How Much Does It Cost to Exhibit at a Trade Show in 2025?

Trade shows offer a powerful opportunity to showcase your brand and generate valuable leads, but they come with a price tag. Whether you’re a first-time exhibitor or a seasoned trade show pro, knowing what goes into the cost of exhibiting is helpful. Not only can you develop realistic expectations for what things cost, but also you can budget accordingly for a trade show that will meet your goals. 

At IGE Group, we help companies plan, design, and execute stunning exhibits. We know how to maximize value at every price point, and we can work with any budget. Even small companies deserve their spots at trade shows! So how much does it cost to exhibit at a trade show? The answer depends on many factors, but here’s a breakdown of the typical expenses and what you can expect in 2025. 

Booth Space Rental: $3,000-$40,000+

Renting a booth space is often one of the largest upfront costs. Prices vary depending on the event and location. Exhibiting at big events with a lot of traffic tends to cost more. However, the biggest predictor of cost is the size of the booth space. A 10×10 space may cost around $3,000, while a 20×20 space at a major show could run $15,000 or more. 

Exhibit Design & Fabrication: $5,000-$50,000

Another large investment is the exhibit itself. A custom exhibit tailored to your brand can cost between $15,000 and $50,000 or more, depending on features, materials, and technology. You can save money by choosing a rental exhibit or modular exhibit, as both can be reconfigured and reused. IGE Group specializes in building exhibits that stand out and make a lasting impact, and they come at all different price points to meet your needs. 

Shipping & Logistics: $1,000-$10,000

Transporting your exhibit to and from the venue can be costly—especially for large or international shows. Be sure to budget for drayage (material handling) as well. Unfortunately, many people underestimate these costs, as it’s much more complex than putting your exhibit on a truck. Exhibit freight involves precise timing, special handling, and multiple service layers that can significantly increase your costs. 

Installation & Dismantling (I&D): $2,000-$15,000

Unless your exhibit is small and portable, you’ll likely need union labor to install and dismantle your booth. Installation services refer to uncrating and assembling your exhibit, including positioning furniture, lighting, signage, monitors, and displays. It also involves making sure electrical and AV components work. Dismantling services refer to taking down the booth, packing and crating exhibit components, and preparing materials for outbound shipping and storage. These services are billed hourly, and overtime rates may apply. 

Travel & Lodging: $2,000-$10,000

Another aspect of exhibiting is travel and lodging. With today’s prices on flights, hotels, meals, and transportation, this can add up quickly, especially in high-demand cities like Las Vegas or Chicago. To reduce travel and lodging costs, book early, be strategic with flights (midweek or non-peak times are cheaper), and consider an Airbnb, especially if it’s outside the immediate area. 

Marketing Materials: $500-$5,000

Promotional giveaways, printed brochures, branded apparel, signage, and digital displays all fall under this category. Don’t forget pre-show and post-show email campaigns, too. While you don’t have to invest in expensive promotional items, you should have some well-chosen giveaways to attract people to your booth, such as reusable water bottles, charging cables, or tote bags. Keep in mind that promotional items reinforce your brand message long after the show is over! 

Utilities & Show Services: $500-$5,000

Electrical, internet, water, cleaning, and waste disposal are often charged separately by the venue or show provider. These “hidden costs” can surprise exhibitors who don’t plan ahead. Make sure to put some money aside to handle these costs, which again, vary based on the venue and city, your booth size and complexity, and the number and type of utilities required. 

Lead Capture & Technology: $300-$1,500 

Want to make the most of your time on the floor? Invest in lead retrieval tools or interactive tech that help you engage attendees and track ROI. The best tools scan badges or business cards, input notes about conversations and lead interest level, tag or score leads based on custom criteria, trigger follow-up emails, and analyze data. A good tool will also integrate seamlessly with your CRM platform. 

Ready to Maximize Your Exhibit Investment?

At IGE Group, we partner with clients to build bold, memorable exhibits that deliver results—no matter your budget. From modular displays to full custom builds, we manage every step of the process: design, production, logistics, and beyond. For a personalized estimate, contact IGE Group today at 800-557-1227.