Common Trade Show Rental Misconceptions

Over the years nothing in the exhibit industry has changed more than exhibit rentals. Back in the day, exhibit rentals stuck out like sore thumbs on the exhibit floor. But today, they are usually completely indistinguishable from purchased exhibits. 

Even though those of us in the industry know how far rentals have come, there still remain a lot of misconceptions out there regarding exhibit rentals. Let’s go through the most common fallacies about renting an exhibit.

Do I Need to Rent from the General Show Contractor (GSC)?

The answer to this is obviously no (because you should rent from us! ;)). While renting from a GSC can be less expensive, GSCs typically have very basic designs and limited inventory. Of course, some are better equipped than others. You may luck out with a great GSC rental in one city, but what will you get stuck with at your next show that’s located somewhere else? If you like a certain design it makes more sense to go with a rental company that has multiple locations or can ship your booth wherever your show happens to be. This leads into our next misconception…

Should I rent in the city where my show is?

Maybe, maybe not. Is the show always in the same city? If not, where you rent from doesn’t really matter. It’s better to choose an exhibit company you trust and can build a relationship with.

Our standard venues are Las Vegas, Orlando, and most cities in California. So if your show is in any of those places your price will be the same. In other locations we’ll require a small out-of-venue fee to cover travel expenses for your booth and I & D team. It’s always worth it to our clients, however, to know that the person installing & dismantling their booth is an expert!

Attendees Will Know It’s a Rental Exhibit

We hope not! Do the exhibits below look like rentals to you? At any major trade show likely over 25% of the exhibits are rentals and I bet you couldn’t pick them out. We do our absolute best to make sure our rentals look as new as possible at every show. Most of our standard kits have custom design elements thrown in, and most of our clients customize their designs further. In the end, our hope is for our clients to have a functional, attractive booth that looks looks custom made for their company. 

20 x 30 custom island exhibit
The large curved header was a custom design for this rental, as were the partially frosted panels for the conference room as well as the backlighting behind the workstations.
17' x 32' double deck with custom wall panels
Normally on our double decks the plexi glass railing continues around the upper deck. This client, however, requested graphic walls in the corners for photos with celebrity guests to be taken in front of.

Rentals Can’t Be Customized

As mentioned above, most of our clients customize their booth in some way. If you had to pick from a list of kits knowing what-you-see-is-what-you-get, rental exhibits probably wouldn’t exist. Every company needs something a little different! Below are some images with explanations of how each was customized for that client.

It Will Cost More

That depends on a number of factors. In general, renting is less expensive. This is especially true if you re-use the same graphics for many shows. If you attend trade shows frequently and don’t need to change your design or graphics often, purchasing likely makes more sense for you. But if your shows are less frequent and design needs are constantly changing, renting provides a lot more flexibility. There’s a lot to consider when deciding whether to rent or purchase your exhibit . If you’re on the fence, give us a call and we can help you decide what makes the most sense.

It’s our opinion that the stigma once associated with rental exhibits no longer exists. This is due to a number of factors mainly to do with an increase in attractive rental designs and increased flexibility in structure. We believe that rentals will slowly take over more and more of the exhibits seen on the show floor, though no one would know it from just looking at them.

Why you should hire an EAC

What is an EAC?

An Exhibitor Appointed Contractor (EAC) is a team of professional installers you hire who make sure your exhibit is installed safely and (hopefully) cost-effectively. They’re also able to handle tear down for you, making sure it’s crated carefully for shipping back to your or your hired companies exhibit storage facility. 

What an EAC does:

The EAC works for you, allowing you to have more control over your labor costs. If you get an exhibit rental through us, for example, we guarantee our labor costs so that you have no surprise labor charges after the show. This is a huge relief to many exhibitors who have experienced headaches in the past either doing their own set up, or hiring a company who’s inexperienced with their exhibit system. You also save yourself the stress and sweat equity that goes into set up and tear down.

At many shows you have the option of hiring their in-house General Contractor (GC). These might be perfectly fine, however they’re often temp-hire labor teams that will end up having little accountability to you. They very likely have no idea how to set up your display, and will be relying entirely on the set up instructions that they haven’t had time to review prior to arriving. Not to mention, with a tight schedule they’re often under pressure to finish as quickly as possible. In our experience it’s preferable to hire your own team that you trust. 

A professional EAC team will get to know your booth ahead of time. They’ll be able to review the set up instructions to make sure everyone is familiar with the system. This will make install and dismantle go much more quickly, saving you money! 

Benefits of hiring an EAC team:

  • They know your exhibit system and have reviewed set up instructions and photos prior to set up. EACs are usually full-time employees that are skilled in the exhibit industry. 
  • They communicate with you through the process. Your contact us reachable during set up to provide updates.
  • If questions do arise, they contact you quickly.
  • They provide guaranteed pricing, or guarantee their price to be within certain parameters. If it’s a skilled team they should be confident in predicting the time and associated labor costs needed. 
  • Because of the guaranteed pricing provided, you won’t be blindsided with overage expenses that you weren’t made aware of.
  • They want to make sure the process goes as seamlessly as possible for you. They work for YOU, not the show.

It’s worth it to you to take the time to hire an experienced EAC. Inexperienced show workers can end up causing costly damage to your purchased booth. After investing so much money, time and energy into your display it’s just not worth the risk. Take the time to find and hire the best EAC crew you can to help make your show go seamlessly.

Exhibit Rentals for March 2019 Shows

Are you attending a trade show in March 2019 and need an exhibit rental? Below is a list of some of the shows happening in our standard rental cities, which means you’ll get the best price possible since our team is local. If you have a show in another city, no problem! You’ll just have an out-of-venue fee to cover travel expenses.

Upcoming Shows in standard rental cities

3/3/19 OFC ’19 in San Diego

3/4/19 IWCE ’19 in Las Vegas

3/4/19 Pizza Expo ’19 in Las Vegas

3/4/19 RSA ’19 in San Francisco

3/10/19 Tech Advantage ’19 in Orlando

3/10/19 Toyfest ’19 in Las Vegas

3/11/19 PDA/FDA ’19 in San Diego

3/12/19 AAOS ’19 in Las Vegas

3/17/19 APEC ’19 in Anaheim

3/18/19 Enterprise Connect ’19 in Orlando

3/19/19 CPRS ’19 in Sacramento

3/20/19 Global Pet Expo ’19 in Orlando

3/21 Religious Ed Congress ’19 in Anaheim 

3/21/19 Western Pool & Spa ’19 in Long Beach

3/24/19 Intl LCT ’19 in Las Vegas

3/25/19 AMCP’19 in San Diego

3/25/19 Nightclub & Bar ’19 in Las Vegas

3/26/19 Digital Signage ’19 in Las Vegas

3/26/19 Intl Travelgoods Expo ’19 in Las Vegas

If you’re planning to attend one of these shows and still need an exhibit rental, don’t waste any more time! Contact us now to get started with an exhibit rental. You can view all of our rental kits here and double deck kits here.

These are all exhibit rentals!