It is worth mentioning that Las Vegas is one of the leading global trade show venues. It has huge convention centers and hotels with exhibition facilities where it organizes hundreds of trade shows that attract exhibitors from all over the world. Holders of the space must rent the right trade show displays and equipment for a successful show. Using Las Vegas as a case study, this article gives information on the cost of opting for trade show rental in Las Vegas as well as what affects the cost.
Table of Contents
Elements Affecting the Price of Renting Trade Show Booths
- Booth Space & Necessary Equipment
The size of the floor space and the extent of the trade show displays and accessories required significantly influence the rental charges. Huge inline or island booths that require displays, counters, lighting, etc, will be more expensive than simple tabletop exhibits. Prefabricated rental displays are also cheaper than custom exhibits.
- Labour & Installation Services
Extra costs such as the labor of installation, dismantling, and transportation of trade show displays also form an added expense to the rental charges. Other costs that may be incurred are the rental of some equipment to display the products and hiring the equipment to fix them on their own to avoid extra charges for fixing.
- Customization
Modular rental exhibits can be easily customized, while rental displays are not as easily customized as modular rental exhibits. However, rental costs rise with personalized graphics, accessories, and shelving. The higher the level of customization of the rental equipment, the higher the cost of rental.
- Length of the Leased Period
Renting the exhibit displays for the period of a multiple-day trade show is more costly than renting for a couple of days only. It is also useful for the exhibitors to check the times so that they can avoid paying for additional days that they do not need to occupy the hall.
- Time of Year
The highest number of trade conventions is held in Las Vegas in the year’s first quarter, from January to March. Demand for rentals is high in these months of the year, meaning that prices will be relatively high. We may get more reasonable rental rates for trade shows scheduled during other months or weekdays as opposed to weekends.
- Order Lead Times
Ordering rental items even earlier (preferably 4-6 months before the show) is beneficial in terms of acquiring better stock at comparatively lower prices than placing an order only a few weeks before the show dates. A common characteristic of last-minute orders is the rush delivery and handling charges that affect rental prices.
Trade Show Rental Packages
It is often not easy and certainly not cheap for exhibitors to rent trade show exhibits and accessories separately. The majority of rental firms provide easy inclusive rental display packages depending on the size of the booth. These feature full exhibit packages with basic items exhibitors require for their exhibit space.
– Tabletop Rental Packages
Some of the equipment that is included in the rental packages are 6’ or 8’ covered tables with table skirts, chairs, counter displays, mounted plasma screens or slat walls, and basic lighting units. It also enables small exhibitors to have well-equipped and adorned exhibits without having to hire additional items.
– 10×10 Rental Packages
10×10 rental packages encompass inline exhibit kits that include back walls, counters, shelves, cabinets, stools, lights, and basic graphics. These mid-sized, all-inclusive packages make it possible for the client to rearrange the display within the 10’x10’ space.
– The 20×20 Island Rental Packages
Rental packages for the island contain a number of display elements to create an island with infrastructure settings. Common rental items are curved & straight back walls, header sections, storage areas, counters, lighting fixtures, and much more. The 20×20 island packages can provide a good size of visibility and mobility.
– Custom Rental Packages
For exhibitors who desire a unique and branded exhibit appearance, custom rental packages are available from rental companies. These offer graphic panels, architectural details, multimedia, storage, and furniture to establish a beautiful custom exhibit ambiance. Everything is rented in a block at an all-inclusive price inclusive of all accessories that come with the equipment.
Additional Tips
At the end of the day, the costs associated with trade show booth rentals are manageable, and understanding the factors that influence these costs will help in controlling them.
- Rent Only The Items You Need
Do not over-stock on rented items such as shelves, chairs, and lights that may not be used at all. Determine display requirements and only lease equipment that will be optimal in terms of space and budget.
- Purchase Some Display Items
Averaging down rental costs is possible by buying cheaper individual display components such as banner stands and substituting other rentals for owned assets. Frequent use of rented and purchased exhibits offers a mix that is cheaper in the long run.
- Repurpose Graphics
New graphics to be printed are relatively costly. Reusing graphics on other forms of displays, such as banners, walls, or counters, is cheaper since the graphics can be used more than once.
- Share Rentals with Neighbors
Some rental items, such as storage spaces, counters, and audio-visual equipment, can be shared with other neighboring exhibitors, which makes it possible to share the costs of rental. It is financially beneficial for all involved to coordinate with neighbors to form larger groups and secure multiple rentals at once.
As with many factors that go into a Las Vegas convention, exhibitors should consult with a reputable rental company first. They can assist in choosing the best trade show display solutions for your objectives as well as your pocket.
The Bottom Line
In general, trade show rental costs in Las Vegas include the following factors: booth size, booth customization, labor cost, rental period, ordering lead time, and the time of year. Instead of renting individual products, renting packaged exhibits makes the rental process easier and offers exhibitors full sets of displays for their booth areas. They have revealed ways of managing their show budgets, especially rental expenses, through proper planning and controlling the rentals’ costs.
