Trade Show Exhibit Rentals Vs. Buying: Pros & Cons Explained

Choosing between trade show exhibit rentals and purchasing a booth is a decision that can impact how your company approaches each trade show. While buying a display works well for some businesses, renting may be a better fit for others.

This decision is about more than just price; factors like booth design flexibility, upcoming brand changes, show frequency, and exhibit size all play a role. Let us break down the pros and cons of both options, so you can make an informed choice that fits your business needs.

The Advantages of Trade Show Exhibit Rentals

Renting a trade show exhibit allows businesses to have the latest booth designs without the long-term commitment that comes with buying. One benefit of renting is that you can adjust the design of your booth for each event. If your company expects any branding or layout changes in the near future, renting allows you to stay flexible.

For companies attending multiple trade shows within short timeframes, trade show exhibit rentals offer convenience and ease. Instead of managing the logistics of moving a single purchased booth between different locations, you can rent booths in various cities, making sure that you do not risk delays or damage in transit. Renting also allows businesses to adapt booth sizes and configurations for each show, perfect for companies needing to fit different floor plans at different venues.

Another practical advantage of renting is that you avoid the expenses associated with maintaining, storing, and insuring a purchased booth. Exhibit rentals simplify things by keeping responsibilities straightforward, so you only need to focus on renting, using, and returning.

Also, when renting, meeting trade show-specific regulations is easier. Different events often have varying rules regarding booth height, lighting, or display elements, and rentals let you adjust quickly to each venue’s requirements.

For smaller booths like a trade show table, renting offers a cost-effective option. The costs of designing and purchasing a custom booth can add up quickly, but renting is a practical way to access a professional setup without the hefty initial expenses.

The Drawbacks of Renting a Trade Show Booth

While renting delivers flexibility, it may not meet the customization needs of companies looking for a completely unique booth. Rentals often rely on pre-built structures, which limits the extent of customization compared to purchasing a booth. If you want a highly personalized look with unique display elements, buying is often the better choice. Renting may also involve using components already available in the exhibit house’s inventory, so availability can be limited during peak trade show seasons.

Rentals are also typically reused, meaning you might notice slight wear and tear on rental structures. Although exhibit houses perform maintenance and quality checks, frequent use can affect the overall appearance. Selecting an exhibit house with a reputation for quality control will help make sure that the rented booths look fresh and professional for each show.

Why Buying an Exhibit Booth May Be Right for Your Business

If your company exhibits at several trade shows each year and prefers a consistent look, purchasing a booth might be a more practical choice. Buying is often more economical in the long run, especially if you do not plan to change the layout or design frequently. Using the same booth across shows minimizes costs, especially for companies that have a set floor plan and branding style.

Purchasing a larger booth often proves to be more cost-effective. While renting works well for small spaces, the upfront cost of purchasing a booth larger than 10×10 generally becomes more economical over time. Larger custom displays require complex engineering and build-out, so owning these types of booths is usually more efficient for businesses with a higher budget.

Ownership allows complete control over booth design, so you can customize every element without restrictions. When you buy a booth, you can integrate specific structures, hanging elements, or unique product displays, allowing for a one-of-a-kind setup that reflects your brand. This level of control makes ownership appealing to companies that value unique displays.

Considerations with Booth Ownership

Buying a booth comes with additional costs and logistics. You will need to factor in storage, insurance, and maintenance costs. After each trade show, purchased booths often need some level of repair, which can add 3-5% of the exhibit’s initial cost each year. These expenses can accumulate over time, impacting on your trade show budget.

If your business has a smaller marketing budget, buying a booth may be challenging. The initial purchase price of a custom booth can be high, making rentals a better fit for companies wanting a polished appearance without a major investment upfront.

A purchased booth will also look the same at every trade show, which can be a downside if your audience expects variety. Repeating the same design might reduce appeal for returning attendees, especially at shows where attendees notice and remember different booths. If you want a fresh look at each show, owning a booth may not be the best approach.

Finding the Right Balance with a Hybrid Program

For companies that want both the stability of owning a booth and the adaptability of renting, a hybrid program offers the best of both worlds. By owning one booth for regular shows and renting additional pieces for other events, you can get the consistency of ownership while introducing variety as needed.

Hybrid setups allow for more flexibility, giving you options to experiment with different configurations without fully committing to one display. You also have the option to rent add-ons to accommodate increased floor space, making this approach practical and adaptable.

How We Can Help You Find the Right Solution

We know that choosing between renting and buying a trade show booth can be complex. Exhibit Pros offers custom exhibit booth rentals made to order, with flexible packages tailored to meet your goals and budget.

If you are renting or buying, we will help you bring your vision to life, so your next trade show booth captures attention and creates lasting impressions.

Do not hesitate to get in touch with us to learn more about how we can assist you!