Are you planning and trying to estimate the cost of your next exhibition? We understand that budgeting for the events in rising inflation is a huge challenge, but don’t worry!
Let us provide you with some basic cost insights into exhibition equipment. This is all you need before planning your next winning event, so let’s get into it!
General Costs Of Exhibition Equipment Rental
Estimating the net cost of equipment involves more than just its price tag. In addition to the general factors that affect the price, there are also some pricing models.
For example, some rentals offer daily or weekly rates, while others may offer packages or deals on equipment bundles.
Hence, many factors affect rental prices. Let’s examine and understand the factors that affect them.
Standard Booths
Booths are a common choice among exhibitors due to their ability to customise. The cost of renting a standard booth can vary on the following factors:
Booth size
Larger booths usually cost more than smaller ones.
Material
What material do you choose for your expo booth? This will affect your cost.
Customisation
What extra customisation do you select? For example, adding extra features and branding will increase costs a bit.
Price Range
| Size of the Scheme Booth | Price Range |
| Small size scheme booth 3m x 3m | £350 to £600 |
| Medium-size scheme 3m x 6m | £600 to £800 |
| Large size scheme booth 6m x 6m | £800 to £1,000 |
Shell Schemes Panels
Shell scheme panels are known to give an extra modular structure to your shell space. In addition, it adds a more visual appeal to your exhibition. The cost of renting a shell scheme depends on:
Design Complexities
More intricate designs and custom features will raise the rental price.
Material
The choice of material for shell scheme panels and other components affects the cost.
Extra Features
Additional features lighting, shelving or furniture may incur extra charges.
Price Range:
Please note that these price ranges may vary from exhibition production company to company.
| Size of the Scheme Stand | Price Range |
|---|---|
| 2m x 2m stand | Starting from £196 + VAT |
| 3m x 3m stand (6 panels) | £175 for each panel |
| 5m x 6m stand | Starting from the £588 |
However, many companies also offer competitive prices and discounts on large orders.
Audio-Visual Equipment
Audio-visual equipment is fun and vital for engaging and attracting your visitors. Rental costs for audio-visual usually based on the following:
Equipment Types
There is a huge variety of AV equipment available for hire in the market. Some of the common ones are projectors, screens, LED screens, and sound systems. They all have different price points.
Brands
The second factor that varies the cost of AV equipment hire is their brands. Some of the high-end brands are expensive and thus charge higher rental prices.
Duration
In addition, the time duration you rent AV equipment will influence the rental cost.
Price Range
Note: it is always advised to compare quotes from different brands and always choose the latest technology.
| Equipment | Variations & Daily Rates |
| Screens | Plasma Screen: £120- £140LED Video Wall: £1000- £1200 |
| Projectors | Data Projector: £80-£200Screens: £40- £60 |
| Audio Equipment | Microphone: : £25 to £40Mixing Consoles: £100-£120 |
Lighting Solutions
Proper lighting is a must for any exhibition to be successful. Lighting enhances your expo booth’s appeal and overall feel. Usually, the cost of renting lighting solutions depends on:
Types
There are multiple types of lights, some are fancy, and some are basic. That results in significant changes in prices.
Number of Fixtures
How many lighting fixtures do you have at your booth? Sometimes, renting more items lowers the average cost.
Complexity of Setup
Sometimes, lighting with special effects or custom features costs extra.
Price Range
| Type of Lighting | Price Range |
| LED Up Lighters | £10 – £30 |
| LED Follow Spot | £50 – £60 |
| Par Lamps | £10- £15 |
| Haze Machines | £35 – £105 |
Furniture & Decor
Furniture and decor that usually play around with your brand image and theme create a welcoming environment. Factors that vary the cost of furniture and decor are the following:
Style
The styles and choices of furniture you select for your exhibition will greatly affect the hiring price.
Quantity
The number of furniture pieces and decor items you hire.
Duration
The duration you hire the furniture and decor will influence the rental price.
Price Range
| Type of Furniture | Price Range |
| Chairs | £10 – £30 |
| Tables | £10 – £25 |
| Sofas | £80- £150 |
| Full Packages | £200 – £1500 |
Digital Displays & Kiosks
Last but not least, digital displays and kiosks are crucial for exhibition success. They offer interactive and engaging ways to present information to an audience and grab their attention. Factors that vary the cost of hiring digital displays and Kiosks are:
Screen Size
Large screens generally come with higher price tags. So they are expensive to hire!
Technology
Some of them come with advanced features like interactive capabilities that also affect the price.
Software Integration
If you require content management software, it may add an additional price.
Price Range
The prices of the digital displays and Kiosks vary from vendor to vendor, but they usually range between £ 150 and £500.
Bottom Line
The cost of renting exhibition equipment varies greatly depending on multiple factors. Some of the most common factors that will affect the prices are:
- Type of equipment.
- Brand you select.
- Customisation options.
- Rental duration.
- Exhibition production company.
We always recommend that you research and obtain multiple quotes from different vendors.
Lastly, after comparing quotes, try hiring a single company for all your needs to get the best quote! Don’t forget to get a quote from EMS-Events, one of the best exhibition production companies with the best deals.
