Install and dismantle (I&D) labor might not be the flashiest part of your trade show planning, but it’s one of the biggest opportunities to save money and reduce stress. With rising labor rates and different union rules at every venue, even small inefficiencies can turn into big expenses. The good news is that many of these costs are controllable with the right approach
In this post, I’ll break down what drives I&D costs, and share practical tips for cutting them through smarter booth design and better upfront planning.
What is trade show I&D and how is it billed?
I&D refers to the labor it takes to set up (install) and take down (dismantle) your exhibit at a trade show. That includes everything from unpacking your booth components to assembling structures, hanging graphics, and repacking it all once the show ends.
Trade show labor for installation and dismantle (I&D) is typically billed hourly, often with a two-hour minimum. Rates vary depending on location, time of day, and labor regulations (expect higher costs for after-hours, weekend, or holiday work). While some exhibitors manage I&D directly, it's more common for labor to be coordinated by a general contractor or exhibit house. Understanding these billing practices is key to controlling trade show labor costs.
Pro tip: Partnering with an experienced exhibit house can help you navigate different billing structures and union rules across venues, so you’re not caught off guard by extra fees.
Common mistakes that cause high trade show install and dismantle costs
Some trade show costs are unavoidable, but many of the most common drivers of high I&D bills are preventable. Here are a few things that tend to slow down crews and drive up your labor hours:
- Complicated booth designs with too many parts or custom pieces
- Missing or unclear set up instructions
- Unlabeled parts or crates, leading to confusion or wasted time
- Hardware that requires tools or technical knowledge to assemble
- Last-minute shipments or missing pieces that delay setup
- Lack of coordination between crews, especially if timing is tight
- Venue-specific labor rules that require specialized roles like riggers or electricians
Even small hiccups in setup can quickly add hours to your labor bill, so identifying these friction points early is key.
How to design a trade show booth that reduces installation and dismantle (I&D) costs
Good design isn’t just about how your booth looks. It’s also about how efficiently it is set up. Smart choices during the design process can save you hours on the show floor. Here’s what to consider:
- Opt for tool-less systems that click or snap into place
- Choose lightweight, modular components that are easy to move and assemble
- Use shipping cases that double as display counters or storage
- Label every crate, panel and part clearly so crews don’t waste time figuring it out
- Standardize systems across booth sizes, so your team and labor crews are already familiar with setup.
These features help with labor and make your team’s onsite experience smoother and more predictable. Smart designs not only saves on labor but also helps cut freight and drayage expenses.
Planning ahead: Tips to minimize trade show I&D labor costs
Design is only half the battle. The other half is planning. A few extra steps before the show can save time, reduce confusion, and help you avoid unnecessary charges
- Book your labor crew early and make sure they’re confirmed
- Include updated setup instructions with your booth shipment
- If it’s a new design, do a test setup ahead of time so there are no surprises onsite
- Have a lead installer or supervisor onsite who knows the booth inside and out
- Double check venue labor rules so you’re not scrambling to meet requirements
- Schedule your delivers and takedown times strategically to avoid overtime charges
A little extra prep goes a long way toward keeping things on track and on budget. For a full rundown of what to plan and when, check out our blog post: The Ultimate Trade Show Planning Checklist, where we cover all the major elements of a successful show.
How efficient I&D strategies lead to long-term trade show cost savings
Reducing I&D costs can save money at the moment, and it can set up your entire trade show program for long-term savings as well. When your booth is efficient to set up and tear down, you get:
- Less stress for your team onsite
- Fewer mistakes or damage from rushed or improper installations
- More flexibility to attend shows with shorter timelines or smaller teams
- Better consistency and predictability from event to event
In short, a well thought out set-up process adds value far beyond the bottom line.
Take control of I&D costs
Install and dismantle labor may seem like a fixed cost, but there’s a lot you can do to reduce it. With thoughtful design and better planning, you can simplify your setup, avoid delays and stretch your budget further. Download our checklist to ensure your team and onsite partners are prepared for efficient install and dismantle (I&D)
Not sure where to begin? Let's talk about ways to simplify your next setup. Featherlite has been supporting brands on the show floor for more than 60 years and we have time-tested ideas to make your setup easier and your budget happier.
