Exhibition budgeting isn't about "how much can we spend"—it's about "where will spending be most effective". This article covers goal-driven planning, cost breakdown, quote analysis and hidden cost prevention with reuse strategies to maximize every dollar.
01 Goal-Driven Approach: Define KPIs Before Budget
- Goal Types: Brand exposure / Lead generation / Dealer development / Product launch.
- Different goals impact space size, location, structural complexity and content investment.
02 Budget Structure (Reference Ranges)
- Design & Management: 10–20% (includes 3D, technical drawings, project management)
- Structure & Materials: 35–50% (woodwork/aluminum/lightbox)
- Lighting & Electrical: 10–15%
- Displays & Multimedia: 10–15%
- Logistics & Installation: 10–20% (international extra)
- Other: 5–10% (insurance, cleaning, spares)
03 Quote Analysis: Review "Breakdown & Details"
- Itemized by materials & labor: Should show unit price/quantity/hours.
- "All-inclusive" quotes need detailed appendix to avoid add-on disputes later.
- Verify fire compliance costs and permits/approvals are included.
04 Hidden Costs & Risks
- Overnight/overtime/installation window restrictions
- Rigging points/power/permits/deposits
- Rework and changes (reserve 10–15% contingency)
05 Reusability & Asset Management
- Modular displays and lightbox frames for long-term reuse
- Poster graphics and content replaceable
- Lighting/media equipment managed as assets
Budget Template (Example: 36㎡ Medium Booth)
| Item | Amount (¥) |
|---|---|
| Design & Management | 25,000 |
| Structure & Materials | 120,000 |
| Lighting & Electrical | 30,000 |
| Displays & Multimedia | 25,000 |
| Logistics & Installation | 40,000 |
| Other & Contingency | 20,000 |
| Total | 260,000（±10%） |
FAQ
Q: How to reduce budget while maintaining impact?
A: Use aluminum system for structure, preserve woodwork for key areas + lightbox; reduce one-time decorative elements, enhance lighting and graphics.
Q: How to avoid add-ons later?
A: Clearly state "included/excluded" in contract/quote; list unit prices and thresholds for common add-ons (overtime, rigging, power).
Q: How to calculate international exhibition budget?
A: Add international shipping/customs/local labor; recommend 30–60% premium over comparable domestic scale.
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