The stand itself is rarely the whole bill — venue charges, freight, staff time and last-minute additions routinely add 20–40% on top of the headline stand cost, and most of it is avoidable with earlier planning, not a bigger budget. None of these costs are hidden in the sense of being secret; they're just billed separately from your stand quote and easy to forget until the invoice arrives.
Venue Charges Billed Separately
Electrical connection (often £200–800), cleaning levies, and carpet if not included in your space are billed by the show organiser, not your stand company. See our guide to venue deadlines for when these need booking — miss the deadline and most venues charge a late premium on top.
Freight and Logistics
If you're shipping stock, literature or equipment separately from your stand build, freight handling at the venue is usually a separate booking with its own cost and deadline. This is easy to overlook if your stand company's quote only covers the stand itself, not everything else arriving at the venue.
Staff Time and Travel
Two people for three days is six person-days of cost, not zero — wages, travel and accommodation for a multi-day show add up fast and rarely appear in an initial stand budget. Factor this in from the start, especially for shows requiring an overnight stay.
Internet and AV Extras
Venue WiFi is notoriously expensive compared with what you'd expect to pay anywhere else, and any AV beyond what's in your stand package — extra screens, sound, streaming — is usually an add-on. Confirm what's actually included in your stand quote versus what you'll need to book separately.
How to Avoid Being Caught Out
Ask for a full cost breakdown upfront, not just the stand price — see our full cost guide for what typically drives the total. Read your exhibitor manual for every separately billed item, and build a genuine total budget before you commit, not just a stand budget.
Frequently Asked Questions
What costs aren't included in an exhibition stand quote?
Venue electrical connection, cleaning levies, carpet if not included, freight handling, staff travel and accommodation, and venue WiFi or extra AV — all typically billed separately from your stand company's quote.
How much extra should I budget beyond the stand cost?
As a rough guide, 20–40% on top of the headline stand cost once venue charges, freight, staff time and extras are included.
How can I avoid unexpected exhibition costs?
Ask your stand company for a full cost breakdown upfront, read your exhibitor manual for every separately billed item, and budget for staff time and travel from the start.
Want an honest, full-cost quote from the start? Talk to us.
