If you’ve ever exhibited at a major trade show, you know that logistics can make or break your experience. Beyond booth design and shipping deadlines, one of the biggest wild cards exhibitors face is show labor and union regulations. Rules can shift drastically from one city to the next, and not knowing them upfront can lead to surprise costs, delays, or unnecessary stress for your team.
At Xibeo, we’ve spent 25 years supporting exhibitors nationwide—and we’ve learned that the smartest strategy is to plan ahead for labor requirements just as carefully as you plan your booth.
Union vs. Right-to-Work States
Every city plays by different rules:
- Strict union cities like New York, Las Vegas, Chicago, and Philadelphia tightly control who can handle electrical, rigging, and even basic booth setup tasks. Exhibitors often cannot plug in their own wires or use power tools.
- Right-to-work states like Texas and Florida offer more flexibility. Exhibitors can often help with setup, though rules vary (in Las Vegas, for example, you can assemble without power tools or ladders, but anything more complex requires union labor).
Show Decorator Labor vs. EAC (Exhibitor Appointed Contractors)
Choosing your labor partner matters:
- Show Decorator Labor (GES, Freeman, etc.)
- Slightly cheaper per hour
- Workers may be inexperienced or lack tools
- Assigned based on availability, not always skill
- EAC Labor (Independent Crews)
- Typically more experienced and client-focused
- Can often select top union labor from the city’s pool
- Higher chance of a seasoned crew who knows how to problem-solve quickly
Labor Rates Vary by Region
Not all labor hours cost the same. Rates can differ:
- Between states (Northern vs. Southern California)
- Within the same city depending on union jurisdiction
- Post-COVID, some cities (like Las Vegas) have seen higher costs and less experienced workers
Imagine you ship a custom double-deck booth into New York’s Javits Center. You budget for setup, but once on-site, you learn that only the electrical union can touch your lightboxes and monitors. Suddenly, you’re required to hire additional labor you hadn’t planned for.
On the flip side, in Orlando, your team may be able to handle most of the assembly themselves—keeping labor costs far lower.
That’s the difference knowledge makes.
How to Protect Your Budget & Timeline
✔️ Review city-specific labor rules before committing to booth design.
✔️ Consider modular exhibits that reduce reliance on union installs.
✔️ Budget extra for labor in strict union cities.
✔️ Partner with an experienced EAC to ensure quality crews.
✔️ Work with a team (like Xibeo) that’s navigated these challenges for decades.
Final Thoughts
Trade show success isn’t just about the booth design—it’s about anticipating the logistics and avoiding the pitfalls that catch less-prepared exhibitors off guard.
That’s where Xibeo comes in. With 25 years of exhibit excellence, we’ve seen it all—and we’ll make sure you walk into your next show with confidence, clarity, and control.
📥 Want the full details?
Click here to download the complete On Location Resources & Guidelines
