Over time, an exhibition can make you a lot of money but actually executing the event is always a big expenditure. So as the title above says, here are 10 methods you can use to make this expense a little less expensive.
1. Buy Used
A preowned exhibition stand can cost you a massive 50 to 74 percent less than a comparable new booth. Even with minor refurbishments and new graphics you can incur substantial savings by simply opting for used vs new.
2. Consider Renting
Nowadays, most people can’t even tell a rental from a new design or even care about the differences. So, if a custom stand isn’t in your budget, renting can be a much more cost-effective option – with no storage or repair costs and the ability to constantly update your look and play around with various configurations.
3. Design Strategically
Devise a graphic of which 80 to 90 percent of the components remain consistent from show to show and where only 10 to 20 percent is show-specific messaging that needs to be changed regularly. To further cut down costs, consider in-house graphics or stock photography in the design phase.
4. Switch to Digital
Switching from print to digital can save you a significant amount of money. The lifespan of print is relatively short, damage risks are high and you can’t change the content without creating a whole new graphic, however, with digital, graphics are relatively easy to create and a breeze to alter and transfer with much less waiting time than print.
5. Pack Strategically
Eliminate as much dead space as possible by collapsing down exhibit materials to their smallest size and packing miscellaneous items into the corners of your containers. By tightly packing your shipments, your items will move around less in their containers, thus, reducing the risk of damage but also, the fewer boxes you have, the less volume and the lower your transportation and storage costs will be.
6. Avoid Weekends
Many events start on either Monday or Tuesday meaning exhibitors feel forced to install their exhibits over the weekend when labour costs are higher. In these cases negotiate with show management to install your booth on the Thursday or Friday before.
7. Maximise Output
Find a good installation and dismantling crew which you can use over and over again. Over time they will become familiar with the mantling and dismantling process and essentially more efficient, saving you a lot of time and money.
8. Reward Frugality
In order to encourage your staffers to think before they spend provide them with an incentive such as 50 percent of the money they didn’t spend, reimbursed to them for their own personal use. For example, if a staffer were allotted £300, but only spent £100 they would get back £100 and you’ll end up with a net saving of £100.
9. Bundle and Negotiate
To cut your staff travel costs be sure to book well in advance and look for group packages that many hotels now offer, they are generally much better value for money. Any extra services such as breakfast, Wi-Fi, business center etc some hotels may offer for free of charge or you can negotiated it into the price.
10. Bring Your Own Supplies
Show service providers will often charge huge markups for inexpensive items such as electrical tape, surge protectors, cleaning supplies or bins etc. Therefore, be sure to buy your own supplies and save yourself a few extra pennies.
When it comes to saving money it’s all about cutting the ‘right’ costs and spending your money more efficiently when and where you can. That could mean in the design stage, with your own staff or suppliers, by choosing to rent vs buy or simply by remembering to buy your own supplies.
Whilst planning and executing your exhibition, never settle on one price as the final price, there are always compromises you can make that will still allow you to keep the same high quality brand experience for you attendees, and with these 10 cost cutting tips you will be able to do just that.