How to Reduce AV Costs at Trade Shows Without Sacrificing Quality

Trade show budgets get eaten alive by logistics, freight, labor, and booth construction long before AV even enters the conversation. Yet AV is the one category exhibitors consistently overspend on — not because good AV is expensive, but because poor planning creates waste. You don’t have to cut quality to cut costs. The smartest exhibitors reduce their AV bill by making informed decisions, eliminating unnecessary rentals, and optimizing for what actually affects attendee engagement.

 

This guide breaks down where trade show AV dollars get wasted and how to redirect your budget toward equipment and services that produce results. Whether you’re working with LED walls, monitors, projectors, audio, or interactive displays, these principles will help you control costs while maintaining a polished, professional booth.

Start With the Real Goal of Your Booth

 

Most exhibitors assume they need AV because “everyone else has it.” That’s how costs spiral. Instead, clearly define what AV must accomplish:

 

Common booth goals

• Attract attendees from the aisle
• Present a clear message
• Support demos or presentations
• Capture leads
• Educate prospects quickly

 

If a piece of AV doesn’t contribute directly to these goals, it’s a candidate for removal or reconfiguration.

Avoid the Most Common AV Budget Mistakes

 

Mistake 1: Renting too many displays

More screens does not equal more engagement. One well-placed large display often outperforms three smaller ones.

Mistake 2: Choosing equipment based on “what you used last year”

Your booth design, goals, and layout may have changed. Review AV needs from scratch.

Mistake 3: Over-ordering cables, stands, and accessories

These small line items add up quickly. Always ask your AV provider what is actually required.

Use Fewer But Larger Displays

 

Instead of multiple smaller screens, consider one impactful display. It increases visibility while reducing cost.

Cost-efficient options:

• One 75–98 inch commercial monitor
• A mid-size LED wall replacing several printed graphics
• A touchscreen replacing multiple laptops

 

This creates focus and reduces clutter.

Replace Printed Graphics With Digital Content

 

Printed graphics seem cheaper but add costs over time:

• Print fees
• Reprints from damage
• Shipping and drayage
• Storage
• Redesign every year

 

Digital content eliminates all of this and can be updated instantly.

Use Touchscreens for Multi-Purpose Functionality

 

A single touchscreen can replace:

• Multiple demo laptops
• Printed brochures
• Spec sheets
• Looping monitors

 

You reduce shipping, equipment count, and setup time — while increasing engagement.

Plan Your Power Needs in Advance

 

Ordering power onsite at a convention center is extremely expensive. Exhibitors routinely overspend due to:

• Miscalculating amperage
• Over-requesting circuits
• Ordering power drops in the wrong location

 

Ask your AV provider for exact amperage requirements. A correct plan eliminates hundreds in last-minute fees.

Choose Ground Support Over Rigging When Possible

 

Rigging (hanging equipment from ceilings) is one of the highest labor costs at major convention centers.

 

Switching to ground-supported structures:

• Eliminates rigging labor
• Cuts union costs
• Speeds up installation
• Reduces failure risk

Avoid Venue-Owned AV When You Have a Choice

 

In-house AV departments charge:

• Higher equipment rates
• Higher labor rates
• Mandatory service fees

 

Independent AV providers like AVR Expos often deliver:

• Newer gear
• Lower pricing
• Dedicated technicians
• Better flexibility

 

Always compare quotes before signing a venue AV contract.

Consolidate AV Rentals With One Provider

 

Using multiple vendors increases:

• Delivery fees
• Drayage
• Coordination time
• Risk of incompatibility

 

A single AV partner can bundle:

• LED walls
• Monitors
• Audio
• Projectors
• Touchscreens
• Cables and accessories

 

This significantly reduces costs and simplifies communication.

 

FAQs

Q1: What is the biggest AV expense exhibitors underestimate?

Rigging and venue power — both cost far more onsite than expected.

 

Q2: Does reducing AV equipment harm booth engagement?

Not when done strategically. One well-placed display often outperforms several smaller ones.

 

Q3: Can AVR Expos help optimize my AV budget?

Yes — we design cost-efficient packages tailored to your booth goals.