Trade Show Services: A Hidden Event Cost

In this important guide, we’ll unpack everything you need to know about show services at US trade show events. If you’ve ever wondered why exhibiting can be so costly, you’ve come to the right place! Many global trade show booth builders help their clients navigate these hidden costs as part of the overall booth planning process.

What Are Trade Show Services?

Trade show services, also known as show costs, are a unique component of U.S. trade shows. They’re also one of the most nuanced and least understood, resulting in reduced ROI that turns away exhibitors.

And yes, they can amount to more than the cost of your entire trade show booth! But what are they?

Simply put:

• “Trade show services” are the fees charged by the show venue and/or organizers for services they have a monopoly on.
• They are paid directly to a General Service Contractor (GSC).
• The GSC is appointed by the show organizer to be their dedicated logistics and/or build partner.
• Other show service fees are billed by the venue directly.
• Show services are charged separately from your trade show display and any other third-party products/services.
• Some show services, like drayage, are mandatory. Others, like cleaning services, are optional.

What Are The Different Types Of Trade Show Services?

Common show services include:

Show Service	What It Covers	How It’s Billed	Charge Paid To
Material Handling (Drayage)	Refers to short-distance transport of your booth materials and equipment from a shipping carrier to your booked exhibit space.	By weight (hundredweight/CWT in the U.S.)	GSC
Union Labor	Paid labor that varies from state to state and covers the I&D (installation and dismantling) of your trade show booth.	Hourly per person; extra overtime charges are applicable on weekends and evenings	GSC
Rigging	Installation of suspended design elements (e.g. hanging signage) done by certified riggers.	Labor is charged hourly per person; equipment rental (hoists) is charged separately.	GSC/Venue
Electrical power	Floor power to your booth (110V/120V) to power lighting setups, visual displays, and more.	Usually a standard fixed charge, priced according to the number of outlets you need.	Venue
Internet/AV	Access to Wi-Fi and wired (more reliable) internet; AV equipment rental and installation by specialized technicians.	Usually a standard fixed charge.	Venue (Internet); GSC (AV)
Cleaning/Waste Removal	Usually an optional add-on covering waste disposal and vacuuming of your booth area.	Usually a standard fixed charge.	GSC

All these services are charged for separately as part of a “secondary bill” you pay in addition to your visible fixed costs. Note that some show services might not be available at certain U.S. events and venues.

List Of General Service Contractors (GSCs)

There are a variety of GSCs in the United States that you’ll encounter as a frequent exhibitor:

• Freeman
• GES
• Show Services
• Trade Show Services, Inc
• SAIA

What Costs Don’t Fall Under Show Services?

You’ll pay more than just show service fess to exhibit. Separate bills are charged for other items, but these are more obvious.

Your Trade Show Booth

Your trade show booth is one of your core trade show expenses. Your trade show booth cost will vary by a number of factors like size, construction techniques, materials used, and so on.

Promotional Materials

Promotional items like giveaways and flyers can carry a cost you’ll have to pay for on your own.

Gross Shipping Costs

While GSCs cover the short-distance drayage, longer-distance shipping is another cost you’ll have to cover.

Travel And Accommodation Expenses

Travel costs and accommodation for you and your staff must be paid for out of pocket.

How Can You Reduce Your Show Services Bill?

• Order early: Advance rates for electrical, rigging, internet, and drayage are often cheaper.
• Design for lightness & speed: Modular trade show booths reduce drayage and labor hours. Customized elements can have a stronger impact at the cost of increased drayage and labor fees.
• Consolidate freight: Fewer shipments mean fewer minimum fees to pay. Use correctly crated/palletized freight to avoid extra “special handling” fees.
• Avoid last-minute design changes: Last-minute booth design changes often require overtime labor. Plan your installation and dismantling in advance to minimize overtime charges.
• Precise floor plans: Electrical and rigging drawings prevent costly relocations on site.
• Book rigging points early: Late approvals can cascade into overtime labor and/or rescheduling fees.
• Label everything: Have your booth name, booth number, piece count, and return address on every shipping crate/case.
• Complete outbound forms before the show ends: Prevent “forced freight” charges and ensure your carrier is checked in on time.
• Draw up a budget: A trade show budget will help you make more informed spending decisions.

Let Us Handle The Costs That Aren’t Hidden

The United States offers incredible investment returns for aspiring exhibitors, but only if you have realistic expectations. Show services remain a misunderstood yet prevalent “hidden” cost, resulting in poor trade show experiences.

While GSCs are responsible for show service costs on the trade show floor, we can still design you an incredible trade show booth. Behind Booth Exhibits™ is a dedicated team of creative personnel driven solely by its ambition to see you succeed. From the most basic meeting area to the most advanced display clad with cutting-edge technology, contact us for more info on what we can create!