Smart Ways to Manage and Reduce Corporate Travel Costs for Trade Shows

Trade shows are valuable opportunities for brand exposure, networking, and lead generation, which is why companies big and small make them a priority. However, when it comes to budgeting, corporate travel can quickly become one of your biggest expenses, and a huge deterrent to exhibiting at trade shows. Between airfare, hotels, meals, and transportation, costs can add up fast, especially if you plan to send a large team. 

IGE Group knows the importance of participating in trade shows, but we also know that budgeting for them is a huge task. If you want to make the most of your trade show investment, here are some proven ways to reduce your travel spend without sacrificing performance. Plus, when you partner with our team, you can ensure an effective and professional trade show exhibit that meets your budget and needs. 

Book Travel Early

The earlier you book flights and hotels, the better your chances of locking in lower rates. Airline prices can rise dramatically closer to departure dates, and hotels near the convention center fill up quickly, especially during major shows.

For domestic flights, 1 to 3 months in advance is recommended. You can use fare tracking tools like Google Flights or Hopper to monitor prices and book at the right time. For international flights, 3 to 6 months is ideal. Tuesdays and Wednesdays also tend to have lower fares. 

Use Event Housing Blocks

Many trade shows partner with housing services to offer discounted hotel rates for attendees. These blocks often include added benefits like free shuttles, waived resort fees, or flexible cancellation policies. Not only are the prices discounted, but also your team can stay close to the event venue for convenience. 

You can also look into Airbnbs, which can be cheaper than hotels, especially for groups that will be staying for more than a few days (and don’t mind cooking some meals). However, if your team is only staying a couple of days and prefers the amenities that come with hotels—free breakfast, gyms, and housekeeping—then a hotel will be your better bet. 

Send a Smaller, More Focused Team

Not every employee needs to attend every show. Focus on sending only your most essential staff, such as those responsible for sales, product demos, or relationship-building. A smaller team means lower airfare, fewer hotel rooms, and reduced per diem costs.

A 10×10 booth, for example, only needs 2 staff members, while a 10×20 booth can benefit from 3 people. You only need a team of 6 or more if your exhibit is a large island and you plan to rotate shifts. Essentially, you only need 2 to 3 staff in the booth at once. 

Combine Trips with Other Business Opportunities

If you’re already investing time and money to attend a trade show, make the most of the trip by adding strategic business activities to your itinerary. Schedule meetings with existing clients to strengthen relationships, or reach out to potential leads in the area for in-person introductions. Also, consider visiting local suppliers, distributors, or partners to streamline operations or explore new collaborations. 

You can even carve out time for market research, such as observing local competitors, scouting retail locations, or exploring regional consumer trends. These added touchpoints not only enhance your networking and business development efforts but also increase the overall return on your travel investment.

Plan Transportation Ahead

Avoid last-minute rideshares or expensive rentals. Car rental rates aren’t cheap, with average daily rates on a mid-size vehicle costing around $50-$75 a day. Check if the trade show offers shuttle service, especially if you’ll be staying at a housing block, or coordinate carpooling for your team. Public transportation is also a great option in cities with reliable systems.

Use a Corporate Travel Policy

If your company attends trade shows regularly, establish a clear travel policy with preferred vendors, booking procedures, and spending limits. Many businesses also benefit from working with a corporate travel agency to manage bookings and secure discounts with travel providers. 

They also take the headache out of having to book flights, hotels, and transportation, saving you time that could be better spent planning for your trade show. Additionally, if there are changes, cancellations, or emergencies, corporate travel agencies will take care of them on your behalf. 

Let’s Make Your Next Show More Efficient

Want to stretch your budget further without cutting corners? Contact IGE Group to learn how we can help streamline your trade show strategy—from the booth to the boarding pass. We can maximize every dollar of your trade show experience so that you’re able to reduce costs while delivering optimal results.