A recent design trend has trade show attendees and booth staff singing its praises –  Sitting is in. Standing is out. Not so long ago, exhibition consultants strongly advised clients against trade show rental furniture (or any furniture) in the booth space. Sitting would encourage attendees to linger and booth staff to ignore potential customers. 

Now, it’s unusual not to see rental exhibit furniture, like tables, chairs, sofas, and even ottomans, in custom and rental exhibits. Clients are encouraged to linger, charge their phones, and chat. In fact, many exhibitors are adding food and drink options to create a casual and comfortable environment. If you’ve ever attended a European trade show, you know that offering guests something to eat and drink is much more common. 

As you explore your rental furniture options, you just might be surprised by the wide range of contemporary, upscale, and affordable designs. 

Benefits of Rental Exhibit Furniture

So, you’ve decided to add trade show furniture to your booth. First, you’ll need to decide whether to purchase or rent furniture. Both are viable options, depending on your budget and design requirements. 

Purchasing Exhibit Furniture

Pros:

• You own it. It’s yours after the show. 
• Unlimited design options
• If used multiple times, it’s less expensive than renting

Cons:

• Shipping cost and inconvenience
• Possible damage
• Possible assembly
• Initial expense

Exhibit Furniture Rental

Pros:

• Lower upfront cost
• No shipping
• No damage concerns
• No assembly
• Design flexibility from show to show

Cons: 

• Fewer design options than purchasing
• More expensive over multiple shows

Insider Advice

In the past, many exhibitors would purchase “flat” furniture from IKEA and then abandon it at the end of the show. There are two downsides to this approach. First, the IKEA furniture must be transported from the store to the exhibition hall, delivered to the dock (where material handling fees will apply), and then assembled on the show floor. All are expenses that typically do not apply to rental furniture. Secondly, the abandoned furniture rarely makes it to someone’s home or to a charity. Instead, it’s tossed in the dumpster and then headed to the local landfill. Any company with sustainable policies may want to consider this before purchasing “disposable” furniture.

Exhibit Furniture Rental Options

Exhibit furniture rental delivers style and service to create a comfortable and productive space. Below are a few of the most common categories of rental furniture. 

• Soft Seating – Sofas, Loveseats, and Sectionals
• Seating Tables – End, Cocktail, and Side Tables
• Ottomans – Complementary Soft Seating Designs
• Accessories – Dividers, Pillows, Rugs, Lamps
• Accent Chairs – Contemporary Fabric and Leather Designs 

• Bar Tables – 30” R x 42” H Bar Height Tables
• Group Seating – Affordable, Armless Chairs
• Conference Tables – Rectangle and Round Conference Tables
• Conference Chairs – Adjustable Chairs for Desks or Conference Tables
• Cafe Tables – 30” R x 29” H Casual Tables

• Office Furniture – Dividers, Desks, Bookcases
• Bars – Curved Bars with and without Accent Lighting
• Bar Stools – Bar Height Chairs and Stools 

Examples of Trade Show Rental Furniture

CEBRN-004 | Midtown Bar/Counter, Lighted. Metallic pewter gray curved counter with taupe-colored glass top, charging outlets, and locking storage cabinets. 

CECTN-044 | 10 ft. Powered Table. AC-powered conference table with two 110 outlets and 4 USB ports. Black laminate top and silver base. 

CECHN-013 | Malibu Chair. Distinctive teal velvet chair with armrests and black legs. 

CESSN-073 | Emerald Velvet Curved Loveseat. (2) curved green velvet loveseats with a black frame, channel stitching, and retro vibe. 

CESSN-055 | Chandler Cranberry Sofa. Plus fabric sofa in plum/cranberry color with channel stitching. Coordinates with Chandler matching chair. 

CESTN-019 | Alondra Cocktail Table. A modern cocktail table with a chrome base and glass or wood table top. Coordinates with matching Alondra end table. 

CEACN-017 | Morocco Accent Rugs. An 8 ft. x 10 ft. rug with orange/sienna accent colors. 

CEOTN-056 | Vibe Ottoman. Vinyl cube-shaped ottoman is available in 13 colors, like citrus green, steel blue, and desert rose. 

CESSN-116 | Cordoba Loveseat. Comfortable loveseat (w/ matching chair option) in taupe fabric and black metal legs. 

CESSN-070 | Constellation White Tufted Sofa. White vinyl tufted sofa with a contemporary flair and a come hither design.  

CESSN-090 | Beverly Oasis Medium Grouping. Modern modular seating in vinyl and fabric textures available in 10 colors including ocean blue, lavender, orange, gray, and yellow, etc.  

CEBRN-010 | Maxim Dry Bar, Marble, Unlighted. Black counter and frame with black/gold marble face and one interior shortage shelf. Also available in gray or white marble.

