Exhibition Stand Price & Cost Considerations

If you are planning to exhibit at a trade show, it’s really important to understand the cost implications of an exhibition stand. 

Prices can vary significantly based on what type of stand you’re after, how big you’d like it to be, whether you want to include any specific features, and whether you choose to rent or buy your exhibition stand.

In recent years, there have been various price adjustments across the industry; this is mostly down to increases in material costs and labour, but also post-pandemic demand, so it can be tricky knowing how to budget.

In this post, we will help you make informed decisions and budget accurately when it comes to arranging your upcoming exhibition stand.

But first…

Before we begin, it’s important to note that early booking is crucial. Due to high demand for stand builders and potential shortages, we strongly advise getting in touch with an exhibition stand contractor at the earliest opportunity to discuss your set-up.

Factors that affect exhibition stand costs

Exhibition stand pricing isn’t simply a “one size fits all” solution and multiple variables can influence the final cost. It’s understanding these factors that is key to making informed decisions and budgeting accurately.

Stand size and configuration

Your stand size directly impacts the cost of your set-up; the bigger your stand, the more materials, graphics and installation time are required, and this will bump up the price. The price can also be affected by the configurations you choose; linear, corner, peninsula or island stands are just a few examples of potential set-ups, but please note that multi-sided stands require more walling and finishing on all sides, which will also increase the costs.

Stand type and structure

Different stand types require different structures due to stability differences – for example, a 1m modular section compared to a 6m modular section would have a different level of flexibility and this would affect the cost.

Exhibition stand styles can include;

• Modular exhibition stands – Made up of set panels which can be used in various sizes, configurations, colours and finishes, making this solution a sustainable and cost-effective way of promoting your brand
• Custom exhibition stands – These bespoke builds are more costly, but the possibilities really are endless. And you can guarantee the finished product will be a set-up that is completely unique to you and your brand
• Portable displays – These can include pop-up exhibition stands, roller banners, display panels, and more
• Shell scheme stands – This solution offers greater flexibility of design, with reduced build times, but still provides a prestigious feel to your event

Graphics and branding

The level of visual elements on your exhibition stand can also affect the cost. For instance, have you considered whether you would prefer to use full-height, seamless graphics or something that provides partial coverage? The cost of custom visuals can vary depending on the coverage area.

There are also different graphic options, such as printed panels, tension fabrics and backlit graphics. And have you considered whether you will need to reprint graphics to suit different shows? 

Technology and AV integration

Technology additions can be a great way of giving an exhibition stand the edge and helping to set it apart from the competition. But these can have an impact on price, particularly if you intend to integrate AV elements. 

When discussing technology and audiovisual integration, this could include:

• Lighting, such as integrated lightboxes, LED halo effects and spotlights
• Audiovisual screens and monitors
• LED video walls
• Interactive displays and gamification
• Power requirements and electrical connections

Custom features and finishes

Custom features can help finish an exhibition stand off nicely, but custom fabrication will increase both material and installation costs. Bespoke elements could include:

• Storage cupboards and lockable areas
• Hospitality counters and meeting rooms
• Shelving and product display systems
• Curved or architectural elements
• Premium finishes, such as wood, metal or specialty materials

Logistics and installation

As well as the stand itself, the event location and venue can also affect pricing. For example, transportation costs (to get your exhibition stand to and from the venue) must be considered, as well as installation and dismantle labour costs, the impact of venue rules, early build slots, potential complex venue access and storage costs for reusable stands.  

Rent vs. buy: Which is more cost-effective?

When organising your exhibition stand, you may find that one of the biggest decisions you face is whether to rent one or purchase it outright. 

If you’re struggling to make that decision, here are some things to consider:

• How regularly do you intend to exhibit?
• What is your budget?
• Do you have a long-term strategy?

Whether you choose to buy or rent, both options have distinct advantages and the right choice depends on your brand’s specific needs.

