Event Service Elements
Creating a detailed budget for your event services is essential to ensuring a smooth and successful show. Many exhibitors underestimate how quickly costs can escalate when services are not planned for properly. This guide will help you understand the various service elements involved, allowing you to prepare an accurate budget and avoid unnecessary surprises.
Pro Tip: Always obtain a copy of your show manual before you start budgeting. This document provides specific details about venue services and their associated costs, which can vary significantly between shows and states. If the current manual isn’t available, request the previous year’s version from your show account representative. It will serve as a valuable reference point, particularly if the event is at the same venue.
Pick Your City
After you select your city, view your updated price ranges below.
Simple Exhibits (Minimum Amount of Labor Required)
- All ST range: $1,200 – $3,500
- ST/OT mix range: $2,000 – $4,000
- All OT/DT range: $2,500 – $4,500
Moderately Complex Exhibits (Less than 2 Days of Install Required)
- All ST range: $3,500 – $5,500
- ST/OT mix range: $5,000 – $8,000
- All OT/DT range: $6,000 – $9,500
Elaborate Exhibits (~2 Days of Install Required)
- All ST range: $7,500 – $11,500
- ST/OT mix range: $10,000 – $15,000
- All OT/DT range: $12,000 – $17,500
Very Elaborate Exhibits (~3 Days of Install Required with Large Teams)
- All ST range: $12,500 – $18,000
- ST/OT mix range: $16,500 – $22,500
- All OT/DT range: $19,000 – $27,500
Note that if your exhibit is extremely elaborate, these estimates may need to be even higher. If you feel that your exhibit falls into this category, it is best to speak directly with the Producers bidding on your work to determine what they believe is an accurate budget estimate for your project.
Simple Exhibits (Minimum Amount of Labor Required)
- All ST range: $1,500 – $4,000
- ST/OT mix range: $2,000 – $4,500
- All OT/DT range: $3,000 – $5,500
Moderately Complex Exhibits (Less than 2 Days of Install Required)
- All ST range: $4,500 – $7,500
- ST/OT mix range: $6,000 – $10,000
- All OT/DT range: $7,000 – $12,500
Elaborate Exhibits (~2 Days of Install Required)
- All ST range: $9,500 – $14,000
- ST/OT mix range: $12,500 – $18,000
- All OT/DT range: $14,500 – $21,000
Very Elaborate Exhibits (~3 Days of Install Required with Large Teams)
- All ST range: $15,000 – $23,000
- ST/OT mix range: $19,000 – $28,000
- All OT/DT range: $23,000 – $35,000
Note that if your exhibit is extremely elaborate, these estimates may need to be even higher. If you feel that your exhibit falls into this category, it is best to speak directly with the Producers bidding on your work to determine what they believe is an accurate budget estimate for your project.
Simple Exhibits (Minimum Amount of Labor Required)
- All ST range: $3,000 – $5,000
- ST/OT mix range: $4,000 – $6,000
- All OT/DT range: $5,000 – $7,000
Moderately Complex Exhibits (Less than 2 Days of Install Required)
- All ST range: $7,000 – $11,000
- ST/OT mix range: $9,000 – $13,000
- All OT/DT range: $11,000 – $16,000
Elaborate Exhibits (~2 Days of Install Required)
- All ST range: $17,000 – $23,000
- ST/OT mix range: $20,000 – $28,000
- All OT/DT range: $25,000 – $35,000
Very Elaborate Exhibits (~3 Days of Install Required)
- All ST range: $27,000 – $38,000
- ST/OT mix range: $32,000 – $45,000
- All OT/DT range: $38,000 – $55,000
Note that if your exhibit is extremely elaborate, these estimates may need to be even higher. If you feel that your exhibit falls into this category, it is best to speak directly with the Producers bidding on your work to determine what they believe is an accurate budget estimate for your project.
Your core Event Services represent such things as:
Below is an overview of the core event service elements that you should include in your budget planning. Each service is represented as a tile, allowing you to explore them in detail and estimate potential costs for your upcoming event.
Freight & Handling / Forklift Load In/Out Services
Moving your materials to and from the venue can incur multiple charges, including forklift fees, inbound and outbound handling, and storage costs. Be sure to factor in potential overtime fees, especially if you anticipate late or early material deliveries.
Installation & Dismantle (I&D)
Labor for installing and dismantling your exhibit is often one of the largest expenses. Depending on the city and venue, union regulations may also apply, impacting the cost of setting up and tearing down your booth. Review the venue’s policies to understand standard and overtime rates.
Supervision
Hiring an on-site supervisor can be crucial if you don’t have a dedicated team present. Supervisors ensure that your exhibit is set up accurately and efficiently, providing peace of mind and minimizing the risk of costly delays.
Drayage / Material Handling
Drayage covers the transport of materials from the loading dock to your booth space and vice versa. Charges are typically based on weight and can be influenced by various factors such as special handling, crated vs. uncrated items, and overtime rates. Confirm what’s included in your drayage quote to avoid misunderstandings.
Electrical
Electrical services can vary from a simple power drop to complex setups requiring specialized installation. Power needs should be calculated in advance to ensure you don’t end up with either insufficient or excessive power, both of which can disrupt your setup and increase costs.
Internet Services
Many venues offer multiple internet options, from shared Wi-Fi to dedicated high-speed lines. While reliable internet is often essential, it’s also one of the most expensive services. Identify your bandwidth requirements early to choose the most cost-effective solution.
Rigging / Hanging Banner Services
Rigging is required for overhead banners, lighting, and structural elements that need to be suspended. Costs are often determined by the weight, complexity, and installation time required. Be sure to communicate your needs clearly to the venue to receive an accurate quote.
Other miscellaneous items you may require are:
While the core elements are your primary focus, other miscellaneous services may be required depending on the nature of your event. Below are additional services that are worth considering:
Catering
Security
Floral
Talent
*Note that we will not dive into those items here, as they vary greatly based on your needs and the event venue. We recommend that if you have these needs, you find the order forms in your show manual and budget accordingly.*
Why Proper Budgeting is Crucial
Creating a comprehensive event services budget can seem overwhelming, but it’s an essential part of ensuring your event runs smoothly. By understanding each service element and planning accordingly, you can avoid unexpected expenses and focus on delivering an engaging experience for your attendees.
Pro Tip: Start early and involve your show representative. They can provide valuable insights and may be able to negotiate certain costs based on your specific needs.
Ready to dive deeper into each service element? Explore our tiles above to learn more and access helpful budgeting tools!
Looking for Physical Exhibit Elements?
If you’re focused on the physical components of your exhibit, such as booth structures, lighting, and signage, be sure to visit our Physical Exhibit Elements page for a complete guide.
Learn MoreCreate An Account