How much exhibit electricity do you actually need? And what goes into calculating your trade show booth electrical needs? These are two questions you need to review for every show. It’s vital to calculate your needs carefully.

5 Steps to Calculate Your Trade Show Booth Electrical Needs

Calculating your exhibit electricity needs may seem complicated, but it’s easier than you think. It involves a little bit of legwork and some addition. The most important part is to be careful and accurate when you’re adding up your total electricity needs for the booth.

1. Review your exhibit layout and note all the items that need power and/or an electrical hookup.

That can include:

• Lighting
• Signage
• Screens
• Computer equipment
• A/V equipment
• Anything else that plugs into a standard wall outlet

Keep in mind, any item that plugs into a standard North American wall outlet needs 110/120 volt power. For lighting, total electrical load is determined by the wattage and number of bulbs. Some kinds of machinery use 208 or 480 volt power.

2. On your exhibit layout, mark all points where electrical equipment is situated.

For each item, note the required electrical load in volts as well as watts and amps. Your electrical equipment should have this information somewhere on the item. For the most part, bulbs are measured in watts, while the power needs of most 110/120 plug-in electrical equipment is measured in amps.

3. Add up the total wattage for all the 110/120 volt devices at each point in your exhibit where electrical devices are situated.

If you have lighting that uses multiple bulbs, make sure to count every bulb. For instance, if you have a track light with three 100-watt bulbs at a particular spot, that counts 300 watts towards the total, not 100.

4. For each area, order a separate outlet with wattage that meets or exceeds the total for that area.

Make sure to be careful and exact here. If you underestimate your electrical needs, you risk overloaded circuits or a power outage. At worst it might spark a dangerous electrical fire.

Ordering separate outlets for each area of your booth minimizes the potential for tripping hazards. And if one outlet has an outage, it won’t affect the others in your booth.

Don’t forget that power strips are rated for a maximum of 12 to 15 amps. For any outlet you want to place a power strip, that will be your limit.

5. For 208- or 480-volt items, you won’t be able to order wattage/amperage outlets. For these, you need separate single or three-phase electrical hookups for each item.

Do You Need 24-Hour Power?

Venues that are energy-conscious turn the power off overnight on show days. Typically, this means the power goes off 30 to 60 minutes after the end of each show day. It’s turned back on at least 30 minutes before the opening of the next show day.

Trade shows that do this offer 24-hour power service for booths that have refrigeration units or other electrical items that need an uninterrupted power supply. If you have any equipment that needs continuous power for the duration of the show, make sure to specify this when you submit your electrical order.

How to Submit Your Electrical Layout

When you turn your exhibit electricity request in to the show organizers, you’ll typically need to submit a scaled exhibit floorplan layout that’s annotated as described above. This means submitting a clean copy of your layout, with the locations of the required electricity hookups marked. You must also supply the required voltage and wattage or amperage for each location.

At some shows, an exception is made if you have an inline booth where all the electrical hookups are at the back of the booth on the wall of the exhibit hall. In this case, some shows may waive the requirement for you to submit a booth layout. However, some shows may still require a layout, so it’s important to check what’s needed before finalizing your submission. If you fail to submit a needed layout, you risk incurring a penalty or late fee.

Make Sure to Meet the Submission Date

When you register for a show, your information packet will include deadlines for ordering electricity hookups and labor. Some shows encourage early submission with a discounted rate. Some charge late fees if you don’t submit by the deadline date.

For every show you attend, it’s always important to work within whatever regulations are set by that show. Electrical regulations and restrictions are there for good reasons. Any regulations are designed to comply with local laws, venue rules, and union regulations, as well as to ensure that all electrical hookups are completed safely.

How to Order Labor

Whether it’s the show’s own contractor or the venue’s contractor, exhibitors must use the official vendor for all electrical hookups. This is a safety matter and sometimes a union requirement for electrical vendors.

Therefore, when you submit your electrical layout, the labor is ordered for you according to your stated electrical needs. This goes for both pre-show setup and post-show dismantling of your electrical hookups. However, if you need any extra labor during the show, you’re responsible for ordering this yourself from the official contractor.

Shows may differ in what kinds of hookups require contracted labor, so it’s always important to check for every show you attend. Just because one show lets you connect your own lighting doesn’t necessarily mean the next one will.

Some shows may allow exhibitors with popup displays to hang and connect their own lights without ordering labor. Some shows allow all exhibitors to hang their own lighting up to a certain amperage limit. In all other cases, labor is typically required to install an exhibit’s lighting. Any lighting that needs to be wired will always require contracted labor.

• Additional labor is usually needed to connect 208 or 480 volt equipment.
• If you need electrical cords run under the carpet, or installed in concealed locations, labor is typically required.
• Special requirements, such as an electrical hookup for a hanging sign or 24-hour power, may incur extra labor or service charges.
• Labor for setup is billed on straight time for one to two electricians, with a half-hour or one-hour minimum. Overtime costs may apply depending on when the setup or dismantle work is completed.
• Dismantle labor is usually charged at a reduced rate because this work is completed all at the same time, after booths are dismantled.
• Any labor you require during the show is charged separately.

How It All Works for Electrical Setup and Dismantle at the Show

Once you actually get to the trade show, it’s easier to see why you need to submit so much information well in advance. When you see your exhibit set up, you’ll note that all of the electrical connections and wiring are hidden. This wouldn’t be possible if the electrical labor weren’t done in advance.

If any adjustments are needed to your exhibit electricity after the booth has been set up, it can be costly. This is especially the case if you lay carpet or any special flooring in your booth. At this point, it’s time-consuming, difficult, and potentially expensive to access underfloor or concealed wiring.

This is why it’s essential to submit accurate information on time. Provided you submit your layout and trade show booth electrical needs on time as required by the show, all your exhibit electricity hookups should be in place when you arrive.

What if You Need Additional Hardware?

Surge protectors: The fine print of your electrical order form notes that the electrical contractor isn’t liable for any damage caused by fluctuating power. That means it’s wise for you to use power surge protectors on all the outlets you use.

In most cases, you can use your own surge protectors, provided they have three prongs and are UL rated. You can also opt to rent surge protectors from the electrical contractor if you prefer.

Extension cords/power strips: Depending on the venue and contractor, you may be allowed to use your own extension cords and power strips. But any equipment you bring typically has to meet similar requirements as those for surge protectors. In addition, if you need to run extension cords under carpet or flooring, the cords must be flat, and this work must be completed by a contracted electrician.

Power Up Your Booth (with Knowledge)

It can take a little work to calculate your trade show booth electrical needs and get your exhibit electricity order submitted on time. But once you’ve completed that work the first time, it will be much easier—and quicker—for your next show.

Need help? Our team has years of experience submitting the necessary pre-show forms. Contact us today!