When to rent an exhibition stand

The benefits of hiring an exhibition stand include:

• A lower upfront cost
• No storage requirements needed
• A full service is included
• Typical rental includes design, graphics, logistics and installation
• Renting a stand is ideal for:
  • One-off events
  • Testing new markets
  • Reconfiguration and flexibility at multiple events

When to buy an exhibition stand

The benefits of buying an exhibition stand include:

• It provides long-term value
• You retain full control
• You have the freedom to reuse it across multiple shows
• If you exhibit regularly, the stand becomes a cost-effective solution after being used for 4-8 shows per year depending on the size and design of each stand 
• If you choose a modular stand, you also have the advantages of using a reconfigurable, scalable and sustainable solution

Please note that, if you do choose to purchase your exhibition stand, you will need to find solutions for storage and maintenance between events. Additional components may also need to be purchased if your stand size or configuration changes. 

Additional costs to budget for

Many first-time exhibitors underestimate the additional costs that are involved in attending an event, and subsequently run over budget. The exhibition stand itself only amounts to one part so to avoid surprises, it’s important to lay out a comprehensive budget for these additional costs.

When it comes to additional costs, things to consider and research include:

• Stand space rental from the venue
• Electrical connections
• Furniture and fixtures
• Flooring upgrades
• Marketing materials and samples
• Staff expenses
• Lead capture technology
• Cleaning services

Shell scheme vs. Space only; Understanding your options

When booking a stand space, you usually have to choose between two main options; shell scheme or space only. Each one suits different exhibitor types, budgets and objectives.

A shell scheme is a standard package available from the event organisers (but not all, so it’s important to check this beforehand) which typically includes; 

• A marked-up space in the exhibition venue 
• Standard flooring
• Walling
• Your brand name on a fascia
• Basic lighting
• An electric socket

With a space only stand, you get pretty much just that – an area of bare floor space where you have the freedom to build your stand from scratch. 

Your overall brand strategy will usually determine which option would work best for you. Whilst shell schemes may be cheaper and more beneficial for those with smaller stands, larger stands can be more cost-effective with custom builds. And whilst from the exhibitor’s perspective, shell schemes are likely to be a simple, more hassle-free option, they are not always necessarily the cheapest solution so it’s worth discussing this with your stand builder.

Please be aware that the option you choose will significantly impact both the cost implications and the amount of freedom you have when it comes to your design. 

You can read more about the differences between the two in our post, Shell Scheme vs Space Only: Trade Shows Explained.

FAQs

How much does an exhibition stand cost in the UK?

The answer to this really depends on the size of your exhibition stand, as well as the complexity, materials and design. The best way to obtain an accurate quote for what you’re after is by contacting a professional exhibition stand contractor who would provide an amount based on your specific requirements and include the cost for any extras, such as graphics or accessories.

Is it better to rent or buy an exhibition stand?

Buying can be more economical if you exhibit at 4-8+ shows annually, but you will need to consider other factors that come with purchasing, such as storage costs. 

Renting is usually more convenient as you can use the stand as much or as little as you require. Storage is taken care of on your behalf, it’s more environmentally-friendly, it’s stress-free and a more budget-friendly solution.

What is included in a shell scheme stand?

Shell scheme stands typically include a marked-up space, a basic walling system, standard flooring, basic lighting, a fascia board with your brand’s name, and a small electrical connection. 

What is the difference between modular and custom-built stand pricing?

Modular exhibition stands are generally more cost-effective as they are reusable and easy to reconfigure for different events. In contrast, custom-built stands are more expensive, but offer a unique, fully bespoke design with premium finishes.

How can I reduce my exhibition stand costs?

Cost-saving strategies include; 

• Choosing modular systems for reusability
• Prioritising essential features
• Booking early
• Designing for multiple shows
• Using strategic graphic placement
• Considering shell schemes for smaller stands
• Working with an experienced stand builder who can optimise your budget

How RDW Exhibitions can help reduce your exhibition stand costs

At RDW Exhibitions, we believe in delivering maximum value without compromising on quality. Established in 1980, we have years of experience helping brands of all sizes optimise their exhibition budgets. 

We offer all exhibition stand solutions and we’re particularly passionate about delivering sustainable, reusable results that reduce long-term costs.

Want to find out how we can help your brand thrive at your next event? Get in touch with our team.