Reducing costs in trade fair construction - Valuable tips

Let's assume that you set a budget of € 25,000 for the construction and dismantling of a trade fair stand, including all logistics costs, in your internal budget planning. In your briefing to the bidding stand builders, you clearly define your trade fair objectives, the conditions on the trade fair side and the requirements for the trade fair stand. However, in order not to restrict the bidders' creativity, you do not specify a budget. You will be surprised to see that the design proposals and price calculations of the bidders vary from € 10,000 to € 60,000.

Clearly define trade fair construction briefing

Well, now what? How can you compare the different design proposals and put them in relation to the costs? After all, which stand builder will you choose? Tips that create budget clarity and transparency right from the quotation phase:

Always state your budget expectations quite openly in the stand construction briefing, and also state the scope of services that this budget relates to, e.g.: “Budget € 25.000,- , here included: Exhibition stand incl. purchase and rental components; set-up and dismantling incl. all ancillary costs such as hotel, expenses, labor costs; logistics costs incl. delivery, removal, loading, unloading, storage of empties/full goods during the trade fair”.  

However, give the stand construction company the opportunity to make additional creative suggestions that go beyond the stated budget. However, they can significantly increase the added value of your stand. You can specifically request these optional services in the briefing: “We would ask you to present any design proposals that go beyond the stated budget as an option in your concept proposals”.

This approach increases the comparability of the offers immensely and at the same time you receive creative suggestions from the bidders as to how the exhibition stand could be realized if the budget were a certain amount higher. This detailed blog post explains how to find the stand builder you trust and what you should bear in mind.

Save budget in the decision-making phase

After receiving the requested trade fair concepts, the decision phase begins: Your gut feeling says: The chemistry with stand builder XY is right, he has presented a CI-compliant design, the offer is within the budget of € 25,000.  As an optional innovation, however, he proposes an additional 2x3m LED video wall.  This LED video wall would play emotional content at a height of 2-4m.  They are enthusiastic about this proposal. As a continuation of static graphics, an LED video wall is of course the next generation of graphics; LED video walls open up endless design possibilities.  However, the stand builder's concept shows an optional extra cost of € 6,500, which is now well over your budget. What to do? Instead of the “too bad, over-budget, maybe next time, you're out” option: Talk to the stand builder and find solutions together to realize your exhibition stand for the stated budget of € 25,000 INCLUDING LED video wall. Here you will find interesting facts about LED video walls.

In order to use the LED video wall nevertheless, the exhibition stand must be “slimmed down”. The following measures can reduce exhibition stand costs to such an extent that an innovative LED video wall can perhaps be planned after all: 

Save budget in the long term with a trade fair construction framework agreement

Framework agreements over a longer period of time or over several trade fair events offer planning security for both contractual partners. Depending on the agreement, the investment costs can also be divided between the number of planned trade fair appearances. This reduces your costs per trade fair and could mean advantages for you in terms of annual depreciation. In any case, trade fair costs are generally lower with framework agreements because the planning security means that higher discounts can be granted.

Graphic design and video content from the stand builder?

As a rule, the trade fair graphic design is created by the agencies that are also responsible for the exhibiting company's print graphics. Please note: Media agencies are often not familiar with exhibition stand construction. Ask the stand builder whether graphic design or content creation is included in the service portfolio. Compare whether these services are cheaper with the stand builder than with the media agency.  You can find out more about graphic design in exhibition stand construction in the article Successful graphic design on exhibition stands. 

Long-distance effect through suspension as a cost-effective alternative

The exhibition stand should of course stand out from all other exhibition stands and be seen from afar. There are many possibilities here and the differences in price are enormous.  Here is a price example for two attractive solutions using 6 suspension points:  

Solution 1: The costs for a truss system of 10 x 6 metres with a printed banner running all the way round, complete stand illumination, white ceiling gauze, logo cube 2 x 2 metres illuminated from the inside:  6,400€.  

Solution 2: The costs for a double crossbar, complete stand illumination, three different logo cubes 1.5x1.5m and 2x2m at different heights: 2,700€. 

Both solutions fulfil the purpose of being seen from afar and giving the stand a ‘roof’. Price difference in comparison: 100%

Platform floor: Reducing the work involved in laying electrics and water   

It is not always necessary to plan a floor platform. The raised floor of an exhibition stand can quickly double or triple the cost of a stand floor without a platform. Depending on the stand design, a neatly laid floor without a platform can even look better than a stand with a platform. There are also no dangerous trip hazards and no need to install wheelchair ramps.

Solution: A 15 mm thick underlay mat material (called padding in the USA) under the carpet/laminate/PVC flooring. The underlay material can also be used multiple times and the laying of electrical, LAN and HDMI cables is possible without any problems. As the underlay material is relatively soft, walking and standing on the stand is a feel-good experience. Of course, it is not possible to lay water inlets and outlets here (minimum dimension in the light: 50 mm). However, it is very often possible to connect the water supply directly to the sink in the booth anyway, as the booths are usually planned at the edge of the neighbouring booth. The floor supply shafts are usually available. Otherwise, an ‘internal water circuit’ can be used. This is a great solution for smaller exhibition stands in particular, as there is no need to order a water connection at all and water can be supplied via a sink with a canister.  Cost saving:  2.500,- €.

Reduce costs with exhibition wall construction   

Cost savings in the choice of wall construction can be very significant. The solution is textile graphics. The price difference between an exhibition wall made of wood compared to exhibition walls made of stretched textile graphics is immense. However, the advantages of textile graphics are not only the price, but also the brilliance of the graphic display (thermal sublimation prints), reusability/sustainability/ecology and, with the help of invisible wall substructures, all requirements for a wooden wall can also be realised with textile graphics. Cost saving:         3.000,- € is realised.  Cost saving:  2.500,- €.

Reduce the trade fair budget by 34%, simply save the event budget

Have you done the maths? We were already able to save around € 8,500 on the aforementioned budget of € 25,000, which we are now spending on a fantastic, innovative, sustainable and future-oriented LED video wall ; )

Conclusion on saving a simple event budget:

• Mentioning budgets and optional additions/innovations creates clarity from the outset.

• Deciding in favour of the ‘cheapest’ is risky. Your gut feeling is very important: Is the chemistry right?

• Discuss possibilities for ‘slimming down’ the exhibition stand with the supplier.

• Spend your trade fair budget on effective elements: LED video walls are the latest trend