Trade Show Budget Template for Teams

A trade show budget for a visiting team is simpler than an exhibitor's, but it still catches people out. The line that is most often missing is staff time.

The template

Copy this into a spreadsheet and fill it in for each show.

Item	Per person	People	Days	Total
Tickets or passes
Travel
Accommodation
Food and subsistence
Staff time (cost per person per day)
Other (materials, tools)
Total

If you exhibit as well, add stand space, build, furniture, power, graphics, shipping and stand staff as separate lines.

Staff time

Use a cost per person per day that reflects salary and on-costs. Your finance team can usually give you a standard figure. Multiply by people and days. It is often the largest line in the budget.

Set a target alongside the budget

A budget means more with a target next to it. Decide the number of qualified leads you would need for the show to be worth the money, then check after the show with the cost per lead calculator.

Example: a total budget of £3,000 and a target of 12 qualified leads means you are aiming for £250 per qualified lead or better.

Build an annual view

Once you have a budget for each show, put them side by side for the year. Our UK trade show calendar helps you see what is coming. Then use how to compare trade shows to decide which ones stay.

Keep actuals

After each show, record what was actually spent. Next year's budget will be far more accurate.

Beagle for teams lets you log attendance cost against each show so cost per lead and return are worked out for you.

Frequently asked questions

What should a trade show budget include?

Tickets, travel, accommodation, food, other costs and staff time. Exhibitors also add stand and build costs.

How do I cost staff time for a trade show?

Multiply people by days by a cost per person per day that reflects salary and on-costs.

Should I set a target alongside the budget?

Yes. A target number of qualified leads turns the budget into a cost per lead you can check afterwards.