to simplify shipping and handling.

4. On-Site Labor and Installation

Setting up and dismantling your booth at the convention often requires professional labour.

• Installation and Dismantling (I&D): Experienced crews handle booth assembly and teardown, ensuring everything is completed efficiently.
• Labor Hours: Setup time varies depending on the size and complexity of the booth, with larger or more intricate designs requiring extended hours.
• Supervision Services: On-site supervision ensures proper setup and adherence to venue guidelines.

Example: Larger, customized booths often require specialized labour teams to complete the assembly process.

5. Utilities and Services

Trade show booths often require access to utilities like electricity, internet, and lighting, which are arranged separately through the venue.

• Electrical Services: Powering custom trade show booth manufacturers equipment, lighting, and screens ensures a functional exhibit space.
• Internet Access: Reliable Wi-Fi or wired connections are essential for digital displays, demos, and lead retrieval systems.
• Cleaning Services: Booth cleaning ensures your space remains tidy and presentable for attendees throughout the event.

Tip: Verify utility requirements with the venue in advance to ensure a seamless setup process.

6. Staffing and Travel Expenses

Sending your team to the convention requires careful planning for travel, accommodations, and on-site logistics.

• Travel and Lodging: Arranging flights, hotels, and local transportation for your team ensure they are fully prepared for the event.
• Per Diems: Allocate funds for meals and incidental expenses to ensure your team’s needs are met.
• Temporary Staff: Hiring booth hosts, presenters, or promotional staff helps improve attendee engagement and booth management.

Example: Assigning trained representatives to manage demos or interact with attendees ensures a professional and engaging presence.

7. Marketing and Promotions

Investing in marketing and promotions helps attract attendees to your trade show booth design and maximize your visibility.

• Pre-Show Marketing: Email campaigns, social media ads, and outreach efforts generate buzz and encourage attendees to visit your booth.
• Promotional Materials: Branded giveaways, brochures, and interactive digital content provide visitors with memorable takeaways.
• Lead Capture Tools: Digital systems and apps streamline attendee data collection, enabling efficient follow-ups post-event.

Example: Branded giveaways and interactive content keep your business top-of-mind long after the convention ends.

 

8. Miscellaneous and Contingencies

Preparing for last-minute needs or unexpected requirements during setup is always a good idea.

• Contingency Planning: Set aside time and resources to address unforeseen challenges or changes during the event.
• Permits and Insurance: Liability insurance or special permits may be required depending on the venue and event guidelines.

Final Setup Overview

Here’s a summary based on booth size and elements:

Booth Size	Rental Booth Setup	Custom Booth Setup
10’ x 10’	Standard elements	Custom branding
20’ x 20’	Flexible layout	Enhanced design
40’ x 40’	Expanded space	Premium features

• Small Booths (10’ x 10’): Ideal for businesses attending smaller events or seeking a basic setup.
• Medium Booths (20’ x 20’): Perfect for exhibitors looking to balance branding impact and space.
• Large Booths (40’ x 40’ and above): Tailored for businesses that want maximum visibility and engagement.

Conclusion

Setting up a booth at a convention requires detailed planning and coordination, from securing space to handling design, logistics, staffing, and promotions. By working with experienced exhibit providers like Chronicle Exhibits LLC, businesses can streamline the process and create a professional, engaging presence that aligns with their goals. With proper preparation and a clear plan, exhibitors can ensure a successful convention experience that generates leads and strengthens their brand.