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9 Tips to Prevent Additional ‘Add On’ Fees for Your Exhibition Stand

9 Tips to prevent additional 'add on' fees for your Exhibition stand

9 Tips to Prevent Additional 'add on' Fees for Your Exhibition Stand

When you’re getting ready to showcase your amazing products or services at an exhibition, and the one of the best Exhibition Stand Fabricator builds your stand, the last thing you want is to be hit with unexpected ‘add-on’ fees. These sneaky charges can quickly inflate your budget and take away from the excitement of your event. But fear not because we’ve got 9 fantastic tips to help you dodge these extra costs and keep your exhibition stand experience smooth and budget-friendly.

Imagine this: you’ve worked hard to prepare your booth printed all those eye-catching brochures, and your team is pumped up and ready to shine. But then, surprise! You find out you must pay extra for electricity, Wi-Fi, or even the carpet under your booth. It’s like planning a surprise party for your friends and then being asked to pay for the cake after it’s baked!

That’s why it’s essential to be prepared and plan before diving into the world of exhibitions. It’s like plotting your treasure map to avoid hidden traps. Following these 9 tips will give you the knowledge and strategies to navigate the exhibition world without any nasty surprises. So, let’;s begin your journey to a hassle-free and budget-friendly exhibition stand experience!

Type of Stands 

Exhibition stands come in various types, each designed to cater to different needs, preferences, and budgets, which the Exhibition Stand Designers design. These stands are integral to presenting a company’s products or services at trade shows, expos, or other events. Below, we’ll describe some common types of exhibition stands in detail:

1. Shell Scheme Booths

Shell scheme stands are the most basic and commonly used exhibition stands. They comprise a pre-built framework with walls, usually made of panels or fabric, forming a defined space. Event organizers typically provide these stands.

  • Advantages: Shell scheme booths are cost-effective, with essential elements like
    walls and a ceiling. They also provide a clean,  professional look.

2. Modular Stands

Modular Stands are versatile and customizable. They consist of modular components like panels, frames, and graphic displays that can be assembled and reconfigured to fit various booth sizes and layouts.

  • Advantages: Modular stands offer flexibility in design, making them suitable for different exhibition spaces. They are reusable and can be cost-effective in the long run. Graphics can be easily updated for future events.

3. Custom-Built Stands

Custom Built Stands are tailor-made to meet specific design requirements and branding needs. They are unique and often incorporate innovative designs, materials, and technology.

  • Advantages: Custom-built stands offer a highly personalized and eye-catching presence. They can effectively communicate a brand’s identity and message. However, they tend to be more expensive and require more time for design and construction.

4. Island Stands

Island Stands are large, open exhibition spaces accessible from all sides. They are usually positioned in the middle of exhibition halls, offering maximum visibility.

  • Advantages: Island stands provide ample space for creativity and interaction. They are ideal for companies aiming to impact and engage with a large audience significantly. However, they are among the most expensive types of exhibition stands.

5. Portable Displays

Portable displays are lightweight, compact stands for easy transport and quick assembly. They often include pop-up banners, roll-up banners, tabletop displays, and fabric tension systems.

  • Advantages: Portable displays are cost-effective and suitable for small businesses or those with limited budgets. They are easy to set up and can be used for various events. However, they may have limited customization options.

6. Double-Decker Stands

Double Decker Stands feature two levels, with a staircase or an elevator connecting them. These stands maximize space utilization and provide a commanding presence.

  • Advantages: Double-decker stands are excellent for companies showcasing products or services while offering meeting spaces or hospitality areas. They efficiently use vertical space but are among the most expensive options.

7. Corner Stands

Corner stands are located at the corners of exhibition halls, providing visibility from two sides. They can be customized to fit various sizes and designs.

  • Advantages: Corner stands offer increased visibility and are often more affordable than island or double-decker stands. They are ideal for companies seeking a prominent location without the cost of an island stand.
Choosing the right type of exhibition stand depends on your goals, budget, branding, and space allocation at the event. Careful consideration of these factors will help you select the most suitable stand to effectively showcase your products or services and make a lasting impression on attendees.

9 Tips to prevent additional 'add on' fees for your Exhibition Stand

Budgets are a universally understood concept, providing financial security and enabling us to manage our expenditures comfortably. While some budgets offer flexibility, others are more rigid and fixed. Regardless of the budget allocated for your exhibition display, discovering unexpected fees or hidden surprises on the final invoice is an experience no one relishes. So, what inquiries should you make before approving a quote from your Exhibition Stand Builder? What checkboxes must be ticked? The events and exhibitions industry is notorious for cost fluctuations, so watch for a few tips and critical aspects to ensure their inclusion in your quotation.

