by The Exhibitor Advocate
Creativity in the exhibit world is not a new concept. Exhibitors rise to the challenge at every single event to resourcefully manage workflow and costs. Here are six examples of out-of-the-box thinking from the team at The Exhibitor Advocate.
Option 1: Strategic Partnerships
One of the top solutions to lowering costs is to align with a strategic partner who is also exhibiting. Working with someone who aligns with your strategic solutions is a sensible way to reduce both companies’ costs. This allows both exhibitors to extend the booth footprint and messaging and offer a VIP or attendee-only package to attendees.
A shared sponsorship gives both parties the opportunity to share speaking costs, double communications efforts between the teams, and potentially share giveaway costs. Co-hosting a networking event leverages prospects and solidifies strategic alignment by showcasing solutions to a specific and qualified audience.
Option 2: Off-Site Events
Exhibition related costs continue to rise and the search for alternative spaces and exhibit options are becoming increasingly more attractive. If your company opts to forgo a booth and host an off-site event, it’s essential to ensure that the event does not conflict with official show activities.
Most show organizers are open to approving off-floor or off-site meetings, especially if you’re a sponsor and are transparent about your plans. However, bypassing the exhibit floor and attempting to draw attendees away from the main event can be seen as outboarding, a practice that can lead to significant complications and risks.
Option 3: Explore A/V Alternatives
Mitigating exhibition expenses is a constant battle requiring creativity and strong vendor partnerships. One example is a company that saved over $18,000 by replacing a 3-by-5 foot LED wall with an 85-inch video monitor. The exhibitor incurred an initial cost to fill the LED wall, but the long-term savings was reflected in the bottom line.
Option 4: Factor in Labor Needs
Another option for cost reduction is to factor in labor costs. Most shows are set up over the weekend. Weekday installation hours are often available, allowing for straight-time labor rates. Scheduling more labor on straight time reduces the number of workers needed on overtime. Although this approach may not always be feasible, it can contribute to better overall budget management.
Option 5: TED Talk Vibes on a Budget
Exhibitors often work with reduced budgets but still want to create energy in and around the booth. Try turning your exhibit into a casual stage for your own team. Think mini–TED Talks: short, informal sessions where staff share insights, personal stories, or behind-the-scenes perspectives.
Use resources you already have: videos, case studies, and customer success stories to help tell your story without big production costs. These smaller, relaxed talks feel more personal and inviting. They’re easy to record and share to social media, podcasts, or linked in follow-up emails.
Different voices from your team lead the conversation and build trust, creating genuine and relatable connections with attendees. It’s a simple, creative way to draw people in and make your booth feel more like a conversation than a sales pitch.
Option 6: Exhibit House Diversification
Back in the day, exhibit house account managers had straightforward goals: understand the client’s objectives, design a booth within budget, oversee production, and ensure smooth delivery. Today clients expect more as the world and industry continues to change.
Diversification in our industry isn’t just a trend—it’s survival. We’re no longer just exhibit builders. We’re brand storytellers, spatial designers, logistics strategists, digital integrators, and sometimes even event therapists.
The price of exhibiting has ballooned and not just in freight or labor, but in the essentials. Internet, power, rigging are no longer luxuries, they’re necessities. Today, clients are spending thousands (sometimes tens of thousands) for reliable show floor Wi-Fi and basic connectivity. The result? Frustrated clients, blown budgets, and missed opportunities.
Innovation asks the hard questions. Do we really need to do it this way? Can we use LTE or 5G to power interactive elements? Are pre-load content or use battery-powered tech good options? Will show organizers unbundle internet packages or offer alternatives?
From an account manager’s perspective, innovation isn’t just about flash; it’s about helping clients make smarter choices that yield better returns. We work with our internal tech teams, our AV partners, and sometimes even with third-party providers to propose cost-effective alternatives that still deliver impact.
Think Outside the Box
Event managers know the most effective way to think outside the box is to remove the box. It’s not about cutting corners, it’s about cutting through the noise and finding unique solutions that deliver impactful exhibits.
This article was made possible through the insights and expertise of Dia Stokes Kelly, Brooke Neus, Gina Piendel, Sarah Hurley, and Susanne Skinner, whose contributions enriched its depth and perspective.
This story originally appeared as a truncated version in the Q4 2025 issue of Exhibit City News, p. 30. For original layout, visit https://issuu.com/exhibitcitynews/docs/exhibit_city_news_-_oct_nov_dec_2025/30.
