Booking your Transport and Accommodation

Get your transport and accommodation sorted well ahead of the show date

Avoid last-minute disappointment by booking your transport and hotel early

Welcome to our bitesize guide to booking your exhibition transport and accommodation! You’ll know everything about stage five of the exhibition planning process in under three minutes.

Each week we are covering a different stage of trade show planning. We’ve already given you a bitesize guide to:

In this article, you’ll learn how to book your trade show accommodation and transport. Next week we’ll cover everything you need to know about pre-show marketing.

If you can’t wait that long then click here to download your free planning tool and get a head start. Let’s get into the fifth stage of exhibition planning:

By now you know who your exhibition stand team are. You’ve chosen your crowd gatherers and your product demonstrators. Training should be well underway and they should have already had a practice run on your lead capture software.

All of this means that it is time to start booking things! The earlier you can get your transport and accommodation booked in the better.

Firstly, you’ll get a better deal. Secondly, you’ll get first dibs when it comes to location or added extras. Do not leave booking the travel and accommodation for your exhibition until the last minute.

Booking Transport to your Exhibition 

Trying to organise transport and accommodation for a team is never easy. Especially when it comes to exhibition planning. This bitesize guide aims to help you get your head around this stage of your trade show planning.

Booking your transport can be as simple as arranging a taxi to take you to your local venue or as complicated as booking long-haul flights, airport transfers and international rail tickets. This depends on the event that you are going to and the venue it is being held at.

Discuss possible transport options with your team, there may be someone with better knowledge of the venue than you. You may find people volunteer to drive. In which case, you have to reimburse them for petrol money and make sure you have the right parking permits.

With venues located all over the world, it won’t always be possible for you to drive. Whether you have to get a taxi, train, bus or plane, you can save money by booking early. Use comparison sites like and TrainPal to cut costs.

Booking Accommodation 

The same goes for booking accommodation. It won’t always be necessary, but if it is you want to get it organised early in the exhibition planning process.

Hotels will vary in price depending on demand (which is often high during the exhibiting peak season). Location is important as well. Often you will pay a premium price for a hotel located within walking distance of the venue, similarly to city centre rates.

Accommodation located outside of these areas will offer lower rates, but you’ll have the added expense of transfers to and from the venue.

A good trick to remember when trying to cut back your exhibition budget is to clear your cookies. Cookies monitor your search history and can relay that information back to providers.

If you look for a hotel near ExCel London one day, you might not find the same deal the next day. Your cookies have shown that provider that you are in the market for this product, and therefore you may be willing to pay a higher price.

So remember:

  • Book early
  • clear your cookies
  • get the best deals

The only decision you have to make is whether you choose a hotel that is close to the venue or whether you book transfers.

Booking Transfers 

If you chose the latter then you will need to consider how your team will get to the venue from the hotel.

Booking transfers is the simplest part of this stage of exhibition planning. Either book a taxi using a local company or give your team a budget to spend on whichever transport they choose to take.


It will take you just over a week to complete these steps. Maybe less if you’re a quick decision maker. It’s all about getting the best deal when it comes to booking transport and accommodation.

The advice in this bitesize guide should help you do just that. Cutting costs at this stage gives you more of your budget for promotional goods and your exhibition stand.

Don’t miss our next bitesize guide, telling you everything you need to know about pre-show marketing in under three minutes! If you can’t wait that long, click here to download our FREE exhibition planning tool.

Author Bio | Natalka Antoniuk

Natalka is an exhibition blogger for Quadrant2Design who uses her industry expertise to teach business owners the benefits of the trade show floor. She has developed a unique insight into the world of exhibiting, having spent time working alongside exhibitors, event organisers and exhibition stand contractors.

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