Renting vs. Buying a Trade Show Booth: Which Is Smarter?

You've locked in your show dates, reserved your floor space, and started mapping out your exhibit strategy. Then comes the big question: should you rent or buy your booth?

This decision impacts everything from your budget, brand flexibility, and how much stress you'll carry into show week. After 30 years in the trade show industry, we've seen both paths work brilliantly and fail spectacularly. Here's how to choose the right one for your business.

What Renting and Buying Actually Mean

Renting means turnkey simplicity. You get a complete package: structure, custom graphics, flooring, lighting, installation, and teardown. Show up to a finished booth. Walk away when it's over. Zero logistics headaches.

Buying means ownership and control. You invest in booth hardware, graphics, and shipping crates. You also inherit:

• Shipping and drayage coordination
• Year-round storage fees
• Ongoing repairs and refurbishment
• Labor management at every venue
• Redesign costs when your brand evolves

Ownership offers control. Renting offers freedom. The right choice depends on your exhibit frequency and internal bandwidth.

When Buying Makes Sense (Spoiler: It's Rare)

Buying works for companies that:

• Exhibit at 10+ shows annually
• Employ dedicated exhibit managers
• Own warehouse space
• Keep the same design for multiple years

For high-frequency exhibitors with internal resources, ownership can deliver consistency. However, the reality is that most companies attend 3–6 shows per year. For them, ownership becomes an expensive burden that quietly drains budgets.

The Hidden Costs Nobody Warns You About

Buy a booth, and the expenses never stop:

• Storage: 200–$500/month in warehouse fees
• Shipping: 10–20% of booth value per show for freight, drayage, and insurance
• Maintenance: Repairs after every few events
• Labor: Setup and teardown crews at each venue
• Updates: New graphics and structural changes every 2–3 years

Even premium booths deteriorate. Graphics fade. Flooring scuffs. Hardware loosens in transit. If your brand refreshes regularly (and it should), those updates become constant expenses.

"Most owned booths sit idle 80% of the year, costing money while generating zero marketing value."

Why Renting Wins: Flexibility Without Compromise

Renting delivers what ownership can't: the freedom to evolve. Refresh your look, scale your footprint, and update your messaging as often as needed.

Why exhibitors who rent rarely switch back:

• Zero storage costs — we handle everything between shows
• Predictable pricing — one turnkey rate covers setup, teardown, and support
• Local production — our Las Vegas and Orlando facilities eliminate cross-country freight
• Custom design — rental doesn't mean generic; every booth is tailored to your brand
• Scalable sizing — go from 10×10 to 20×20 or add features without rebuilding

 "Renting lets you focus on customers, not shipping schedules."

The Real Numbers: Renting vs. Buying

Buying a 10×20 booth:

• Initial cost: $40,000–$60,000
• Per-show logistics: $10,000+ (shipping, labor, maintenance)
• Total first-year cost (3 shows): $70,000+

Renting a 10×20 booth:

• Per-show cost: $15,000–$20,000 turnkey
• Total first-year cost (3 shows): $45,000–$60,000

Renting saves 30–40% annually while eliminating operational headaches.

The Lifecycle Advantage

Before the show:

• Rental: We design, build, ship, and install
• Ownership: You manage freight, insurance, and storage logistics

During the show:

• Rental: Local crews provide on-site support
• Ownership: You coordinate labor and handle repairs

After the show:

• Rental: We dismantle and store your booth
• Ownership: You re-crate, ship, and pay storage fees again

Renting shifts your focus from operations to outcomes. You can be prepping your team and converting leads instead of tracking freight.

Stay Current Without the Commitment

Trade show attendees expect fresh, high-impact displays. Brands that reuse the same booth year after year tend to fade into the background.

Renting keeps you agile. Test new layouts, integrate LED walls, or experiment with interactive technology, all without committing to a rebuild. We've helped clients evolve from simple backwalls to immersive brand experiences, all through rentals.

