A clear trade show planning timeline saves money and reduces stress. Exhibitors who delay decisions almost always pay more. Costs rise because late orders trigger overtime, penalties, and shortages. Acting early, however, ensures better pricing and smoother preparation.
Overtime Rates Add Up
First, early orders allow exhibit houses to work during normal business hours. When you wait, crews must rush and log overtime. As a result, your exhibit gets completed at overtime or even double-time labor rates.
Accurate Orders Prevent Penalties
Second, an early trade show planning timeline gives teams the lead time needed to calculate service orders. Electrical, labor, rigging, and drayage all require precise estimates. If you submit late or inaccurate orders, show services add penalties that inflate your bill.
Vendors Face Shortages
Third, remember that vendors also depend on their suppliers. In large trade show cities like Las Vegas, exhibitors have seen black Sintra, fabric graphics, and top-tier labor run out. Those who ordered late paid higher rates for whatever remained. Following a trade show planning timeline helps you avoid these shortages.
Paperwork and Payments Matter
Finally, nothing moves forward until you complete service forms and payments. Show contractors will not start laying electrical lines before carpeting unless payment is confirmed. If you arrive at the show without paperwork done, you stop the entire process—and guarantee overtime fees.
The Bottom Line
Exhibitors often understand the importance of booth space but forget that timing affects every cost afterward. By sticking to a trade show planning timeline, you secure early rates, book affordable travel, and protect your budget. For additional guidance, read ExhibitorOnline’s Trade Show Planning Timeline.
