Trade Show Booth Rental FAQ
Use this FAQ to clarify scope, design inputs, U.S. show services, pre-build checks, freight and installation responsibilities. Project-specific details are confirmed in the proposal and released documents.
Use the answers to expose scope gaps before they become show deadlines.
General answers help planning. The proposal, exhibitor manual and current released documents control the actual project.
Planning and budget
When should we begin?
Begin when the show and space are confirmed. Large, custom or international projects need more time for approvals, artwork, production and freight planning.
What should a first brief include?
Show name, booth size, target budget range, products, objectives, preferred style, brand files and any exhibitor manual or floor plan.
Can you quote from a reference image?
A reference helps explain style, but pricing still needs dimensions, scope, graphics, technical requirements, services and venue information.
What costs are often separate?
Show services, material handling, rigging, internet, electrical, freight, labor, taxes and third-party fees may be separate depending on the proposal.
How do late changes affect the project?
They can affect design time, materials, production sequencing, freight and show-site labor. Changes should be approved against the current project version.
Design and artwork
How many design revisions are included?
Revision scope is defined in the proposal because complexity and decision cycles vary by project.
What logo files should we provide?
Vector artwork such as AI, EPS or print-ready PDF is preferred, along with brand guidelines and approved colors.
Who checks artwork size and placement?
Artwork should be reviewed against the released graphic templates and final booth elevations before production.
Can we include large screens or demos?
Yes, provided equipment dimensions, weight, power, signal, ventilation, access and support interfaces are confirmed.
Can accessibility be considered in the design?
Yes. Circulation, counters, thresholds and visitor access should be reviewed with the venue and applicable requirements.
Pre-build and production
What does pre-build mean?
The released booth or defined critical assemblies are set up before shipment so fit, finish, graphics, hardware and installation interfaces can be checked.
Will we receive photographs?
Pre-build documentation can include overall and detail photographs tied to the approved project records.
What happens if a problem is found?
The issue is recorded, corrected when feasible before packing and reflected in the release or installation notes.
Is every component custom made?
No. A project may combine rental-system components, custom fabricated elements, printed graphics, lighting, AV and furniture.
Can we visit the pre-build?
A visit can be discussed if timing, location, safety and project scope allow it.
Freight and show services
What is an advance warehouse?
It is an official receiving option that accepts qualified freight before the direct-to-show window. Dates, fees and limits vary by event.
Is material handling the same as freight?
No. Freight moves the shipment between locations. Material handling or drayage is generally a show-site service for receiving and moving freight.
Who orders electrical and internet?
The responsible party is identified in the project plan. Official show providers often control these services.
Can booth and product freight arrive separately?
Yes, but each shipment needs labels, receiving instructions, material-handling planning and a coordinated installation schedule.
Who handles international customs?
Importer, broker, customs documents, duties and delivery responsibilities are confirmed with the exhibitor and freight provider.
Installation and post-show
Who installs the booth?
The project plan identifies local labor, official contractor or union requirements based on the venue and contracted scope.
What is checked before handover?
Visible finish, graphics, lighting, AV interfaces, access, storage, furniture, product placement and remaining open items.
What happens during dismantling?
Components are disconnected, identified, packed and released according to the return, storage, reuse or disposal plan.
Can assets be stored for another show?
Storage and reuse can be planned after condition, dimensions, graphics and the next-show requirements are reviewed.
How do we ask a project-specific question?
Email jacky@kingexhibits.com with the show, booth size and current brief so the answer can be tied to the actual scope.
Booth questions become easier to answer when the scale is visible.
These completed projects provide context for layout, graphics, products and visitor movement. They do not replace project-specific engineering or venue review.
Still have a project-specific question?
Email jacky@kingexhibits.com with the show, booth size and the part of the scope you need clarified.