Third-party costs at exhibitions: what to be aware of

When a company participates in an exhibition, the exhibition stand is often the most visible part of the investment. However, beyond design, build, and transport, a range of additional costs arise - many of which exhibitors only become aware of during or after the exhibition.

When planning participation in an exhibition, the focus is often on the stand’s design, messaging, objectives, catering, and the overall visitor experience. The exhibition stand itself is an important investment—but it is not the only cost associated with exhibiting.

In addition to the stand build, a number of so-called third-party costs arise. These can be difficult to navigate, especially for companies that do not exhibit regularly. Such costs vary from exhibition to exhibition and are typically billed directly between the exhibitor and the exhibition organizer.

This article provides a thorough overview of the most common third-party costs, explains why they can be challenging to budget for, and highlights typical misunderstandings that often lead to unexpected expenses.

What do third-party costs include?

Third-party costs are services provided by the exhibition organiser or venue and are therefore not included in Scanex’ quotation. These are typically services where the organiser has exclusive rights and which, for safety or operational reasons, cannot be delivered by external suppliers.

They may include, among other things:

• loading and unloading

• storage of empty packaging and valuables

• power supply and technical installations

• rigging points and suspension

• water and drainage

Although these services are ordered and coordinated as part of the overall project management, the invoice is sent directly from the exhibition organiser or venue to the customer.

Why are third-party costs difficult to budget?

A recurring question is why it is often difficult to provide an accurate estimate of third-party costs well in advance of an exhibition. The reason is that prices largely depend on details that are only finalised late in the process.

In addition, specific prices are typically published only when the exhibitor gains access to the exhibition’s online ordering portal. This often happens relatively close to the event and can vary significantly from country to country and from one exhibition centre to another.

Many services are also calculated based on technical factors, such as load requirements, stand location, and actual consumption.

Rigging points and rigging

Suspension above an exhibition stand is often referred to collectively as rigging, but several distinct terms are involved, each with technical and financial implications.

Rigging points (also called suspension points) are the approved points in the exhibition hall ceiling from which items may be suspended. These are the points ordered through the organiser’s technical portal. The number of rigging points, their placement, and the permitted load directly affect the cost.

Rigging refers to what is actually suspended and the technical solution surrounding the suspension. This may include banners, lighting, LED screens, or other elements placed above the stand to increase visibility. Rigging also includes the equipment required to ensure that the suspension is safe and compliant with applicable safety regulations.

Costs depend on factors such as the stand’s location in the hall, ceiling height, and weight load. In some halls, pre-rigging is required, meaning rigging points are installed before stand construction begins. The choice between chain hoists, motorised hoists, or fixed suspension systems also affects pricing.

Only once all technical details have been finalised and reviewed by the organiser’s rigging provider can a final price be confirmed.

Power supply – more complex than many expect

Power is another area where costs can vary significantly. Pricing depends not only on the number of outlets, but also on the total kW load, how power is distributed across the stand, and the type of installation required.

A stand with a few screens has very different power needs compared to a stand with machinery, refrigeration, kitchen equipment, or large LED installations. Exhibition venues typically charge for both connection and consumption, with prices determined by the technical specifications.

Loading, unloading, and storage during the exhibition

At most exhibitions, loading and unloading must be handled by the organiser’s official suppliers. This means that stand materials are unloaded, transported into the hall, and placed on the stand for a fee—and the same applies during dismantling.

Empty packaging refers to empty transport crates, pallets, and packaging materials. These are packed as compactly as possible and stored during the exhibition, then returned for dismantling.

Full goods (valuable goods) include equipment of value, such as tools, pallet trucks, and other work equipment. This type of storage is significantly more expensive and is therefore always minimised as much as possible.

Scanex’ role: One point of contact – full overview

Although third-party costs are not included in Scanex’ quotation, they are an integral part of our project management. Your Scanex project manager:

• reviews the exhibition’s technical regulations and requirements

• identifies necessary orders well in advance

• orders power, rigging, water, etc. on the customer’s behalf

• ensures that deadlines and documentation requirements are met

This means that, as a customer, you do not have to navigate complex ordering systems or technical forms yourself.

Third-party costs are an unavoidable part of exhibitions - but with the right overview and realistic expectations, they can be managed without surprises. The earlier you gain insight into the factors that affect pricing, the better you can plan both budget and solution.

Thorough preparation and clear coordination are key to an exhibition where the focus can remain on the content - not on unexpected costs.