Trade Show Display Calculator
Rent vs Own Analysis
See exactly how much you'd save by owning battery-powered portable displays instead of renting for each trade show. Most exhibitors break even after 2-4 shows.
*Based on 8 shows/year, 43" display, mixed venues
Battery-powered ownership? $250–$400 per show after initial investment.
$0 Electrical
Battery-powered = no union electrician fees ($150-350/show saved)
NPV Analysis
CFO-ready present value calculations with adjustable discount rate
PDF Report
Export boardroom-ready business case with one click
What This Calculator Includes
- Rental Cost Model: Monitor rental, stands, delivery, setup labor, drayage, electrical, insurance, and union multipliers
- Ownership Cost Model: Hardware, shipping case, spare battery, per-show shipping, CMS, and maintenance
- Comparison Metrics: Breakeven (shows & months), 3-year savings, ROI percentage, Net Present Value
- Year-by-Year Breakdown: See exactly when ownership becomes cheaper
- Venue Profiles: Non-union, union standard (Las Vegas), and union high (Chicago, NYC) cost adjustments
Methodology
This calculator uses 2025 market research data from Aria AV, Meeting Tomorrow, TradeShow Direct, and venue electrical pricing from major US convention centers. Rental costs include all typical line items: monitor rental, floor stand, delivery/pickup, setup labor, drayage, media player, electrical hookup, insurance, and supplies.
Ownership costs assume SeenLabs battery-powered portable displays with 10+ hour runtime, eliminating electrical hookup entirely. We factor in FedEx Freight shipping, reduced drayage (lighter units allow self-handling), and minimal setup labor.
Frequently Asked Questions
How accurate is this calculator?
The calculator uses mid-range industry pricing data. Actual costs vary by city, venue, and vendor. We recommend using the results as a directional estimate and adjusting based on your specific quotes. The relative comparison (rent vs own) remains consistent even if absolute numbers differ.
What if I only attend 1-2 shows per year?
At low show volume, renting often makes more financial sense. The calculator will show you the exact breakeven point. If you attend fewer shows than the breakeven number, we'll recommend renting. The tool is honest about when ownership doesn't pay off.
Do union venues really cost that much more?
Yes. Union labor at venues like McCormick Place (Chicago), Javits (NYC), and Moscone (San Francisco) typically adds 30-60% to setup and electrical costs. Our calculator applies appropriate multipliers based on your venue profile selection.
How does battery power save money?
Convention center electrical hookups cost $150-350+ per outlet per show, plus labor. Battery-powered displays eliminate this entirely. Over 8 shows with 2 screens, that's $2,400-$5,600 in electrical savings alone.
Want to understand the full rent vs own analysis? Read our detailed breakdown.