Trade fair furniture - buy vs. rent

Anyone familiar with planning an exhibition stand is initially confronted with the following question: Which components of my trade fair appearance do I rent, which do I prefer to buy - and: How can I decide which is more suitable for my event(s)? 

But regardless of the type of stand construction, the “buy or rent” question arises for all elements that I need for my trade fair presentation. This includes the elements with which the trade fair visitor comes into direct contact and which shape the image of the stand: the furniture. In the following text you will find information on the advantages and disadvantages of renting or buying exhibition furniture.

Exhibition furniture for hire

There are numerous small and large companies that specialize in the rental of furniture for trade fairs and events. A good stand builder will be able to suggest suitable furniture based on your requirements. Many stand builders also have their own rental pool from which they can offer you exhibition furniture on good terms.

Advantages of rentable exhibition furniture

• Furniture rental companies have a large, growing product portfolio from which you can choose. Thanks to their experience, they know which furniture is of high quality, durable and therefore suitable for multiple use.

• New event, different furniture: Depending on the requirements (example: for an event with longer customer meetings, more comfortable seating is required) and style (does the target group for this event prefer classic furniture or do I need modern eye-catchers?), the furniture can be easily adapted. You only pay for what you use and don't have to invest in new exhibition furniture every time

• A piece of furniture breaks at the event? Large rental companies are often able to provide you with a replacement at short notice.

Disadvantages of rentable exhibition furniture

• Dependence on the rental stock: In the case of very popular rental furniture, bottlenecks can occur at peak exhibition times (despite the large rental pool). It is worth booking early - especially if the furniture has a strong influence on the exhibition stand design and/or a very large number of identical rental furniture is required!

• Customizability: Screw a brochure chute or a tablet holder to the counter? This is of course taboo with rented furniture.

• Delivery costs: Depending on where the event is taking place, delivery costs may be incurred. Large German trade fair locations and events are often delivered free of charge. For smaller congresses, on the other hand, it makes sense to find out in advance whether the rental company will charge for delivery to the trade fair. Your stand builder can easily find this out for you and include it in his offer.

• Kitchen furniture: Dishwashers, refrigerators and sink units require a great deal of maintenance and the demands placed on them due to transportation and handling are high. It is highly advisable to always hire such elements from a professional.

Trade fair furniture for buy

Are you looking for a customized piece of furniture, perfectly tailored to your needs and, of course, in line with your company's corporate identity? Do you have an important exhibit that requires a special base or pedestal and perhaps an individual mounting? Such special requirements can be met by a piece of furniture made especially for you. The article “The perfect trade fair counter”, which deals with the development of individual counters, explains what can be involved in planning such a custom-made product and what needs to be taken into account. However, it can also pay off to invest in existing trade fair furniture (which is not custom-made) and purchase it for your own stock.

Advantages of buying exhibition furniture

• Your furniture belongs only to you: You don't have to worry about availability on the part of a rental company.

• Customization: Where your stand builder can only customize the furniture rented to you to a limited extent (e.g. wrapping counters and showcases, adapting the light color to your CI), you can have your purchased furniture branded, screw on additions (e.g. holders for goodies, iPads), paint elements in your company color, ... as you wish and as the furniture allows. Ask your stand builder if he can help you with the implementation.

• “Theme furniture": If you want to draw attention to your stand with an unusual theme, this will probably not be available to rent. However, buying them will make your stand unique and stand out from the crowd!

Disadvantages of Purchasing Trade Show Furniture

• Purchasing your own furniture can mean a larger, one-time investment. This should be coordinated in advance with your accounting department.

• Storage costs will accrue, either at your facility or with your exhibition contractor.

• If you exhibit at events that take place simultaneously, you will need a sufficiently large stock pool or will have to supplement with rental furniture (if the desired model is even available for rent).

• In case of damage (even during the show): Can I arrange for (short-term) replacements, or is the furniture available for (long-term) repurchase? Depending on the manufacturer, collections may change, meaning some furniture may be discontinued.

Conclusion on the Question "Buying vs. Renting Trade Show Furniture"

To determine whether it’s worth investing in your own trade show furniture or if renting makes more sense, consider the following questions:

• How many trade shows a year will I participate in and do they differ in their thematic focus? Who is my audience, i.e. is it a B2B trade fair or a B2C trade fair or is it a recruiting event, for example?) Do I have widely varying stand sizes, so that perhaps different furnishings (lounge, separate seating area, standing areas for quick discussions, etc.) are required? Or are the events attended by my company similar in terms of visitor groups, meeting scenarios and perhaps even the stand areas and stand construction?

• How important is an individual, perhaps even unusual exhibition stand concept for my company? Think about your last event and other trade fairs for your industry: how important is innovative and unusual stand construction there? Or do you tend to stand out there with classic, high-quality design and furniture elements with a high recognition value? (Example: custom-made products)

• Is it a good idea to focus on the furniture in the stand concept or should I concentrate on other aspects of the stand, such as interactions, exhibits, long-distance effect or catering?

The following applies: You are the expert for the desired goals of your trade fair participation! This blog entry has already given you the basic knowledge you need to decide whether you would prefer to buy or rent the furniture. A good stand builder can help you with this decision by working with you to determine the frequency of use of the exhibition furniture you require and will be able to advise you on the design of any custom-made products, the purchase of furniture for sale, as well as the storage and logistics of your stand construction materials. Under the following link you will find a helpful article on the question “Buy or rent an exhibition stand”.