One of the most common exhibitor frustrations is surprise credit card charges from show contractors. The culprit is almost always the same: late service orders. Once advance order deadlines pass, discounted rates disappear, and onsite prices climb sharply. Ordering show services on time is the simplest way to protect your budget and reduce stress.
The True Cost of Missing Deadlines
Show service contractors set clear deadlines for advance, standard, and onsite orders. Missing them can increase your costs significantly. Industry data shows that onsite pricing can be 30–60 percent higher than advance rates, depending on the service and venue.
That means electrical, cleaning, rigging, and internet services that might have cost hundreds in advance could run into the thousands when ordered at the show.
How Exhibit Houses Keep You on Track
Exhibit houses play a vital role in meeting deadlines and managing paperwork. At Absolute Exhibits, the team:
- Prepares service forms for electrical, cleaning, rigging, internet, and more.
- Manages timelines and coordinates directly with contractors.
- Sends completed paperwork to clients for approval and payment.
This partnership ensures deadlines are met, avoids budget surprises, and frees exhibitors to focus on customer engagement.
The Dangers of Last-Minute Buying
Impulse orders on the show floor can break your budget. Common issues include:
- New electrical needs for unplanned devices or displays.
- Forgotten essentials such as furniture, plants, or water service.
- Overpriced basics like tape, extension cords, or power strips sold onsite at several times retail price.
Planning ahead prevents these last-minute purchases and keeps costs predictable.
Timeline for Smarter Ordering
To make the most of advance discounts:
- 90 days out: Review the exhibitor manual and gather all service forms.
- 60 days out: Hold a booth planning meeting with your team to confirm needs.
- 30 days out: Submit all service orders and keep both digital and paper copies of confirmations.
Following this timeline keeps you ahead of price increases and prevents costly oversights.
Conclusion
Ordering show services on time is one of the easiest ways to protect your trade show budget. By meeting advance deadlines, partnering with your exhibit house, and avoiding impulse purchases onsite, you ensure your exhibit is ready to perform without unexpected charges.
For the complete breakdown of every service category and process, see Mastering the Art of Ordering Show Services.
