What are good tips to Save money at a trade show?
While tradeshows present an amazing opportunity to meet face to face with your target audience, costs can add up quick. Finding ways to stretch those precious marketing dollars is critical to success. Companies both large and small can use some of these money saving techniques in today’s economy.
Before the Show
Set a Budget: Determine how much you can spend, including travel, accommodations, booth setup, and promotional materials. Stick to this budget.
Choose the Right Show: Focus on trade shows that are most relevant to your target audience. Research attendance demographics to ensure it’s worth the investment.
Register Early: Take advantage of early bird discounts on booth space, event passes, and travel accommodations.
Plan Travel Strategically:
Book flights and accommodations well in advance to secure lower prices.
Share hotel rooms with colleagues if possible.
Look for trade show packages or deals negotiated by the event organizers.
The Exhibit & Showtime
The Exhibit: Whether you are buying or renting, important factors to consider is the weight and installation/dismantle time for the exhibit. These are two critical factors in trade show costs. Weight is important because union labor charges by the pound to bring crates from the loading dock to your space, known in the industry as Drayage, so the more weight the higher the charges. Setup and dismantle time is charged by the hour, so the more complicated the exhibit is the higher the setup costs can be.
Rent Equipment: If the show requires unique items, consider renting rather than purchasing.
DIY Setup: Handle booth assembly and teardown yourself or with your team to avoid hiring contractors.
Ship Smart: Whenever possible, arrange shipping to the advanced warehouse. This includes booth material as well any product or giveaways that will be needed for the show. Crates shipped to the advanced warehouse avoid costly shipping carrier wait times that always occur when shipping direct to the show while having a truck sit and wait to be unloaded.
Marketing and Promotions
Leverage Digital Promotions: Use email marketing, social media, and your website to promote your participation instead of relying on expensive print materials.
Print Smart: Print only the necessary quantity of brochures and business cards. Use QR codes or USB drives to share additional materials digitally.
After the Show
Review, Review, Review: After the show ends, collect all the bills that from every service for each show. Review all line items costing and compare to ordering records for accuracy
Evaluate ROI: Assess leads, sales, and brand exposure gained from the show. Use this data to refine your strategy for future events.
Additional Tips
Local Shows: Focus on regional events to reduce travel expenses.
Leverage Sponsorships: Offer to speak or host a panel for visibility at a fraction of the cost of a large booth.