The short answer
What decides the cost of an exhibition stall?
Stall cost has two parts. Space rental is paid to the organiser, usually by area, and depends on the show, position and open sides. The stall build depends on plot size, whether it is a shell scheme, modular or custom stall, plus materials, AV, graphics, freight and crew. Organiser charges such as power and deposits are separate again.
Two budgets that often get confused
Space rental, sometimes called the stall booking price, is set by the organiser and published in the exhibitor prospectus. Ask for it directly from the organiser, because rates differ by show, year, hall and booking date, and premiums often apply for corner or island positions.
The stall build is what you pay a designer and fabricator to create on that space. A stall design and fabrication quote normally excludes space rental, so confirm this before comparing it with last year’s total.
Shell scheme, modular or custom?
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Shell scheme
A standard booth from the organiser with walls, fascia, basic lighting and furniture, usually included in a higher rate per area. It costs least and offers the least freedom.
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Upgraded shell scheme
The same booth with added graphics, lighting and displays. A sensible step for first-time exhibitors or tight budgets.
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Modular stall
A reusable system that reconfigures for different plot sizes. It costs more for one show and less over a season.
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Custom stall
Designed and built for your plot, usually on raw space. It offers the most impact and the most freedom, but is often not reusable.
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Double-deck stall
Adds meeting space above the floor. It needs organiser approval and structural drawings, and costs considerably more to build.
What moves the build cost
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Plot size and open sides
More floor and more open faces mean more structure, graphics and lighting.
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Height
Taller walls and hanging structures add material, rigging and approvals, and are limited by show rules.
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Materials
Wood, metal, acrylic and fabric differ in cost, finish and how many uses they survive.
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AV and lighting
LED screens, product lighting and demo equipment.
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Rooms and storage
Meeting rooms, a pantry and hidden storage add walls and doors.
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Product display
Heavy or valuable products may need reinforced plinths, special flooring or security.
Charges exhibitors often miss
- Extra power load and connection charges from the organiser
- Contractor registration and refundable deposits
- Rigging, water or compressed air, if needed
- Freight, handling and material storage at the venue
- Crew travel and stay for build and dismantle
- Hostesses, hospitality and daily cleaning
- Insurance for products and structures
- Dismantling, and removal of waste within the deadline
When reuse changes the sums
If you exhibit several times a year, compare the cost across the whole season. A modular stall usually costs more for the first show and less for each one after it, but remember to include storage, refurbishment and transport. If you exhibit once a year, or if your message changes each time, a custom stall can still make more sense. Our trade show management page covers running a full show calendar.
How to compare stall quotations
- Each element is specified, with its material, finish and size
- It is clear what you own afterwards and what is rented
- Organiser charges are either included or clearly listed as excluded
- The drawing or 3D view matches the specification
- Build and dismantle dates match the organiser’s windows
Eight to ten weeks before the show is a comfortable time to start. Starting later can limit your choices and add rush charges.
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