Trade Show Booth Quote Template
Exhibit builders quote against the show manual: booth size, the organizer’s rules on height and hanging signs, and the deadlines for electrical and freight orders. Split design, build, graphics and on-site labor from the show services the exhibitor orders directly, so nobody pays for the same drayage twice.
No sign-up. Totals, tax and deposit are worked out for you; print it or save it as a PDF.
Free download (no sign-up): Excel / Word
This quote as a file you can fill in and send: the line items below, with amounts, tax and the total worked out by formulas.
How to use this file
- Download it and open it in Excel, Google Sheets, Numbers, Word or Google Docs.
- Put in your business details and the client, then replace the example lines and prices with your own. In Excel, amounts, tax and the total update as you type.
- Check the payment terms, then save it as a PDF and send it to the client.
Example line items
| Item | Unit | Qty | Example price |
|---|---|---|---|
| Booth design and 3D renders (2 rounds of changes) | job | 1 | 1,500–5,000 |
| Custom build, 10×20 ft (walls, counter, storage closet) | booth | 1 | 12,000–40,000 |
| Printed graphics (fabric walls, counter wrap) | sq ft | 200 | 8–20 / sq ft |
| Flooring, furniture and lighting rental | set | 1 | 1,500–5,000 |
| Install and dismantle labor | hour | 24 | 90–150 / hour |
| Storage between shows | month | 6 | 150–400 / month |
Amounts are examples before tax, not price advice. Add sales tax or VAT where it applies.
What to put on the quote
- Show, hall, booth number and size (10×10, 10×20, island), with the organizer’s height and sign rules.
- Rental or custom build, materials and finishes, and what the exhibitor owns after the show.
- Graphic sizes, the file deadline and who signs off the proofs.
- Show services not included (electrical, internet, drayage, cleaning, lead retrieval), ordered from the organizer.
- Install and dismantle dates and hours, the on-site supervisor, and venue labor rules.
Common mistakes
- Missing the discount deadline for electrical and freight, then paying the show-floor rate.
- Designing above the hall’s height limit and redrawing after the organizer rejects it.
- Graphic files arriving late, so prints go out at rush prices.
- Not saying what happens to the booth afterwards: stored, shipped back or thrown away.
Deposit, balance and validity
50% on signing to start design and buy materials, 40% before the booth ships and 10% after dismantle. Changes after the drawings are approved are quoted as extras. Quote valid for 30 days; show services follow the organizer’s current price list.
Questions people ask
Rental or custom build?
Rental costs less for one or two shows. A custom booth pays off when you exhibit several times a year and store it in between.
Why is electrical not on your quote?
Most halls let only their official contractor supply power, so the exhibitor orders it from the show manual. We tell you what to order.
How early should we start?
Eight to twelve weeks for a custom booth; drawing approval and print production take most of that.
Can we reuse the booth next year?
Yes, if it is built modular. Storage, repairs and new graphics for the next show are quoted separately.