What are the advantages and disadvantages of renting vs. buying trade show equipment?

1 Renting Trade Show Equipment

Renting trade show equipment can be a convenient and flexible option for exhibitors who want to save money, time, and hassle. When you rent equipment, you don't have to worry about buying, storing, transporting, or maintaining it. You can also choose from a variety of styles and sizes, and customize your booth to fit different spaces and themes. Renting can also give you access to the latest technology and trends, and allow you to test different options before committing to a purchase. However, renting also has some drawbacks. You may have limited availability and choice, especially during peak seasons or in popular locations. You may also have to pay extra fees for delivery, installation, and damage. Renting can also make your booth look less unique and consistent, and reduce your brand recognition and loyalty.

2 Buying Trade Show Equipment

Buying trade show equipment can be a smart investment for exhibitors who want to have more control, quality, and consistency over their booth. When you buy equipment, you own it and can use it as many times as you want, without paying recurring fees or depending on availability. You can also customize your equipment to match your brand identity and message, and create a lasting impression on your audience. Buying can also save you money in the long run, if you attend trade shows frequently and have a stable booth design. However, buying also has some challenges. You have to pay a higher upfront cost, and bear the responsibility of storing, transporting, and maintaining your equipment. You also have to deal with depreciation, obsolescence, and wear and tear. Buying can also limit your flexibility and creativity, as you may be stuck with the same equipment for a long time, or have to sell it at a loss if you want to change it.

3 Factors to Consider

The decision of whether to rent or buy trade show equipment is dependent on a variety of factors. Your trade show goals and objectives, frequency and location, budget and resources, and preferences and style should all be taken into account. For example, do you want to generate leads, sales, awareness, or education? How often do you attend trade shows? How much can you afford to spend on equipment? What kind of booth do you prefer? Do you have the space, personnel, and equipment to store, transport, and maintain your equipment? All these considerations must be taken into account when deciding whether to rent or buy trade show equipment.

4 How to Decide

Once you have considered these factors, you can use a simple formula to help you decide whether to rent or buy trade show equipment. The formula is:

Rent if: (Rental Cost x Number of Shows) < (Purchase Cost + Maintenance Cost + Storage Cost + Transportation Cost)

Buy if: (Rental Cost x Number of Shows) > (Purchase Cost + Maintenance Cost + Storage Cost + Transportation Cost)

This formula compares the total cost of renting vs. buying over a period of time, and helps you choose the option that is more cost-effective. Of course, you also have to factor in the intangible benefits and drawbacks of each option, such as convenience, quality, flexibility, and image.

5 Tips and Tricks

Whether you decide to rent or buy trade show equipment, it is important to plan ahead and be creative, practical, and flexible. Research the trade show venue, audience, and competitors to choose the equipment that suits your goals, needs, and budget. Book or buy your equipment early to avoid last-minute stress and fees. Use colors, graphics, lighting, and multimedia to showcase your brand personality and value proposition. Choose equipment that is easy to set up, use, and take down. Make sure it is durable, reliable, and functional. Avoid equipment that is too bulky, heavy, or fragile. Check the equipment before and after each show for any damage or issues. Be prepared to adapt your equipment to different situations and scenarios. Have a backup plan in case something goes wrong or changes. Listen to feedback and suggestions from your staff, customers, and peers.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?