Important Considerations for Trade Show Furniture Rental

Trade shows, events, and meetings are more productive by creating interactive environments with functional furniture and furnishings. Consider the following with choosing the right rental options:

Design

Rental furniture and furnishings should be functional, attractive, and match the overall design of your booth. Sometimes that’s easy. Sometimes not. For larger shows and popular trade show destinations, like Las Vegas, Orlando, and Chicago, there are multiple rental furniture companies with varied inventories. Work with your exhibit house when choosing your rental furniture. They have resources and contacts that may not be readily available to the typical exhibitor. 

Price

Rental furniture may seem pricey at first glance, but it’s important to remember that you’re paying for convenience, design, and cleanliness. Rental companies update their inventory often and clean them after each show. 

Delivery

This can vary so always ask for details. Some rental furniture companies have agreements with the General Service Contractor. The agreement enables them to deliver furniture and accessories directly to your booth, often without drayage or material handling fees. That’s a big deal. What may seem to be an amazing price from one rental provider may in fact be painfully expensive once the drayage fee is charged. 

Customer Service

No one wants headaches on the show floor. Most rental furniture companies will respond quickly to issues before and during the show. Stuff happens but how companies respond sets them apart. Be sure to ask your exhibit house about their experience with the rental furniture provider. 

Environmental Sustainability

There’s only one reason to purchase furniture for your trade show booth or event – design. There are at least ten reasons to rent, including sustainability. Rental furniture typically travels from a warehouse in the host city. It then is repaired (if necessary) and cleaned for another event. At the end of it’s useful life, it’s usually moved to a resale store where it’s available for residential or office customers. Eventually, it may go to a landfill, but that’s after extensive use over several years. 

 Multi-Event Strategy

Most companies participate in multiple trade shows and events throughout the year. And while their marketing message may change depending on the audience, the branding typically remains consistent. Rental furniture allows companies to maintain consistency if they have a long-term marketing strategy  or the flexibility to experiment with the messaging. They have options, which may not be possible if they own the furniture.  

Innovative Ways to Utilize Event Furniture Rentals for Memorable Experiences

Renting furniture for trade shows and events offers a blank canvas for creativity. Here are six ways to create memorable experiences:

1. Flexible, Modular Designs:

• Use modular sofas, chairs, and tables that can be easily reconfigured to create different zones within your booth – a lounge area, meeting space, or product demonstration zone.
• Design layouts that encourage interaction and flow, guiding attendees through your booth and highlighting key areas.
• Utilize smaller seating arrangements and portable dividers to create semi-private meeting spaces for on-the-spot discussions.

2. Themed Environments:

• Select furniture styles and colors that align with your brand identity, creating a cohesive and memorable experience.
• Use furniture to evoke a particular feeling or theme relevant to your product or service (e.g., modern and sleek, warm and inviting, industrial chic).
• Rent eye-catching furniture like brightly colored chairs, unique coffee tables, or artistic display units to draw attention and create focal points.

3. Multi-functional Furniture:

• Rent tables or seating with built-in charging ports to offer a valuable service to attendees while keeping them engaged in your booth.
• Utilize ottomans or benches with hidden storage to keep clutter at bay and maintain a clean, organized look.
• Use sturdy and stylish display cubes or shelves that can also serve as temporary seating for short interactions.

4. Experiential Zones:

• Create inviting spaces with comfortable sofas, armchairs, and coffee tables to encourage attendees to relax, network, and engage in longer conversations.
• Use taller tables or counters with stools to facilitate product demonstrations and hands-on experiences.
• Incorporate visually appealing furniture arrangements or unique pieces that serve as backdrops for photos, encouraging social media sharing.

5. Technology Integration:

• Use rental furniture with built-in display screens for presentations, videos, or interactive content.
• Strategically place simple rental furniture to complement and enhance augmented reality experiences within your booth.

6. Accessibility:

• Ensure your booth includes options that are comfortable and accessible for individuals with different needs.
• Arrange furniture to create spacious and easily navigable pathways for attendees using wheelchairs or other mobility aids.

By thinking beyond the traditional use of tables and chairs, you can leverage rental furniture to create dynamic, engaging, and memorable experiences. Remember to consider your brand, target audience, and the overall message you want to convey when selecting and arranging your rental furniture.

Your Event Furniture Rental Partner in the PNW

No matter the occasion – meeting, convention, trade show, or special event – Exhibits NW  is committed to delivering style and service.  Our rental exhibit furniture vendors pride themselves in offering high-quality, next-level collections backed by unparalleled customer service. 

Whether you’re looking for a table, sofa, chairs, or just a trusted partner to ensure your success, contact the Exhibits NW Team so we can help you exceed your trade show goals!