January is the season of planning. Budgets are fresh, calendars are filling up, and companies are deciding where to invest their marketing dollars for the year ahead.
If trade shows are part of your strategy, now is the best time to plan your displays — not just for your first show, but for the entire year. A little upfront planning can save you thousands of dollars, reduce stress, and ensure your booth looks polished at every event.
Here’s how to plan your trade show displays for the year without overspending.
1. Start With Your Trade Show Calendar
Before you think about banners or backdrops, get clear on how many shows you’re attending and what they look like.
Ask yourself:
- How many trade shows are on your calendar this year?
- What booth sizes are typical (10×10, 10×20, inline, island)?
- Are these local, regional, or national shows?
- Will booth sizes change between events?
This matters because the right display system should work across multiple shows, not just one.
2. Choose Displays You Can Reuse (and Reconfigure)
One of the biggest budget mistakes we see is companies buying a brand-new display for every show.
Instead, look for modular or adaptable display systems that can be used in multiple ways throughout the year:
- A backdrop that works for both a 10×10 and a 10×20 booth
- Graphics that can be updated without replacing the entire frame
- Displays that can be paired with banners or counters for larger spaces
Reusable systems cost more upfront — but they almost always save money long-term.
3. Plan Your Graphics Updates Ahead of Time
Many companies rush to update graphics right before a show, which often leads to:
- Expedited printing costs
- Limited design flexibility
- Increased chances of errors
January is the perfect time to:
- Review last year’s graphics
- Identify what still works
- Decide what needs updating this year
If your branding is evolving, consider designing graphics that can stay relevant for multiple seasons instead of tying them to a single event or year.
4. Don’t Forget About Shipping, Storage, and Setup
Display costs aren’t just about printing — logistics add up quickly.
When planning for the year, factor in:
- Shipping costs (especially for heavier displays)
- Storage between shows
- Ease of setup (does it require labor or tools?)
- Replacement costs if something is damaged in transit
Lightweight, fabric-based displays often reduce shipping and setup expenses, making them more budget-friendly over time.
5. Think in “Systems,” Not Single Pieces
Instead of buying individual items as you go, think in terms of a display system:
- A main backdrop
- Supporting banners or lightboxes
- A counter or podium
- Accessories that enhance different booth sizes
This approach allows you to scale up or down depending on the event without starting from scratch every time.
6. Work With One Vendor for the Year
Another hidden cost comes from ordering displays from multiple vendors:
- Inconsistent colors or materials
- Different setup instructions
- Longer turnaround times
- No long-term strategy
Working with one vendor who understands your goals allows you to:
- Build a cohesive look across all shows
- Plan upgrades instead of replacements
- Get better guidance on what’s worth investing in
- Save time (and money) with repeat orders
7. January Planning = Fewer Headaches Later
Companies that plan their trade show displays in January tend to:
- Avoid rush fees
- Make smarter buying decisions
- Reuse displays more effectively
- Feel confident going into each event
Instead of scrambling before every show, you’ll know exactly what you have, how it fits, and how to use it all year long.
Final Thoughts
Trade shows are a big investment — but your displays don’t have to be a constant expense.
With a little planning in January, you can build a flexible, professional display setup that works across multiple events and stays within budget.
If you’d like help planning a display system that works for your entire year, we’re happy to walk through your schedule and recommend options that make sense for your business.
CONTACT US!
