Budget for the whole show.
Not just the structure.
A useful booth budget separates what the builder supplies, what the venue charges and what your team needs to arrange.
Start my booth projectWhy there is no honest one-size price.
Two booths with the same floor area can have very different costs. Structure, finish, equipment and installation requirements change the work involved. A useful quote starts with your actual show, allocation and requirements.
The budget items to separate.
| Item | What to clarify |
|---|---|
| Design & management | Concept work, revisions, production drawings and project coordination. |
| Structure & finishes | Rental or purchase, dimensions, materials, counters and product fixtures. |
| Graphics | Artwork responsibilities, print quantities, substrates and replacement costs. |
| Furniture & AV | Screens, playback, lighting, seating and technical support scope. |
| Freight & handling | Transport, delivery method, material handling and empty-container storage. |
| Labor | Installation, dismantling, permitted work and any out-of-hours assumptions. |
| Venue services | Electrical, internet, rigging, cleaning and other event-specific orders. |
| After the show | Return freight, storage, refurbishment or rental collection. |
Ask for assumptions, not just a total.
A proposal should explain the floor plan, specification, schedule and exclusions behind the number. If two quotes differ substantially, compare what is included before concluding that one is better value.
Use a budget range in the brief.
A range helps a builder propose the right materials and layout. Identify whether the range covers the exhibit alone or the complete show, and whether it must include taxes and organizer services.
Keep changes visible.
Agree how revisions, additional graphics and late technical requirements will be priced. Confirm the approval milestones and the point at which a design change affects production or delivery.
How do you compare booth rental costs fairly?
Compare the same booth design, service scope and event dates. A lower rental price may exclude graphics, transport, installation or venue services. Ask for those exclusions in writing and add them to your comparison before selecting a supplier.
A worked budget comparison
This hypothetical example explains the method; it is not a market price or an offer. If proposal A lists a $24,000 exhibit package and $8,000 in excluded services, its comparable subtotal is $32,000. If proposal B includes the same scope for $30,000, it is $2,000 lower despite its higher package price. Taxes, contingency and any unequal scope still need reconciliation.
Track each quote in four columns: included amount, excluded amount, responsible supplier and confirmation status. Mark unknown costs as “not quoted,” not zero. For an owned exhibit, add storage, refurbishment and later-show freight to the comparison period.
For CES, use the manual for your assigned venue when checking service rates and freight assumptions. For SEMA, start with the budget and deadline resources in its exhibitor manual.
Check your actual show requirements in the SEMA exhibitor manual, CES venue manuals or IAAPA exhibitor manual. An example layout is not organizer approval.
By Custom Booth Builders · Updated · Independent planning guidance
Before you
take the floor.
Does a booth quote normally include the show space?
Do not assume so. Exhibit-space fees are typically arranged with the organizer and should be explicitly distinguished from the booth design and build scope.
Can this website calculate an exact price?
No. An exact price needs a defined design, show location, service scope and current supplier quotes. The brief builder helps you collect the information needed for that discussion.
Have a show in mind?
Let’s shape your booth.
Turn your show, space and goals into a project brief you can download and share with a builder.