Pricing Predictions: Inside the Biggest Exhibit Cost Drivers of 2026

If the past few years have taught the exhibit and event industry anything, it’s that budgets are no longer static line items. They’re living, breathing reflections of supply chains, labor markets, technology adoption, and union labor negotiations. As 2026 approaches, planners are staring down a familiar question with new urgency: How much is it really going to cost this year? 

From fabrication and freight to AV, labor, and experiential tech, pricing pressures are evolving rather than disappearing, and the gap between “what we planned” and “what we spent” continues to challenge even the most seasoned teams. To help, we looked ahead to 2026 budget predictions, unpacking where costs are likely to rise, where they may finally stabilize, and how exhibit and event managers can plan smarter in an environment where predictability is the new competitive advantage.

Multiple industry trackers and event-planning forecasts point to ongoing year-over-year increases in event and exhibit costs in the mid-single-digit range. A 2025 meeting-and-event cost forecast that tracked 2024–2025 showed an average annual increase around 4–4.5% and projected a 4.3% rise in 2025 — a useful benchmark when estimating 2026 increases. And unless macroeconomic conditions change sharply, most predict something similar heading into 2026.

Why mid-single digits and not double digits? Inflation has cooled from its 2021–2023 peaks in many economies, but event-specific cost factors (shipping, drayage, local labor, and increasingly sophisticated AV/interactive tech) remain elevated compared with the pre-pandemic baseline. Freeman’s 2025 industry report highlights how “commerce” and hands-on product experiences are driving higher expectations for exhibit production quality — which means exhibitors will spend more on fabrication, AV, and engagement. That upward push on what it takes to “stand out” is a structural cost pressure that feeds into 2026 budgets.

Biggest Cost Drivers in 2026

1. Freight and drayage

   Shipping booth components, crated displays, sample inventory, and trade-show giveaways remains a major line item. Shipping fuel surcharges and local drayage rates can all push this higher in specific markets. Factor a potential 3–8% uplift in logistics costs if you have long domestic hauls or international freight.

   
   

2. Local labor and union services 

   While these vary regionally, union labor rates for show rigging, electrical, and material handling continue to increase in many U.S. show cities. These are often contractual or venue-driven line items (frequently non-negotiable) and typically rise with local wage inflation. Budget a 3–6% increase in labor/installation costs for venues where union rules apply. The exception is, of course, if your event changes host cities from year to year.

   
   

3. AV, interactive tech and production value 

   Freeman’s 2025 analysis shows organizers and exhibitors leaning into commerce-centric, hands-on experiences. Those experiences require more AV, LED, sensors, and custom software: higher upfront capital for rentals and longer technician hours on site. If your strategy includes immersive or interactive demos in 2026, expect the tech line to grow faster than other exhibit-build materials.

   
   

4. Exhibit space rental

   Space rental rates are tied to show popularity, hall capacity, and city pricing dynamics. Public pricing ranges vary widely (from under $40/ft² to well over $100/ft² depending on the show and city). Popular cities and marquee events will continue to command premium per-square-foot rates. Overall, plan for 2–5% increases across many shows, with some marquee events possibly increasing more depending on demand.

Budgeting Advice for 2026

• Model three scenarios: To be on the safe side, think through your budget given a conservative (+2–3% overall), likely (+4–5%), and aggressive (+7–10%) growth plan, erring on the higher side if you plan high-tech installs, complex exhibits, or large international shipments.

  
  

• Lock in contracts early: Secure preferred vendors, freight windows, and labor manifests as soon as space is confirmed — early commitments still buy you the best pricing in most cases.

  
  

• Reallocate vs. reduce: Rather than visibly reducing your presence, consider reallocating budget from line items that don’t impact the attendee experience. Prioritize high-impact digital/interactive moments that drive measurable commerce — the industry is rewarding experiences that convert. And if your show sponsorships are on autopilot, it’s worth exploring whether you’re getting sufficient bang for your buck (or if those funds can be reallocated to create a more impactful exhibit or experience on the show floor).

  
  

• Benchmark by show and city: Use event-specific exhibitor pages, past bills of lading, and venue rate cards to build a show-by-show cost model. And remember that your number of labor hours is a better predictor of 2026 costs than your actual 2025 line items if the show is moving to a different city in the coming year.