1. Labour

Labour costs can fluctuate within an exhibition build due to various factors, primarily driven by your exhibition stand design. Exhibition Stand Builders typically strive to provide accurate estimates regarding manufacturing, installation, and dismantling times. They make every effort to ensure a smooth build process without onsite hiccups. One effective strategy for a seamless onsite installation is to conduct a test fit of the factory stand before packing and transporting. It’s essential to inquire if your stand builder offers this service and whether it’s included or comes with an additional charge. 

Sometimes, unforeseen circumstances can extend the installation time, such as truck breakdowns, delayed deliveries of stand components, issues with the allotted space, or damaged items upon arrival. These delays can create a ripple effect, resulting in extra hours being billed onsite. To safeguard your budget from these unexpected costs, discuss with your stand builder the measures they take to minimize such occurrences. If they cannot provide satisfactory assurances, consider seeking additional quotations and asking questions until you’re confident in your choice of stand builder. This approach ensures your financial investment aligns with your expectations.

2. Interstate 

Interstate exhibitions can incur additional costs. Exhibition Stand Builders often must fly to the exhibition city, with a project manager overseeing the build. Their stay may be required, depending on the project’s complexity. Booking early saves on flights and accommodations, as costs tend to rise closer to the event. Prices quoted are based on current rates during design and quotation. Delaying decisions for six weeks can lead to higher expenses.

Freight is a consideration if your stand builder is from another state, increasing transport expenses. Finding suitable local builders may be challenging, and flexibility in your budget may be necessary to cover these extra charges.

3. Read the Exhibitor Manual

Most exhibitions provide exhibitor manuals, which are comprehensive guides containing essential information about the event, rules, regulations, and additional fees. These manuals are often overlooked but hold valuable insights into potential ‘add-on’ fees that may catch you by surprise. Take the time to carefully read through the exhibitor manual to understand what services are included with your booth rental and what may come with an extra cost.

4. Avoid Last-Minute Changes

Making last-minute changes to your exhibition booth design or logistics can incur unexpected fees. To prevent this, finalize your plans well and promptly communicate any adjustments to the Event Organizers. Changes like booth size, location, or additional services should be requested and confirmed early to avoid rush fees or penalties. 

5. Maximize Booth Space Efficiency

Exhibition space is often costly, and expanding your booth size can quickly increase expenses. Instead of opting for a larger booth, focus on maximizing the efficiency of the space you have. Use vertical displays, modular setups, and creative design to maximize your allocated area. By optimizing your booth space, you can avoid the need for costly expansions and additional fees.

6. Inquire About In-House Services

Many exhibition venues offer in-house electrical, internet, and cleaning services. While convenient, these services can also come with premium price tags. To prevent unnecessary ‘add-on’ fees, inquire about these services in advance and compare their costs with external providers. You might find that outsourcing certain services can be more cost-effective.

7. Negotiate Package Deals

When renting booth space, consider negotiating a package deal with Event Organizers. Some exhibitions offer bundled packages that include booth space, essential services, and marketing opportunities at a discounted rate. By taking advantage of these packages, you can save money and reduce the risk of ‘add-on’ fees. 

8. Shipping and Handling

Shipping materials to and from the exhibition can be a significant expense. Plan your logistics carefully to minimize shipping costs and avoid last-minute fees. Ask your Exhibition Stand Fabricator to Ship your materials well in advance to ensure they arrive on time, and consider using a reliable logistics partner with experience in exhibition shipping. Additionally, be aware of any storage fees that may apply if your materials arrive too early or are not collected promptly after the event. 

9. Staff Training

Staffing your exhibition booth with well-trained personnel can prevent ‘add-on’ fees from mishaps or misunderstandings. Ensure that your team understands the rules and regulations of the event, the logistics of your booth setup, and how to handle any unforeseen issues that may arise during the exhibition. Proper training can help avoid costly mistakes and maintain a professional image.

Conclusion

Participating in exhibitions can be a rewarding marketing strategy, but managing your expenses and preventing unexpected ‘add-on’ fees is essential. By planning, thoroughly researching the event, adhering to rules and regulations, and optimizing your booth setup, you can minimize the risk of additional costs and make the most of your exhibition experience. Remember that every dollar saved on ‘add-on’ fees is a dollar that can be reinvested in your business or future exhibitions, ultimately contributing to your success in the world of trade shows and expos.

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