Trade Show Timelines and Budgets



Maximing your resources in today’s trade show landscape

At NPARALLEL + Atomic Props, we’ve partnered with countless successful companies and executed thousands of trade shows. This gives us a unique perspective on emerging industry trends. Two key trends we’re seeing are rising trade show costs and shorter timelines for execution. With these challenges, it’s crucial for companies to plan ahead, build realistic timelines, and budget accordingly—and we’re here to help.

The Importance of a Timeline

As Benjamin Franklin famously said, “If you fail to plan, you are planning to fail.” This rings especially true for companies participating in trade shows that could be pivotal to their success. Without a solid timeline, organizations are often rushed into making last-minute decisions, which can be costly. When time is tight, there’s less opportunity to ask the “why” behind the “what,” and decisions made in haste can hurt both budgets and brand impact.

A well-mapped timeline ensures companies optimize their resources and avoid unnecessary expenses. At NPARALLEL + Atomic Props, we’ve observed that trade show timelines are getting shorter, forcing companies to expedite the design, engineering, fabrication, and execution processes—often resulting in higher costs.

Creating a Timeline

We partner with our clients to create schedules and timelines well in advance of events, allowing room for unforeseen issues and ensuring enough margin for smooth execution. Our recommendation? Begin your timeline a full year before the event, starting with clear S.M.A.R.T. goals (Specific, Measurable, Attainable, Realistic, Timely). By setting clear objectives upfront, companies are better prepared to make informed decisions when the time comes.

Creating a Budget

Budgeting for a trade show requires careful consideration, and like timelines, budgets should be created at least a year in advance. Costs can fluctuate—especially if a show relocates—so early preparation is key to avoiding financial surprises.

One area companies often overlook is drayage—the cost of transporting exhibits. Understanding drayage and accounting for it in your budget can help eliminate unnecessary overhead and reduce trade show costs.

Drayage: What You Need to Know

Drayage refers to the transportation and handling of exhibit materials, which can involve moving hundreds of thousands of pounds of freight to and from the event. Properly understanding what drayage entails can help your company cut costs and manage logistics more effectively.

Labor Costs

Labor is a significant component of drayage. Every step—from material handling to checking shipments—requires manpower. Labor costs vary depending on where materials are shipped. Research shows that shipping directly to the show site can lower costs compared to shipping to an advance warehouse.

Shipping Costs

The heavier your materials, the higher the cost. Additionally, the type of packaging used can impact costs, as some materials are easier to handle and lighter than others. Transportation carriers also matter: specialized carriers tend to be more expensive than standard carriers.



Please don’t hesitate to reach out to us if you’d like to talk through timelines and budgets. The process can be daunting, but our team is always ready to have timeline and budget conversations.