Hotels, flights, city tips, and insider advice for exhibitors on the road. Everything you need to make your next show trip seamless.
Insider travel guides for the top trade show destinations in the country.
Show organizers — claim your listing for free
Free analytics, lead capture, and exposure to 100,000+ monthly visitors. Control your show page today.
Everything you need to know before hitting the road for your next show.
Book 8-12 weeks early, choose walkable hotels, negotiate group rates, and always get free cancellation.
Business cards, chargers, comfortable shoes, booth supplies, wrinkle-release spray, and a portable power bank.
Arrive the day before setup. Book direct flights when possible. Carry booth essentials in your carry-on.
Rideshare vs rental car depends on the city. Know surge pricing windows. Airport shuttles save money in Vegas.
The difference between a productive show and a miserable one often comes down to where you sleep. Here are the rules.
Major trade shows sell out nearby hotels fast. CES, CONEXPO, and NRF fill Las Vegas, Chicago, and New York hotels months in advance. The sweet spot is 8-12 weeks out: early enough for availability, late enough for rates to stabilize. Use Booking.com to compare rates across properties near your venue.
A hotel 0.5 miles from the convention center is worth $50/night more than one 3 miles away. You will make that back in saved Uber fares, reclaimed time, and the ability to drop off materials mid-day. Every city guide below includes hotels ranked by distance to the main venue.
Trade show plans change. Booth assignments shift. Entire shows get rescheduled. Never lock into a non-refundable rate. The price difference is typically $10-$20/night, and the flexibility is worth every penny. Filter for "free cancellation" on every booking search.
You need fast Wi-Fi, a business center, early breakfast, and a lobby bar for evening meetings. Trade show days start at 6 AM and end at 10 PM. A hotel without early breakfast or a quiet workspace is a hotel that costs you productivity.
If you are sending 3+ people, call the hotel directly and ask for a group rate. Most convention-area hotels have dedicated group sales teams accustomed to trade show bookings. You can typically save 15-25% off the published rate, and sometimes get complimentary meeting rooms thrown in.
Flying in the morning of setup day is a recipe for disaster. Delayed flights, lost luggage, and rush-hour traffic can cost you your entire first day. Arrive the evening before, get a good night's sleep, and walk into setup day rested and prepared.
Top-rated trade show travel essentials, handpicked for exhibitors on the road.
Scannly replaces business cards with instant QR code contact exchange. Scan badges, share your info, and export leads in seconds.
Learn About ScannlyGet the complete exhibitor toolkit — 19 products for $49.99
Weekly city guides, flight deals, and hotel tips for trade show exhibitors.
Create Free AccountBook at least 3-6 months in advance for major shows like CES, NAB, or NRF. Convention hotels sell out quickly and prices surge closer to event dates. For smaller regional shows, 4-6 weeks is usually sufficient. Many convention centers have official hotel blocks with discounted rates — check the show website first.
Essentials include comfortable shoes (you will walk 15,000+ steps daily), business cards, portable phone charger, breath mints, a rolling bag for booth materials, pain reliever, and layers for cold convention halls. Bring a small toolkit with zip ties, tape, and scissors for booth setup. Check our city-specific guides for weather-appropriate packing tips.
Absolutely. Arriving the day before gives you time to check into your hotel, do a venue walkthrough, locate your booth space, handle any setup issues, and get a good night's sleep. Flying in the morning of the show risks delays, jet lag, and a stressful start. Many exhibitors arrive two days early for complex booth setups.
Book flights 6-8 weeks before the show for the best prices. Use Google Flights fare alerts for your route, fly on Tuesday or Wednesday when fares are lowest, and consider nearby airports (e.g., Oakland instead of SFO, Fort Lauderdale instead of Miami). Some show organizers negotiate group airline discounts — check the exhibitor portal.
Yes, if your budget allows. Convention center hotels save commute time (often 30-60 minutes each way), make it easy to return to your room between sessions, and put you where networking happens. The premium is typically $50-$150/night more than hotels further away. For multi-day shows, the time savings and networking proximity often justify the cost.
Rideshare (Uber/Lyft) is the most flexible option in most cities. However, cities like Las Vegas and Chicago have excellent monorails and trains that connect directly to convention centers. Avoid renting a car unless you need to visit multiple venues — parking fees at convention centers run $30-$60/day. Many hotels offer free shuttle service to nearby venues.
Scannly scans badges, shares contact info via QR, and exports leads instantly. Free on the App Store.
