Who Provides Trade Show Electrical
Power is the one booth service exhibitors almost never get to source themselves. Who provides it is decided by the venue contract, and your exhibitor manual has to say clearly which model applies before anyone orders.
| Model | How it works | What the organizer does |
|---|---|---|
| Venue exclusive | The venue's in-house electrical department is the only provider; its form and rates apply | Get the form, deadlines and rates from the venue and put them in the manual |
| Official electrical contractor | The show appoints a contractor, often the general service contractor, where the venue allows | Negotiate the form, rates and deadlines; list the contractor as official |
| Organizer resale | The organizer buys power and resells it in packages, where the venue contract allows | Price packages, collect orders and pass them to the provider |
| Included power | Some booth types include an outlet in the package | Say which booth types, what size, and how to order more |
Venues may also have exclusive providers for internet, rigging and catering, which the general service contractor doesn't control. The exhibitor service kit guide shows how to present all of them in one place, and questions to ask a general service contractor covers what to confirm before you sign. If exhibitors bring their own builders, the exhibitor appointed contractor guide covers what those contractors can and can't do with power.
Amps and Watts: How Exhibitors Size an Order
Exhibitors order by outlet size, so they need to know what their equipment draws. Include a table like this in the manual. The wattages are rough ranges for planning; the label on each device is the real number, and equipment with motors or compressors draws more when it starts.
| Outlet | Approximate watts | Typical use |
|---|---|---|
| 5 amp | Up to about 500 W | Laptops, phone chargers, a small monitor, LED arm lights |
| 10 amp | Up to about 1,000 W | Large displays, several demo stations, lit graphics |
| 15 amp | Up to about 1,500 W | Coffee machines, small appliances, multiple screens |
| 20 amp | Up to about 2,000 W | Cooking demos, heavier appliances, a full booth of equipment |
| 208V or 3-phase | Varies | Machinery and large exhibits; ask the provider |
| Equipment | Approximate watts |
|---|---|
| Laptop | 50 to 100 W |
| Large display or TV | 100 to 300 W |
| LED arm light | 10 to 30 W each |
| Backlit fabric graphic | 100 to 400 W |
| Coffee machine | 1,000 to 1,500 W |
| Small refrigerator | 100 to 400 W running, more at startup |
Point exhibitors to the event power calculator to add up their devices, and to trade show booth lighting for lighting loads.
How Exhibitor Electrical Pricing Is Structured
You won't usually set electrical rates; the venue or contractor does. What you control is how the pricing is presented, so exhibitors can estimate their bill before they order. Ask the provider for each element below and put the answers in one table in the manual.
| Price element | What to show | Example wording |
|---|---|---|
| Outlet by size | An advance rate and a standard or on-site rate for each outlet size | 5 amp outlet: $[ADVANCE] / $[STANDARD] |
| 24-hour power | A separate line or surcharge for overnight power | 24-hour service: [RATE OR PERCENT] |
| Distribution labor | Labor to run power under carpet or to multiple points in the booth | Labor billed at $[RATE] per hour, [MINIMUM] |
| Overhead drops | Drops from the ceiling for islands and peninsulas | Overhead drop: quoted by the provider |
| Island and peninsula layouts | Whether a floor plan with outlet locations is required | Required with the order by [DATE] |
| Cancellation | Whether cancelled orders are refunded or charged | Cancellations after [DATE] are billed in full |
Electrical Ordering Timeline for Organizers
- 1
12 to 6 months out: Confirm the Provider
Confirm with the venue whether power is exclusive and who the provider is, then get the order form, rates and rules.
- 2
Set the Deadline
Agree the advance deadline with the provider, commonly a few weeks before move-in, and make it the electrical deadline in your exhibitor timeline.
- 3
Publish the Form
Add the electrical section to the manual and post the form where exhibitors manage their booth.
- 4
Remind
Send reminders at 30 days and 7 days before the deadline, filtered to exhibitors who haven't ordered if you can tell.
- 5
Send the Floor Plan
Send the provider the final floor plan with booth numbers so outlets land in the right booths.
- 6
Move-In
Know where the electrical service desk is during move-in, and tell exhibitors.
Copy-Ready Exhibitor Electrical Notice
Send this with your other service deadlines, such as trade show material handling, and add it to the exhibitor manual template. An exhibitor portal keeps the form, the deadline and the exhibitor's other tasks on one page, and exhibitor management software shows who still has tasks open before move-in.