Trade show hidden costs in the USA: what European exhibitors miss

At a European fair, many services are included in the stand builder's price or handled by your own team. In US halls, the official show contractor controls key services, and each one has its own price list and deadlines. One US exhibit builder sums up the difference: in Europe, drayage simply doesn't exist Absolute Exhibits.

None of these costs is really hidden. They are listed in the show's exhibitor manual. They feel hidden because they arrive on separate invoices, often after the show.

Drayage is the fee for moving your freight from the loading dock to your booth, storing empty crates during the show, and bringing everything back to the dock afterwards. It is charged by weight, per 100 lb (called "CWT").

• Typical rates: basic US drayage often runs from about $60 to $160 per 100 lb, depending on the show Expo Marketing. At CES in Las Vegas, charges start above $60 per 100 lb Absolute Exhibits.
• Minimums per shipment: most shows charge at least 200 lb per shipment. Five small boxes sent separately can each be billed at the minimum Exponents.
• Surcharges: uncrated, late or special-handling freight costs more. At Automate 2026, for example, GES lists a 60% surcharge for uncrated freight and 35% for special handling GES.

How to plan for it: ship as few, well-packed crates as possible, send them to the advance warehouse on time, and keep the stand light. A stand built in the US, close to the show, avoids most transatlantic freight and makes weights easier to control.

In many US cities, union rules decide who may install and dismantle exhibits, operate forklifts or hang signs. You usually book this labour through the official contractor, or work with an exhibit company that is allowed to work on the show floor.

• Straight time vs. overtime: at GES-serviced shows, straight time is typically Monday to Friday, 8 am to 5 pm. Evenings, weekends and holidays are overtime GES.
• Overtime adds up: in most cities overtime is billed at time and a half Exhibitor Online. A move-in that starts on a Saturday is likely to be billed at overtime rates throughout.
• Minimums and no-shows: labour is often billed with a one-hour minimum per worker, and booked workers who are not used can still be charged.

How to plan for it: check the move-in schedule before you design the stand, choose a design that can be built within straight time, and make sure the stand arrives on time. A late truck is one of the most common causes of overtime.

Electricity, internet, rigging for hanging signs, booth cleaning and sometimes plumbing are ordered separately, from the venue or the official contractor.

• Power and internet are priced per connection and per outlet. Venue Wi-Fi is often not reliable enough for demos, so a wired line may be needed.
• Rigging for a hanging sign needs a rigging order, labour and often an engineered drawing submitted before the deadline.
• Cleaning is usually not included in the space fee.

How to plan for it: list every power point, screen and hanging element in the design phase, so the orders can be placed in one go.

Most exhibitor manuals have an early-order deadline. Orders placed before it are cheaper. Early discount deadlines are typically 21 to 45 days before move-in and can save up to 30% on show services Exhibitor Online. After the deadline, the higher show-site price applies, and some services may no longer be available.

How to plan for it: put the discount deadline in your calendar the day you book your space, and ask your stand builder to place or prepare the orders.

Together, material handling, labour, venue services and late fees often add 15–30% to a US show budget. Material handling and on-site labour are usually the two biggest items, and the ones European exhibitors are least prepared for. See our trade show booth cost guide for a full budget breakdown.

1. Does the quote list material handling, labour, power and internet as separate estimates?
2. Is the stand designed to be built within straight time at your show?
3. Who places the show-service orders, and before which deadline?
4. How many crates will ship, and how much will they weigh?
5. What happens if freight arrives late?