How to Rent a Convention Hall for Trade Shows
Trade shows involve numbers of booths, displays and promotions for a variety of vendors and companies. The best place to host this type of event is a convention hall where the space is open and large. If you are hosting a trade show and must rent a convention hall, there are certain steps you must take.
- Determine the minimum space requirement for your trade show. This will depend on the size and scope of your actual trade and the region that you will be serving. For example, an international trade show that is only held once a year will likely need an extremely large space, perhaps with multiple venues. However, a regional trade show for a very specialized field may not need very much room to house all the necessary booths and displays. Request applications and/or RSVPs of your trade show participants and attendees in order to get a good estimation of your minimum size requirements.
- Determine the date or dates for which you will need to reserve the convention space. Also have a set of back-up dates ready, if possible, in case your original dates will not work with any convention halls you contact.
- Determine your rental budget. Aside from the reserved dates, the rental cost is perhaps the most important consideration when choosing a convention hall to rent. Depending on the hall, the rental fee may be set or it may be negotiable. Either way, you will need a clear idea of your budget limit so that you don't overspend or end up with a space that is too small when you can afford a larger space.
- Consider all the other costs to go with using the convention hall for the trade show as well. This may include items such as food or refreshments, lighting, audio and visual equipment, parking, insurance, etc.
- Call all potential convention halls in the area where you will be hosting the trade show. Discuss your concerns to determine which hall will best suit your needs and budget. Once you figure out your ideal choice, ask for a rental contract.
- Hire an attorney to review the contract with you. Make any necessary negotiations and adjustments, if needed.
- Sign and submit the contract. Pay the required deposit. The remainder of the rental cost is likely to be paid in installments leading up to the event.
- Continue making the rental payments as scheduled according to the contract. This will ensure that the convention hall remains reserved for you. If you neglect to pay your rental payments on time, the hall may negate your reservation and rent the hall out during the dates of your trade show.