Unexpected credit card charges from contractors are one of the top complaints exhibitors share after a show. The cause is almost always the same: missed deadlines. Once service deadlines pass, advance discounts vanish, and no one can negotiate them back. That’s why mastering the process of ordering show services is critical for controlling costs and keeping your event stress-free.
This guide breaks down what trade show services include, why deadlines matter, how to budget, and how to avoid the common pitfalls that drain budgets.
What Are Trade Show Services?
Trade show services cover everything an exhibitor needs to operate on the show floor. These typically include:
- Electrical and labor to power displays, lighting, and equipment.
- Internet and lead retrieval to stay connected and capture attendee data.
- Material handling and rigging for moving crates, lifting heavy items, and hanging signage.
- Cleaning services to keep booth spaces professional.
- Additional utilities such as plumbing, refrigerated storage, or forklifts.
Every exhibitor is required to order at least some of these services, and most underestimate just how much they’ll need.
Why Deadlines Matter
Most shows set multiple deadlines: advance order, standard order, and onsite order. Missing the earliest cutoff can increase service costs by 30–50 percent. For example (actual rates may vary):
| Service | Advance Rate | Standard Rate | Onsite Rate |
|---|---|---|---|
| 500 watts electrical | $120 | $160 | $220 |
| Vacuuming (10×20 booth) | $80 | $110 | $150 |
Deadlines are not suggestions—they directly impact your bottom line.
How Exhibit Houses Can Help
Exhibit houses aren’t just booth builders; they act as partners. At Absolute Exhibits, the team advises clients on which show services are required, prepares paperwork, and coordinates with contractors to ensure deadlines are met. This saves time, avoids costly mistakes, and allows exhibitors to focus on engaging attendees instead of managing forms.
Common Pitfalls to Avoid
Even experienced exhibitors fall into the same traps:
- Underestimating electrical needs: Adding screens or demo equipment late can overload your booth’s power.
- Forgetting essentials: Furniture, water service, or even plants often get overlooked until the last minute.
- Impulse buying onsite: Items like extension cords or extra lighting cost far more on the show floor.
- Ignoring union rules: Each city has unique labor requirements that affect what your team can set up on their own.
Budgeting for Show Services
Services can account for 15–30 percent of a trade show budget. Planning for these costs upfront avoids nasty surprises. To stay on track:
- Request all service forms as soon as the exhibitor manual is available.
- Compare advance, standard, and onsite rates to calculate potential savings.
- Hold a pre-show planning meeting with booth staff to identify every need.
This ensures your budget reflects reality, not wishful thinking.
Emergency Preparedness
Onsite contractors sell basics at steep markups. A roll of tape, extension cord, or even a power strip can cost several times retail price on the show floor. An emergency supply kit packed with office supplies, tools, and small hardware saves time and money.
Checklist: Ordering Show Services the Right Way
- Meet advance order deadlines for discounted rates.
- Identify electrical, internet, rigging, and cleaning needs early.
- Authorize your exhibit house to coordinate service orders.
- Hold a booth planning meeting before the show.
- Carry copies of service orders, contact details, and tracking numbers.
- Pack an emergency supply kit with essentials.
Conclusion
Ordering show services is more than checking boxes; it’s the foundation of a smooth, cost-effective exhibit. By planning ahead, sticking to deadlines, and leveraging support from your exhibit house, you can avoid last-minute expenses and focus on meeting prospects.
For more targeted guidance, see our related resources:
Ordering Show Services: Timing and Budget Basics (why deadlines save money)
Show Services 101: Avoiding the Trade Show Sinkhole (pitfalls and hidden costs)
