Trade fair budget and cost items
The budget of a fair participation has nine items; most companies plan only two of them (space rental and the stand). We explain what varies in each item, which extra fees the organiser charges and which items state support covers. No figures, because every fair differs; a method instead.
You will not find figures on this page; not because they are hidden, but because the same square metres are three different figures in three different stand types. What drives the price of what is explained on our exhibition stand costs page. Here we give the skeleton of the budget, the organiser's invisible items and which expenses the support regulation counts.
01
The nine items
| Item | What it covers | What it depends on | Support |
|---|---|---|---|
| 1. Space rental and organiser fees | Plot rental, registration/media fee, waste and cleaning charge, catalogue entry, association levy such as AUMA (Germany) | Square metres, plot type (row/corner/island), early booking, prestige of the fair | Domestic and abroad: yes (space rental) |
| 2. Stand design and production | Concept, technical drawing, frame, surfaces, lighting, furniture, build and dismantling labour | Stand type (system, modular, custom timber), height and decks, number of open sides | Yes: design, construction, build, shelving, lighting, carpet, table, chair (Decision art. 8) |
| 3. Graphics and print | Printed panels, tension fabric, lightboxes, film, digital screen content | Square metres, technique (backlit fabric the most expensive), number of design revisions | Assessed within the stand expense |
| 4. Freight and customs | Stand and product freight, on-site handling, empties storage, customs broker, ATA Carnet guarantee | Distance, number of vehicles, part size, country, product weight | Abroad: the support base takes freight into account (Circular art. 4) |
| 5. Travel and accommodation | Flights, transfers, hotel, visa, daily allowance | Headcount, fair duration, city (hotel rates multiply in fair week) | No, for the exhibitor |
| 6. Stand staff | Your own team's time, hostess/interpreter, training, clothing | Fair duration, language needs, number of shifts | No |
| 7. Promotion | Invitations, pre-fair e-mail, social media, catalogue, samples, hospitality | Target visitor count, product type | No, for the exhibitor (organiser promotion is separate) |
| 8. Insurance | Transit insurance, exhibited goods insurance, third-party liability | Goods value, country, scope of the organiser's policy | No |
| 9. Contingency | Extra power, night build, missing material, penalties (floor screws, waste), last-minute print | Planning quality; a good brief shrinks this item | No |
02
The organiser's invisible items
The space rental invoice is not a single line. At German fairs in particular, the plot fee is joined by a registration and media fee, catalogue entry, waste disposal charge, service advance payment and a per-square-metre contribution to the industry association (AUMA). Power connection, water, compressed air, internet, rigging and stand cleaning are ordered separately from the organiser's contracted suppliers, most with an early-order discount and a late-order surcharge.
In Türkiye, Tüyap and CNR Expo supply the power line on the exhibitor's online order; line capacity, cabling and the distribution board are invoiced according to the stand's electrical project. Ask to see these items on the "included/excluded" lines of your stand quote; we list services to be bought from the organiser in a separate box.
Take early-booking dates seriously: most organisers run an early-booking period that closes six to nine months before the fair, and that period also decides plot choice.
Let us set up your support file correctly from the start
We issue the quote and invoice with the line breakdown the Ministry of Trade asks for: design, construction, build, lighting and furniture on separate lines. The stand expense statement, hall photographs and handover record go into your file complete.
03
Payment rules and support
If you will claim support, how you pay matters as much as what you pay. Under article 39 of the circular, payments within the support must be made through the banking system; cash paid into a bank account and endorsed cheques are not accepted. Credit card payment in one or several instalments is accepted; the card must belong to the company or to a person authorised to spend on its behalf. Space rental goes from the exhibitor's account directly to the authorised organiser's account.
Invoices in foreign currency are converted to Turkish lira at the Central Bank buying rate on the payment date. Invoices issued abroad are approved in DYS by the relevant Commercial Counsellor (art. 40). Items outside the scope of VAT are not included in the support calculation.
Which expense is supported at what rate and ceiling is explained with article numbers in state support for fairs abroad and state support for domestic fairs. The short answer: space rental and the stand are supported; travel, staff, promotion and insurance are not, for the exhibitor.
04
How to compare quotes
The only way to compare two stand quotes is to check whether they contain the same items. Ask for these lines in writing: design and technical drawing, construction and surfaces, graphics (square metres and technique), lighting and electrical project, furniture and display, freight, build and dismantling labour, document submission to the organiser, technical support during the fair. A line containing "etc." cannot be compared.
Ask for the exclusions too: the power line, rigging, internet, cleaning and stand insurance bought from the organiser. We issue the quote in this order with each line marked included or excluded; there is a quote-reading guide on how to choose a stand builder.
05
Frequently asked questions
- Which is the largest budget item?
At a domestic fair usually the stand; at a fair abroad space rental and the stand are close, with freight and travel third. At prestigious German fairs space rental alone can be the largest item.
- Will you give a price per square metre if we ask?
If your plot size, fair and date are known, yes, with real figures and line by line. We do not give a general price per square metre; the same square metres are three figures in three types and a written general figure would mislead you.
- How should the stand builder's invoice look for support?
Itemised (design, construction, build, lighting, furniture), with square metres stated, in XML format if an e-invoice, paid through a bank. A stamped and signed "stand expense statement" from the builder is attached (TİM document list).
- How much should we set aside for contingency?
At a first fair a share of about a tenth of the total is reasonable; the most frequent items are extra power, night build overtime and last-minute print. A good brief and timely graphic approval leave most of that share unspent.
Sources
- Circular on fair supports (art. 39 payment rules, art. 40 invoice approval) — Turkish Ministry of Trade
- Summary form on fair supports — Investment Support Platform
- Information on trade fair participation costs — AUMA
- Tüyap exhibitor services — Tüyap
If your fair date is set, the countdown has started
The stand calendar starts the day the plot contract is signed. Send the fair name, date and plot size; within two business days we come back with a concept visual and an itemised quote. Asking for a quote commits you to nothing.