The very first thing you need for an effective trade show booth design and event is a clear budget framework attached to your goals. Design a trade show budget template that helps you allocate resources realistically and efficiently. That can include everything from booth costs to travel expenses for your team to replacement bulbs for your lighting.
Client Template
Trade Show Budget Template
Use this template to plan, track, and control your trade show spending—without sacrificing booth impact. The rule: every line item should support your show goals, and every cost should have an owner.
Step 1 — Fill in Your Show Basics
Step 2 — Budget Rules (Simple, But Powerful)
- Assign an owner for every category (so tasks don’t disappear).
- Track estimated vs. actual weekly once spending starts.
- Order show services early (late orders cost more).
- Include contingency (10–15%) for last-minute needs.
- Don’t forget “hidden” costs like drayage, labor rules, and electricity.
Pro tip: If a line item doesn’t support your goal, challenge it. If it supports your goal, protect it.
Quick Budget Summary (Fill in)
Use these boxes as your “one-glance” status during planning.
Total Budget (Target)
$ ________
Contingency (10–15%)
$ ________
Estimated Spend (Current)
$ ________
Remaining Budget
$ ________
Common “Forgotten Costs” Checklist
- Drayage/material handling & warehouse fees
- Install/dismantle labor minimums
- Electrical drops, adapters, and extension runs
- Rigging approvals (for hanging signs)
- Outbound shipping + return labels
- Emergency kit: tape, tools, adapters, replacement bulbs
Budget Worksheet (Estimate vs. Actual)
Add or remove rows based on your show. Keep “Owner” filled in so everyone knows who is responsible.
| Category | Estimated | Actual | Variance | Owner | Notes / Vendor / Deadline |
|---|---|---|---|---|---|
| Booth space & exhibitor fees | $ | $ | $ | Space fee, badges, exhibitor kit, admin fees | |
| Booth structure & hardware | $ | $ | $ | Counters, displays, storage, shelving | |
| Graphics (design + print) | $ | $ | $ | Proofing deadlines, reprint buffer | |
| Hanging sign (if applicable) | $ | $ | $ | Rigging, approval forms, install labor | |
| Show services (power / internet / cleaning) | $ | $ | $ | Order early to avoid late fees | |
| Labor (install / dismantle / on-site support) | $ | $ | $ | Union rules may affect timing/cost | |
| Shipping (inbound) | $ | $ | $ | Freight + insurance + target arrival window | |
| Drayage / material handling | $ | $ | $ | Often billed separately by the venue | |
| Marketing materials & giveaways | $ | $ | $ | Brochures, samples, QR code signage | |
| Lead capture tools | $ | $ | $ | Scanner rental, tablets, form tools, CRM routing | |
| Travel & lodging | $ | $ | $ | Flights, hotels, meals, local transport | |
| Emergency kit / spares | $ | $ | $ | Tape, tools, adapters, replacement bulbs | |
| Contingency (10–15%) | $ | $ | $ | Use only for true surprises |
How to use: Update “Estimated” during planning, then fill “Actual” as invoices come in. Review variance weekly to stay in control.