Budgeting for an exhibition stand
Stand budgets usually fail on small lines that nobody listed. Split your costs into what you buy once and what you pay every time, and the numbers get far clearer.
Two columns, not one list.
A stand is partly an asset and partly a consumable. Keeping those apart stops the first show looking unfairly expensive, and it shows the true cost of later ones.
| Cost line | Paid once | Paid each show |
|---|---|---|
| Pop-up frame or banner stands | Yes | |
| Carry cases | Yes | |
| Core graphics, with no dates | Yes, until the brand changes | |
| Show-specific panels or boards | Yes | |
| Floor graphics | Often, as they are temporary | |
| Design time | For the core layout | For each new message |
| Space, power, furniture | Yes, set by the organiser | |
| Delivery or courier | Yes | |
| Staff travel and hotels | Yes |
Real line prices for your sheet.
Stand hardware is quoted to the job, as it depends on the size and system. These listed items are useful for the graphics lines, and each one is the price for a single piece.
| Item | Size | Price |
|---|---|---|
| Self-adhesive vinyl for a counter or wall | 60in x 40in | £48 |
| 5mm Foamex mounting, for a wall panel | 60in x 40in | £37.50 |
| Phototex wall graphic | A0 | £75 |
| 3M temporary floor graphic | A0 | £78 |
| UK overnight courier | Per order | from £20 |
Guide prices from our price list. They exclude VAT and delivery and assume print-ready artwork.
What organisers can charge for.
Read the exhibitor manual before you settle your budget. Depending on the venue, the costs that surprise people include electricity, hanging points, lifting equipment, cleaning, insurance and any rule that only certain contractors may work on the floor. If your space is a shell scheme, check the panel sizes and how graphics may be fixed. The organiser's own team can confirm what applies.
Spreading the cost across shows
If you plan three shows in a year, the frame and core graphics are spread over all three. So keep dates and show names off the main image. Put those on a small panel or a roller banner that can be replaced for less. Our guide to reusing display hardware explains how.
Where to spend, and where to save
- Spend on the image at eye level, the headline and anything a visitor can touch.
- Save on items only seen in passing, such as a floor sticker that is only there for a few days.
- Think twice about paying for express delivery because artwork came in late. Set internal deadlines earlier than you think you need to.
Keep something back
Allow a small reserve in your budget. Late changes, a reprint for a misspelt name or a last-minute banner for a sponsor are ordinary events. Decide the amount yourself, based on how many people must approve the artwork. Send your list to us and we will price the print lines. First time at a show? Read the print checklist for first-time exhibitors as well.
Where the money shows.
Your questions.
Should I buy a pop-up or use banners for a first show?
Roller banners usually mean a smaller first outlay. A pop-up gives a stronger wall. Our comparison of roller banners and pop-ups can help you decide.
Can you quote for the whole stand?
Yes. We can print individual graphics and panels or supply the complete stand. Send a list or a plan.
Can last year's graphics go on a different stand?
Sometimes, in part. Panels are made to fit one system, so a new frame often means new prints, though the artwork can usually be adapted.