How to Decrease Spending on Storage, Transportation, and Drayage for Trade Shows

The impact of COVID-19 has promised that when–and it is when, not if–in-person trade shows return to our calendars, marketers will be facing slashed budgets for executing their events.

Consider Alternative Storage Options

There are different ways of looking at alternative modes of storing your exhibits and event materials.

With so many employees working from home, it may be a perfect time to move exhibits and tradeshows to in-office and utilize the abundant space that is now available.

Some other options include climate-controlled self-store facilities and portable-storage pods. Don’t be afraid to shop around for the best storage facility by comparing prices and negotiating contracts.

Opt for Rental Exhibits

When you rent a booth, you’re vastly decreasing the amount of money you’re going to be spending on your trade show, simply because you won’t need to account for storage costs–maybe even transportation and drayage costs too. Even renting some of the larger, more cumbersome booth elements of your exhibit can knock a few hundred dollars off your monthly storage costs.

Pack Your Materials Strategically

When you’re placing furniture in storage, multiple sources have advised a “Russian nesting doll” mentality, meaning do your best to place objects inside of others to eliminate dead space. How much space your exhibit could take up will affect the costs of both shipping and storage.

Buy (or Rent) a Van

For small- and medium-sized programs attending in-person trade shows, instead of securing a physical stand, try decking a van out with your company’s logo and gear and driving around the conference with your staff at hand.

Secure Drayage Services Early

Right before an event, shipping costs will be sky high. It’s a good idea to try to ship your trade show freight out early to avoid additional fees. You also won’t have to stress about materials arriving on time. Additionally, drayage–the process of unloading, managing, and moving your freight to and from a trade-show–should be around the same cost as the shipping fees.

Store Strategically

Where your storage facility will be will depend on where your events are located geographically. If most of the events are on the west coast, it would be more cost effective to have your exhibit stored in the middle of the cluster. If the events are spread out, opting for a stage in a central location is best. Plan strategically so the distance between your storage facility and most of your shows is as short as possible.

It’s also best to have a company handle storage. You could have your own staff do it, but that risks broken pieces and other damage. By trusting a company, you can feel secure in knowing the job is done right.

Takeaways

By implementing the above tips, you can reduce your spending on transportation, drayage, and storage of your exhibit. Remember to:

• Consider alternative storage options.
• Consider renting exhibits.
• Pack strategically to avoid unnecessary storage fees.
• Consider using a van as a mobile exhibit.
• And consider the geographic breakdown of your events when planning where to store your furnishings.

With these tips, your trade show is sure to wow potential customers–without breaking the bank.