How Much Does it Cost to Exhibit at a Trade Show in 2025
Exhibiting at a trade show in 2025 continues to be one of the most effective ways to promote your brand, launch products, and meet prospects face-to-face. But alongside the opportunities come significant costs—many of which can catch businesses off guard without proper planning. From booth space and labor to shipping and marketing, every line item plays a role in your total investment.
Understanding the full picture of trade show services cost 2025 is critical for budgeting smartly and maximizing ROI. In this blog, we’ll walk through the key costs to expect this year and how a reliable partner like All Exhibit Solutions can help you plan ahead, streamline logistics, and stay on budget.
Booth Space: The First Big Expense
Your booth space is the foundation of your trade show presence—and often your biggest initial cost. In 2025, most venues charge $25 to $60 per square foot, depending on the location, show popularity, and booth placement. For a standard 10x10 booth, that means starting at around $2,500, while larger spaces like a 20x20 or 30x30 can quickly exceed $10,000–$30,000.
Premium floor locations, such as corner booths or high-traffic zones, often come with higher price tags. Booth space fees typically include basic floor access but not much else—no structures, furnishings, or utilities.
All Exhibit Solutions helps exhibitors interpret show floor plans, reserve space efficiently, and prepare for all required services tied to that footprint.
Exhibit Build or Rental: Customization Costs
Once your space is reserved, the next major cost is the exhibit itself. In 2025, companies can expect to spend anywhere from $5,000 for a basic rental to $50,000 or more for a large-scale custom build.
A rental exhibit is typically more cost-effective for one-time use or quick turnarounds. A custom booth, on the other hand, offers complete creative freedom and brand presence, but it comes at a higher cost. In both cases, design, materials, shipping, and storage need to be factored into the budget.
All Exhibit Solutions works directly with your fabrication or rental partner to ensure the booth is installed correctly and efficiently on the show floor, preventing expensive errors during setup and breakdown.
Installation and Dismantle Labor Costs
Installation and dismantle (I&D) is a required service for nearly every trade show, and labor costs have continued to rise in 2025 due to higher union rates and limited show floor windows. Average hourly rates now range from $110 to $170, depending on city, show complexity, and union regulations.
Improper setup can lead to added hours, overtime charges, and delays. That’s where All Exhibit Solutions makes a major difference. Our experienced crews handle everything from supervision to hands-on labor, ensuring your exhibit is built quickly, safely, and in full compliance with show rules.
When it's time to dismantle, we manage the teardown with the same precision—reducing stress, protecting your investment, and getting everything packed correctly for shipping or storage.
Freight and Drayage: The Hidden Costs
Shipping your booth to and from the venue can be deceptively expensive. In 2025, trade show freight costs are rising due to fuel prices, demand, and inflation. In addition to transportation fees, you’ll also need to budget for drayage—this is the material handling fee charged by the venue to move your freight from the loading dock to your booth space.
Drayage is commonly charged by the pound and can range from $1.75 to $3.25 per pound. That means even a modest 2,000-pound shipment could cost several thousand dollars in handling fees alone.
All Exhibit Solutions coordinates with your logistics provider to streamline deliveries, schedule move-ins accurately, and minimize unexpected charges on-site.
Travel and Lodging Expenses
Getting your team to the show is another significant part of your trade show services cost 2025. Hotel rates near convention centers have increased, with nightly averages from $250 to $500 in high-demand cities. Airfare, rideshares, and per diem meals add to the overall spend.
A typical three-day show for a team of four could cost between $6,000 and $12,000 in travel alone. Booking early, negotiating room blocks, and limiting your onsite team to essential personnel are all smart ways to control these costs.
While All Exhibit Solutions doesn’t manage travel, our efficient install schedules ensure your team isn’t stuck onsite longer than necessary, helping reduce unnecessary lodging or overtime costs.
Show Services and Utilities
Exhibitors often overlook the cost of essential show services like electricity, internet, cleaning, and rigging. These services are rarely included in booth fees and must be ordered separately through the show’s general contractor.
Late orders often incur rush fees, sometimes doubling the cost. For example, a standard 20-amp power drop may cost $300 in advance, but exceed $600 if ordered onsite. Internet access, rigging, and additional lighting can cost even more, depending on requirements.
All Exhibit Solutions helps exhibitors plan early, ensuring that all utility needs are accounted for before move-in. We also work directly with show management to confirm your services are installed where and when you need them.
Marketing, Technology, and Lead Capture
A great booth means nothing if people don’t stop by. That’s why marketing and engagement tools are essential. Promotional costs can include printed materials, signage, branded giveaways, digital screens, lead retrieval systems, and social media campaigns.
In 2025, exhibitors are increasingly investing in AR displays, QR-based tours, and real-time data capture platforms. While powerful, these tools require coordination with your booth setup and often add $3,000 to $10,000 or more to your total budget.
All Exhibit Solutions partners with your internal marketing and tech teams to make sure all devices, screens, and interactive elements are accounted for during installation—helping you execute a seamless attendee experience.
Unexpected Expenses and Contingency Planning
Even the most detailed budgets can be derailed by unexpected costs. Late orders, damaged shipments, forgotten supplies, and union overtime can all cause last-minute spikes. That’s why budgeting an extra 10–15% for contingencies is a smart move.
At All Exhibit Solutions, we proactively plan for potential disruptions. Our on-site supervisors and experienced crew help identify risks early and keep your install and dismantle moving forward—even when things don’t go according to plan.
We understand the pressure that comes with exhibiting and do everything possible to eliminate last-minute surprises and protect your investment.
How All Exhibit Solutions Keeps You on Budget
While we don’t design or build booths, All Exhibit Solutions plays a vital role in keeping your trade show strategy on track. Our professional I&D services ensure that your exhibit is assembled exactly as intended, on time and on budget. We coordinate directly with general contractors, union labor, and show managers—so you don’t have to.
We also support your team before, during, and after the event with scheduling, compliance, supervision, and tear-down. It’s our job to make the most of your resources and help you avoid unnecessary delays or costs.
Whether you're managing a single booth or multiple activations across the country, we’re here to be the reliable, experienced team behind the scenes.
The trade show services cost 2025 can range widely depending on your goals, booth size, location, and experience level—but success starts with knowing what to expect. Booth space, labor, shipping, travel, utilities, and marketing all play a role in your total budget. Planning early and choosing the right partners is essential for staying within scope and maximizing ROI.
At All Exhibit Solutions, we specialize in the installation and dismantle services that keep your booth operating smoothly. Our nationwide team is ready to help you simplify your next exhibit and make the most of your investment. If you’re exhibiting in 2025, let’s get your plan in motion.
Reach out today—and let’s build something successful together.