Because we build locally in Las Vegas and Orlando, your costs stay predictable. No cross-country shipping delays. No damaged parts arriving hours before doors open.

Who Should Rent (and When Buying Works)

Rent if you:

• Attend fewer than six shows per year
• Update branding frequently
• Lack of warehouse or logistics staff
• Want fixed, predictable budgets
• Are exhibiting for the first time

Buy if you:

• Exhibit at 10+ shows annually
• Have dedicated warehouse and maintenance teams
• Keep the same design for 3+ years
• Require complete creative control

For everyone else, renting delivers premium design without the operational burden.

The Sustainability Advantage

Trade shows generate massive waste from single-use graphics, short-lived shipping crates, and discarded materials. Renting dramatically reduces that footprint.

Every rental booth we build is reused, reconfigured, and refreshed for multiple clients. Structural components are designed for longevity, keeping materials out of landfills.

Our Las Vegas and Orlando production hubs also slash freight emissions by keeping everything local. Renting isn't just financially smarter, it's environmentally responsible.

Why Location Matters: Las Vegas & Orlando

Las Vegas hosts more trade shows than any U.S. city. Our production warehouse near the Las Vegas Convention Center delivers:

• Immediate local support
• Faster turnaround times
• Zero cross-country freight delays

Orlando ranks second nationally for trade show volume. The Orange County Convention Center draws exhibitors from every industry. Our Orlando facility provides the same local advantages: design, production, and delivery without shipping headaches.

Quick Takeaways

• Renting eliminates storage, shipping, and maintenance costs
• Local production in Las Vegas and Orlando saves time and money
• Rental booths look fully custom and evolve with your brand
• You stay flexible, sustainable, and budget-friendly year after year

The Bottom Line

If you love managing crates, coordinating repairs, and paying storage fees, buy your booth. If you'd rather focus on strategy, leads, and ROI, rent it.

Renting delivers high-end design without long-term costs. Your booth stays fresh, your schedule stays manageable, and your environmental footprint stays small.

At Trade Show Displays, we create turnkey booths that look fully custom and tell your brand story. Whether you're headed to CES, HIMSS, or PACK EXPO, our Las Vegas and Orlando teams are ready to make your next show unforgettable.

Call us at 702-661-4194 or email info@tradeshowdisplays.com to start planning your next display.

FAQs

Is renting cheaper than buying?
Yes. Buying looks like a long-term investment until you factor in storage (200–$500/month), shipping (10–20% of booth value per show), and maintenance. Renting provides predictable, all-inclusive pricing. Most exhibitors save 40–50% by renting.

Can a rented booth look custom?
Absolutely. Every rental is tailored to your brand, from colors and graphics to layout. Our modular systems are designed to adapt to any design concept. Visitors won't know it's a rental, and you're never locked into one look.

What's included in a rental package?
Everything: booth structure, graphics, flooring, lighting, and furniture. Optional upgrades include video walls, counters, and product displays. We handle all logistics so you can focus on the event.

Do you offer local support?
Yes. We operate full production facilities and labor teams in Las Vegas and Orlando. Our crews handle setup, adjustments, and on-site issues. If something needs attention, we're minutes away.

How far in advance should I book?
Two to three months is ideal for design, printing, and coordination. Need it faster? Our local shops regularly turn complete builds in just a few weeks.

Can I use the same rental for multiple shows?
Absolutely. We store your booth between events, update graphics as needed, and deliver it to your next show. It's a cost-effective way to maintain consistency while staying flexible.

Can you work with my marketing agency?
Yes. We regularly collaborate with agencies, designers, and event planners. If your creative team has a concept, we'll engineer and build it to meet show regulations and structural requirements.

Can I get a quote before committing?
Definitely. We provide detailed, no-obligation quotes for every booth size and configuration. Share your event details, and we'll send a transparent estimate with no hidden fees.
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📞 702-661-4194
📧 info@tradeshowdisplays.com

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