Modular display design cost breakdowns

Modular display costs, also called modular exhibit costs or display design pricing, are more than the price of the hardware. This breakdown shows where the money goes and how to bring down the cost per show.

This guide is part of the modular display designs series.

Where does the money go?

How do you calculate cost per show?

Add all one-off costs and divide by the number of shows you expect the system to serve, then add the per-show costs. A higher-quality system used more often usually has a lower cost per show than a cheaper one replaced sooner.

How can you reduce costs?

• Use evergreen core graphics and swap only campaign panels.
• Own durable furniture that also works in your showroom.
• Consolidate shipping and reuse crates.
• Plan configurations that fit several booth sizes.
• Book services before early-bird deadlines.

Should you rent or buy?

Rent for one-off events or when testing a new show; buy if you exhibit regularly. EDPA-member builders offer both, and many allow rental fees to be credited toward purchase.

How does furniture affect the budget?

Rental furniture is a recurring cost at every show and often looks generic. Buying durable pieces through a trade account turns that into a one-off cost with a second life. Artisan trade accounts have no minimum order, so exhibitors can buy exactly the benches, bar stools or console tables a stand needs at 25% off MSRP and use them in the showroom between shows.

Which hidden costs catch exhibitors out?

Rush fees, extra labour when build-up overruns, storage charges, damaged parts, late power orders and drayage or material handling fees at some venues.

Example: cost per show for a modular stand

Suppose a modular system, lighting and owned furniture are used for 15 shows over three years. Each of those one-off costs is divided by 15 to get a per-show share. To that, add each show's costs: space, campaign graphics, freight, install and dismantle labour, power and travel. The total per-show figure is the number to compare with renting a system or building a custom stand.

Which cost lines are easiest to reduce?

How do you track costs across a season?

Keep a simple spreadsheet with each show's costs by line, the leads and orders it produced and the cost per lead. Over a season, it shows which shows and which cost lines are worth it.

When does buying become cheaper than renting?

Usually once you exhibit several times a year for more than one season, because rental fees repeat at every show while purchase costs are spread over many shows.

How does the cost of a modular system compare with portable?

Portable systems cost less to buy but offer less flexibility and storage, and may need replacing sooner with heavy use. Modular systems cost more but adapt to more booth types and last longer, which often lowers cost per show for frequent exhibitors.

Related

Comparing modular vs traditional displays and promotional signage pricing.

Custom stand costs instead?

Custom stands cost more to design, build, ship and install. See custom exhibit solutions.