How Much Does It Cost to Exhibit at a Trade Show in 2025?

The overall cost depends on various key factors, and we will discuss them in detail. Be prepared to spend anywhere from $5,000 to $100,000. Now, is participating in a trade show worth it? When done right, trade shows deliver exceptional results. 60% of marketers say they generate more high-quality leads through trade shows than any other channel.

Eager to capitalize on trade show opportunities, many businesses overspend. However, with the right strategy and planning, you can cut costs and boost results at trade shows. Keep reading for actionable cost breakdowns, hidden fees to avoid, and data-backed strategies.

The True Cost of Exhibiting at a Trade Show 2025

Booth Space Rental

Trade show booth rental in Las Vegas is often the biggest expense. Depending on the booth size, type, and industry, the cost ranges from $1,000 to $50,000+.

Booth Location

The cost of booking a spot at the venue depends on size, proximity to high-traffic areas, and event popularity. Booking space in high-traffic spots such as near entrances or corners can cost 20-50% more. Some hidden gem areas like food stations and lounges allow you to get visibility at lower rates. You can get amazing discounts if you book early.

Booth Design & Construction: Custom vs. Modular

Custom booths deliver high impact but come at a premium price ranging from $10,000 to $100,000. Small and medium-sized businesses typically don’t require investing in a full custom setup. For many businesses, trade show booth rental is the best option. Trade show booth rental costs range from $3,000 to $20,000. Trade show booth rental companies can also customize your booth.

Hidden Fees Most Exhibitors Forget

Most exhibitors budget for visible costs like staffing, tech integrations, rental booths, and rental Trade Show Displays in Las Vegas. Unprepared exhibitors overlook critical hidden costs like drayage fees, electrical/internet hookups, and union labor charges.

Material handling costs range from $75 to $150 per 100 lbs. Most booth rental packages already include this cost in their base pricing.

Depending on your power needs and bandwidth requirements, budget $200 to $1,500 for electrical and internet services.

Some venues have mandatory labor and union costs ranging from $50 to $150/hour.

How to Cut Costs Without Sacrificing Impact

Negotiation Tactics for Booth Space & Services

Get Discounts

All trade show organizers offer early bird discounts. If you book before a given date, you will pay less. For example, at NPSA Conference 2025, early registration for members was priced at $645 before or on March 13th, and $695 afterward.

Bundle Services

If you get all services from a single vendor, such as trade show booth design, furniture, labor, and rental trade show displays in Las Vegas, you can get 10 to 20% off.

Low-Cost, High-Impact Booth Upgrades

Lighting

Lighting is a critical yet often underestimated element of trade show booth design. You need lighting for:

Branding and atmosphere
Product highlighting
Functional illumination (such as bright, focused light for demo stations or contract signings)
Wayfinding & Flow (LED strip lights to guide attendees to key zones)

Depending on the complexity, lighting cost ranges from $1,500 to $8,000+.

Interactive Tech

Integrating interactive technology can cost from $0 to $20,000+. QR codes are free. AR filters provide high engagement at a low cost. Touchscreens are effective for interactive product demos.

Shared Booths & Co-Marketing

You can split some costs by sharing booth space with a non-competing brand. This includes booth space, electricity, Wi-Fi, drayage, and other costs. You can also cross-promote to each other’s audiences. For example, a SaaS company can share space with a design agency. Similarly, a manufacturer can share space with a distributor.

Other Costs

Staffing Costs

Trade show staffing expenses vary significantly by location and role. Hotel rates spike to around $300 to $600/night per person during major events like CES in Las Vegas. Have a budget for at least 3–5 staff members to cover rotations and avoid burnout.

Promotional Materials

By replacing printed materials like brochures with digital alternatives, you can save around 60%. Tablet-based brochures that allow real-time content updates can cost from $400 to $1,200.