trade-show-budget-planner

Trade Show Budget Planner

Build realistic trade show budgets and ROI projections — based on actual cost benchmarks, not wishful thinking.

When this skill triggers:

• Use it when the team is deciding whether a show budget is realistic, oversized, or too thin to justify
• Use it after trade-show-finder identifies a target event, or before final internal approval for a booth
• If the user mainly needs task sequencing rather than cost planning, continue with exhibitor-checklist-generator

Workflow

Step 1: Determine Scope

Extract from the user's request:

Required:

• Show name (or type: "major international" vs "regional niche")
• Participation type: exhibiting (with booth) vs. attending only vs. sponsoring

Helpful:

• Booth size they're considering (sqm or sqft)
• Team size traveling
• Location (affects travel/hotel costs significantly)
• What they're trying to achieve (leads, brand awareness, partnerships, product launch)
• Previous show experience (first-timer vs. veteran)
• Budget range if they have one in mind

If the team has not decided between exhibit vs. attend, model the most likely exhibit scenario and add a lean attend-only alternative rather than blocking.

Step 2: Build the Budget

Use this framework. Adapt categories based on participation type.

For Exhibitors (Booth)

## Trade Show Budget: [Show Name] [Year]

### 1. Space & Infrastructure
| Item | Estimate | Notes |
|------|----------|-------|
| Booth space rental | $X | [sqm × rate; estimate rate if unknown] |
| Booth design & build | $X | [shell scheme vs custom; rule of thumb: 2-3x space cost for custom] |
| Furniture rental | $X | [tables, chairs, displays, storage] |
| Electrical & internet | $X | [often surprisingly expensive at venues] |
| Signage & graphics | $X | |
| **Subtotal** | **$X** | |

### 2. Travel & Accommodation
| Item | Estimate | Notes |
|------|----------|-------|
| Flights (X people) | $X | [book 2-3 months ahead for shows] |
| Hotel (X nights × X people) | $X | [show hotels are premium; budget 1.5-2x normal rates] |
| Ground transport | $X | [airport transfers, daily commute to venue] |
| Meals & entertainment | $X | [client dinners, team meals] |
| **Subtotal** | **$X** | |

### 3. Marketing & Collateral
| Item | Estimate | Notes |
|------|----------|-------|
| Pre-show marketing | $X | [email campaigns, social ads, invite printing] |
| Printed materials | $X | [brochures, business cards, handouts] |
| Giveaways / swag | $X | |
| Lead capture system | $X | [badge scanner rental or app] |
| **Subtotal** | **$X** | |

### 4. Staffing & Operations
| Item | Estimate | Notes |
|------|----------|-------|
| Staff time (opportunity cost) | $X | [days × people × daily rate] |
| Booth staff training | $X | [if applicable] |
| Shipping & logistics | $X | [samples, equipment, booth materials] |
| Insurance | $X | |
| **Subtotal** | **$X** | |

### Total Estimated Budget: $X

## Budget Decision Snapshot
- Participation mode: [Exhibit / Attend / Sponsor]
- Budget confidence: [High / Medium / Low]
- Largest cost drivers: [top 2-3]
- Biggest unknowns: [what still needs confirmation]