How to Choose the Right Trade Show Management Partner for Your Event

Planning a trade show is no easy task.

Between coordinating vendors, managing logistics, and making sure exhibitors have everything they need, it’s easy to feel overwhelmed.

That’s why partnering with the right trade show management company is important.

But with so many options out there, how do you know which one to choose? 

Finding a partner who understands your vision and has the experience to execute your expo is key. 

Summary

This guide will help you understand what to look for when choosing an expo management company, so you can find a team that best fits your event’s needs.

In this article, we’ll tackle:

1. What do trade show management companies do?
2. What to consider when selecting a trade show management partner
3. Things you can negotiate with your trade show management partner
4. The role of project managers: the middle man you need

Let’s get to it! 

What Do Trade Show Management Companies Do?

Trade show management companies specialize in setting up and coordinating trade shows and expos, offering specialized services that go beyond standard event planning. 

Here’s what services they typically provide:

Booth Design and Setup

Expo management companies take care of setting up standard booths, pipe and drapes, and furniture. 

If an exhibitor needs anything custom—like branded lounge areas or unique setups—that’s usually an additional service they can coordinate.

Freight and Logistics Management

Your trade show management company will manage the shipment and handling of your exhibitors’ booth materials, which is important if you’re dealing with large, heavy items. 

They’ll often have warehousing options and can handle all shipping to and from the event site.

Floor Plan Creation and Compliance

Your expo management company will create detailed CAD floor plans and work directly with local fire marshals and venue staff to ensure compliance with safety regulations.

Vendor and Equipment Coordination

From A/V needs to power and internet, they act as a bridge between your event and the vendors, making sure everything is ordered, delivered, and set up according to plan.

What to Consider When Selecting a Trade Show Management Partner

Choosing the right trade show management partner goes beyond checking services off a list.

You want a company that understands your goals, works well with your team, and knows how to troubleshoot on the fly. 

Here’s what to look out for:

1. Experience and Specialization

Not every event management company has expertise in handling large-scale expos and trade shows. 

You’ll want to choose an expo partner that specializes in these types of events and has a proven track record of working with clients in your industry. 

Ask them about past projects and how they’ve tackled similar challenges.

2. Inventory and Equipment Capabilities

Depending on the size of your trade show, you may need a company with large inventory and equipment resources. 

For example, if your exhibitors require custom booth setups, large displays, or heavy-duty rigging, make sure the company has the capacity to handle it. 

Some smaller, local vendors may not have the resources for larger setups, while national companies like Alliance or GES come fully equipped for major shows.

3. Understanding Freight Management and Costs

Freight management is a big piece of trade show logistics. 

Your expo partner should have a clear process for managing inbound and outbound freight and have a transparent pricing model. 

Be aware of weight limits and potential overage costs—especially if your exhibitors are shipping heavy items like machinery or large booth displays. This can add up quickly if not managed properly.

4. Clear Communication and Flexibility

There’s a lot of back-and-forth in trade show management, so having a project manager to facilitate communication is crucial. 

They’ll work as the go-between you, the venue, and any subcontractors, ensuring everyone’s on the same page. 

You want a partner that’s responsive, proactive, and willing to adjust plans as needed to keep things running smoothly.

5. Local vs. National Vendors: Weighing the Pros and Cons

Sometimes, a venue will recommend their preferred local suppliers who are familiar with the space and local regulations. 

While working with local companies can be good for smaller events, larger trade shows often require national partners who can bring in bigger resources and handle complex setups. 

Consider your event’s scale and needs when deciding who to partner with.

6. Contract and Proposal Review: Don’t Skip the Details

When reviewing a proposal, look closely at the included services, any additional costs, and weight allowances. 

For example, some contracts include complimentary entrance units or a set number of booths but may charge extra for added features like A/V equipment, custom booth designs, or additional exhibitor orders. 

Understanding what’s included upfront can prevent surprise costs later. 

Curious about who might be the best trade show management partner? Here’s our roundup of the top 8 trade show and expo management companies.

Things You Can Negotiate

Many expo management companies are willing to be flexible if you ask.

Here are a few areas where you might have room to negotiate:

1. Entrance Units

Some trade show management companies may throw in entrance units for free if requested.

2. Floor Plan Revisions

If you anticipate that you’ll need more than the standard number of revisions, see if your expo management company can include a few extras (3 is typically the standard amount).

3. Setup and Breakdown Times

Make sure the setup times align with your event schedule. 

If the venue’s contracted space availability doesn’t match the time your expo company needs, work together to find a solution that doesn’t disrupt your show.

For example, if your access to the ballroom begins at 7 a.m. but the expo floor needs to open by noon, that won’t allow enough time for a proper setup. 

Ideally, aim to give your expo management team at least 12 hours to get everything in place without feeling rushed.

The Role of Project Managers: The “Middleman” You Need 

Managing all these moving pieces takes more than a few emails. 

A good project manager acts as the bridge between you and your expo management company, coordinating between teams, vendors, and the venue. 

For example, if your exhibitor wants a branded meeting space instead of a standard booth, your project manager will work with the expo management team to figure out design options, pricing, and logistics. 

They’ll handle all the logistical headaches—floor plan changes, vendor communications, and on-the-fly adjustments—so you don’t have to.

Conclusion

Choosing the right trade show management partner isn’t just about finding someone who can set up booths. 

Partnering with the right expo management company that understands your event’s goals, anticipates roadblocks, and works well with your existing vendors, makes all the difference for your event. 

Let’s talk about how GoGather can help you find the right trade show management company to make your next event a success.