Effective Ways to Cut Costs
Selecting the right exhibition to attend can make a big difference to your success level, qualified leads and sales—versus spending money, time and energy with no return.
1. Proper planning
Proper planning is the most important cost-cutting tip. Planning ahead saves on expensive last minute charges. Establish a list of key dates and activities. Push due dates back a month so that you always meet your deadlines.
2. Promotional production
Produce all of your pre-show mailings at the same time to save on printing expenses rather than printing several times throughout the year.
3. Buying a display
Consider the best type of exhibition stand for your needs. Look into one that packs compactly to save on storage, lightweight to save on shipping, portable to transport by car, courier or as airline baggage, can be quickly and easily set-up to save costs, adapts easily to different spaces by adding or removing components.
4. Display graphics
Design and produce your graphics ahead of time to avoid overtime or rush charges. Have someone proofread your copy to avoid change charges.
5. Packing supplies
Create a "show box" containing handy items that are often not available at the show site. Include a stapler, tape, Velcro, scissors, Swiss army knife, pens, paper, extension cords, and extra light bulbs. Remember to re-stock the box after each show.
Take only enough literature to distribute to highly qualified leads. Offer to send prospects literature or pdfs so it is on their desk when they return from the show. This saves on drayage, production costs, and cuts down on waste.
When buying a display, investigate how you will ship it. Lightweight durable systems save on shipping and drayage. Keep an accurate record of actual weight, contents and number of containers. Specify the weight on your bill of lading. Consolidate materials in one tub or shrink wrap individual items onto one pallet. Don’t scrimp on shipping containers. Re-doing damaged graphics can be expensive.
Investigate reduced rates or special deals with the airlines for ten people or more traveling to and from the same city. Book early and ask hotels for any specials or corporate rates. Explore Saturday night stay-over rates, an extra night at the hotel may be less than the extra airfare. Use airport shuttles instead of taxis.
9. Show services
Pre-order show services at least 10-30 days prior to the show–electrical, phones, cleaning services, etc. The floor price is often 10-20% higher. Order more wattage than needed so you don’t risk an electrical breakdown and then have to pay a higher floor price.
10. Setting up schedule
Setting up during straight time and avoid weekends and overtime hours as much as possible as it can cost up to twice as much. When possible, use your own personnel to set up your exhibition display. You will need to check the regulations specified by the exhibition hall.