Exhibition Stand Costs: What You Pay For and How to Compare Quotes

“How much does a stand cost?” has no single answer, because a stand is a bundle of very different costs: floor space from the organiser, design and construction from a builder, services from the venue, and travel for your team. Prices also vary a lot between cities and shows. What you can control is understanding where the money goes, so you can set a realistic budget and compare quotes fairly.

The parts of an exhibition budget

1. Space rental (paid to the organiser)

Usually priced per square metre, with surcharges for corner, peninsula and island positions that have more open sides. Shell scheme packages bundle basic walls, carpet, a fascia name board and lighting into the space price. Space-only means you get bare floor and need a builder.

2. Stand design and construction (paid to the builder)

This is the part builders quote for. It covers concept design, technical drawings, materials, workshop production, transport to the venue, build-up, dismantling and disposal or storage. Custom stands are usually the largest single line in the budget.

3. Graphics

Printed walls, fabric panels, counter fronts, floor graphics, hanging signs and screen content. Graphics are often quoted by the builder but can be supplied separately.

4. Venue services

Electricity connection and consumption, water and drainage, internet, rigging points for hanging structures, cleaning and sometimes mandatory venue fees. These are ordered through the exhibitor manual, often with early-booking discounts and late-order surcharges.

5. Furniture, AV and technology

Tables, chairs, display cabinets, fridges, screens, sound and lead-capture devices. Renting is common; buying makes sense only if you exhibit often.

6. Logistics, travel and the team

Shipping of products and samples, storage, staff travel and accommodation, badges, catering and promotional material. Accommodation near major shows rises sharply in price as the dates approach.

What makes a stand more expensive

• Size and open sides. More floor and more visible faces mean more structure and finish.
• Custom construction. Bespoke timber builds cost more than modular systems, and the work is used once unless designed for reuse.
• Height and double-decks. Upper floors need structural engineering, approvals and safety measures.
• Complex finishes. Curves, special laminates, glass and integrated lighting add workshop time.
• Technology. Large LED walls and interactive demos add hardware, content and power.
• Late decisions. Changes after the design is signed off, and late service orders, are a common cause of overspend.
• Location. Labour, venue rules and transport distance all differ by city.

Where you can save without the stand looking cheap

• Design for reuse. A modular or hybrid stand that can be reconfigured for several shows spreads the cost.
• Decide early. Early-bird rates for services and fewer rush charges from the builder.
• Spend where visitors look. Lighting, a clear headline and a well-finished front edge matter more than hidden structure.
• Use a local builder. Less transport and fewer travel costs for the build crew.
• Rent, don’t buy, furniture and AV unless you exhibit often.

Hidden costs to plan for

• Mandatory venue or organiser fees listed only in the exhibitor manual.
• Rigging for hanging signs, which is usually ordered and charged by the venue.
• Storage between shows if you plan to reuse the stand.
• Overtime if build-up runs late.
• Waste disposal and damage to the hall floor.

How to budget

1. Get the space price and the exhibitor manual from the organiser first.
2. Add a working figure for services from the manual’s price list.
3. Ask three to five builders to quote on the same brief, with the line items listed below.
4. Keep a contingency for changes and late orders.
5. After the show, record actual costs against leads and sales so next year’s budget is based on results.

Comparing builder quotes

Ask every builder to price the same lines separately: design and project management, construction and finishes, graphics, electrics and lighting, furniture and AV, transport and build-up, dismantling and disposal, and storage. Then compare totals. Our checklist for choosing a builder covers what else to compare beyond price.

Get quotes for your stand

Send one brief with your show, stand size and budget, and builders listed on StandsZone Global who want the project will contact you with proposals. You can also browse builders by city and see planning guides for upcoming shows.