Renderings may look flawless, but the reality of exhibit rentals can be very different on the trade show floor. Too often, exhibitors rely on glossy visuals without confirming how the rental booth will actually appear in person. The result can be disappointing—and costly.
Why Exhibit Rentals Sometimes Fall Short
At the SEMA show, one exhibitor invested $75,000–$80,000 in a booth with a stunning rendering. From a distance, it looked elegant. Up close, however, the flaws were obvious:
- Thin carpet with holes and exposed wires
- Unfinished wall panels
- A poorly constructed arch
- Worn-out furniture
The problem wasn’t just the vendor. The exhibitor hadn’t requested photos of previous builds or checked references. Without proof of workmanship, they gambled—and lost.
The Nature of Exhibit Rentals
Rentals aren’t brand-new builds. Rental houses keep costs manageable by reusing structures. That’s normal, but condition matters. Common issues include:
- Carpet and padding: Thin or unpadded flooring wears down quickly.
- Graphics: While they last up to two years, they fade or delaminate with age.
- Sintra panels: Prone to scratches without proper storage.
- Tension fabric: Looks sleek initially but weathers over time.
Quality rentals should still be well-maintained, clean, and safe. Anything less diminishes your brand.
How to Protect Yourself From Poor Rentals
1. Ask for References
Speak to past clients about their experience with the vendor.
2. Request Show Floor Photos
Renderings don’t reveal wear and tear. Insist on actual photos of recent rentals.
3. Get Detailed Orders
Specify materials clearly—e.g., “28-ounce premium carpet with ½-inch padding”—rather than vague terms like “carpet and pad.”
4. Inspect When Possible
If feasible, visit the vendor’s warehouse or attend a show where their booths are on display.
Checklist: Ensuring Quality in Exhibit Rentals
- Review photos of completed rental booths
- Check references from other exhibitors
- Insist on detailed specifications in the contract
- Budget for premium flooring and quality materials
- Confirm maintenance practices for graphics and structures
Final Thoughts
Rental exhibits offer flexibility and cost savings, but only if managed properly. Don’t let a beautiful rendering mislead you. By checking references, reviewing real photos, and detailing specifications, you can avoid disaster on the show floor. As Absolute Exhibits has seen with clients, proactive planning ensures exhibit rentals deliver the quality your brand deserves.
