Exhibiting at an exhibition
requires a large amount of money and a long preparation period. Compared to any other marketing initiative, the cost and resources required are large. In order to maximize performance for the cost and resources spent, it is effective to review exhibition costs.
This time, we will introduce ways to reduce exhibition costs and improve exhibition performance.
Cost of exhibiting at an exhibition
The costs associated with exhibiting at an exhibition are broadly divided into exhibition costs, production costs, and others. When reviewing exhibition costs, we will consider each expense accordingly.
Exhibition fee
Exhibition fee Booth space cost, equipment costs such as electricity and water, booth decoration costs Booth design and production costs, rental costs for displays, etc.
Production cost
Video production costs Panel production costs Novelty costs Brochure production costs
others
Staff personnel expenses, transportation expenses, accommodation expenses, customer attraction expenses, and other necessary expenses
Planning for your first exhibition | MarkeTRUNK
8 points to reduce exhibition costs
Here are 8 ways to reduce exhibition costs at trade shows.
① Exhibit at exhibitions sponsored by local governments and public institutions
By exhibiting at exhibitions sponsored by local governments and public institutions, you can keep exhibition fees low. Exhibition fees range from less than 50,000 yen to a maximum of 100,000 yen, which is extremely low compared to 300,000 to 400,000 yen per booth at regular exhibitions.
Since exhibition fees are low, the number of visitors and exhibitors will be low. Since there are fewer exhibitors, it is easier to attract visitors to the booth, and we can thoroughly explain our products and services at the booth.
Although the number of visitors and exhibitors will be lower, what is important is how many target customers will attend. Check out past event reports to see how many of your target customers are likely to attend.
② Utilize exhibition grants and subsidies
If you are a start-up or small business, you can take advantage of grants and grants. This covers expenses such as exhibition fees and booth decoration costs. As shown below, this is being carried out by small and medium-sized business support organizations in Tokyo and other prefectures, as well as chambers of commerce and industry.
Information may be posted on the relevant local government website. Gather information on the Internet, and if there are any applicable grants or subsidies, take advantage of them.
New Exhibition Support Subsidy Project
Implementing organization: Tokyo Small and Medium Enterprise Promotion Corporation Target companies: Small and medium-sized enterprises in Tokyo
New Exhibition Support Subsidy Project – Market Expansion Support Project – | Tokyo Small and Medium Enterprises Promotion Corporation
Small business sustainability subsidy
Implementing organization: Japan Chamber of Commerce and Industry Target companies: Small businesses
Supplementary Budget for FY2020 Japan Chamber of Commerce and Industry Small Business Sustainability Subsidy <Corona Special Response Type> :TOP
In order to receive a grant or subsidy, we will prepare the documents according to the application regulations. For many grants and grants, the money will be transferred after you submit a report after the event, so you will need to pay the exhibition costs in advance.
③Use early bird discount
Some exhibitions offer discounts of 10-20% if you apply early. If you have decided on a year-round exhibition, please apply early.
④ Create a simple booth with only business negotiation seats
For BtoB companies, the purpose of exhibitions is to obtain business deals. Obtaining business cards is of course important, but in order to maximize the performance of an exhibition, it is even more important to obtain as many business negotiations as possible.
In that case, keep the decorated booth at the trade show simple and set up a business meeting table in the center of the booth. Acquiring business deals depends on the customer service skills and motivation of the staff working at the business meeting table, so we prepare a management manual before the exhibition and conduct thorough simulations of business negotiations.
⑤ Hold a competition for booth decorators
When hiring a booth decoration company, you can keep your booth decoration costs down to a reasonable amount by contacting multiple companies and holding a competition.
Among booth decoration companies, there are those who can handle everything from booth design to construction and removal, those who have their own system materials and rental supplies, and those who have the necessary parts for booth decoration. Booth decoration costs may be kept low.
⑥ Utilize the package booth
Packaged booths are also recommended to keep booth decorations inexpensive. This can be provided by the trade show organizer or provided by the booth decorator.
The package booths prepared at exhibitions have a white wall, a company name plate, a desk, a chair, and the minimum necessary items for displaying a booth, making it possible to set up a booth at a very low cost.
In addition, package booths provided by booth decoration companies have multiple plans depending on the price, and you may be able to choose the wall color. The contents will change depending on the rank of the package, and options will be added as necessary.
⑦ Place orders for multiple exhibitions at once
If you have decided in advance that you will be exhibiting at multiple exhibitions throughout the year, we will place orders in bulk. Multiple discounts may be applied by booth decorators. In addition to multiple discounts, there is also the advantage of being able to reuse panels from exhibition booths. Even when you repurpose it, it will be stored in the booth decorator’s warehouse, so you can also ask them to manage it.
Additionally, when exhibiting at exhibitions in Tokyo and Osaka, finding a company that does not incur transportation costs is another trick to keeping costs down.
⑧In-house panel production
You can reduce costs by creating your own panels to introduce products and services in your booth. The delivery date for panel printing varies depending on the company you request, so please make sure to submit your order with plenty of time.
The correct way to pay for exhibiting at an exhibition
Exhibition costs at trade shows are high because the exhibition booth has to stand out from other companies, you have to get a lot of business cards, you have to match the quotations provided by vendors, etc. This comes from the anxiety of the person in charge.
It is important to consider each cost and spend appropriately to see if it matches the original purpose and goals of exhibiting at an exhibition.
summary
The costs involved in exhibiting at an exhibition are broadly divided into exhibition costs, production costs, and others, and when reviewing exhibition costs, each type of cost should be considered.In order to reduce exhibition costs, local governments and public institutions should organize Exhibit at trade shows, or take advantage of grants and subsidies if you are a startup or small business.To keep booth decorations inexpensive, hold competitions, use package booths, and order for multiple trade shows. Do it all at once
- The reason why the cost of exhibiting at an exhibition is high is due to the anxiety of the person in charge, and each cost must be considered to determine whether it meets the original purpose and goal of exhibiting at an exhibition and spend the appropriate cost. is important