Why We Do Not Publish Rate Numbers
Table rates vary by promoter, by venue, by region, by season, by how far ahead you book, and by where in the hall the table sits. A rate quoted for one show tells you almost nothing about the show two counties over, and rates move year to year.
Sites that publish specific table rates are either quoting one promoter and implying it generalizes, or repeating figures that went stale. We would rather give you the model, which does not go stale, and send you to the promoter for the number, which is the only place it is authoritative anyway.
Rate sheets live on the promoter's vendor or exhibitor page. If you cannot find one, request the vendor packet for a specific date — see how to get a table.
What Actually Drives the Rate
| Factor | Effect on rate | Why |
|---|---|---|
| Show size | Strong upward | Bigger shows draw more buyers, so tables are worth more and demand is higher |
| Venue cost | Strong upward | Convention centers cost the promoter far more than county fairgrounds |
| Metro vs rural | Upward in metros | Both venue cost and attendance scale with population |
| Table position | Corner and end premium | Two or three exposed sides materially increases traffic |
| Booking timing | Early-bird discount common | Promoters want committed inventory early |
| Multi-table booking | Per-table rate often drops | Volume discount, and blocks are easier to lay out |
| Season | Peak season upward | Fall and spring shows are in higher demand than summer |
| Returning vendor status | Often favorable | Some promoters hold rates or positions for reliable regulars |
The Add-Ons That Change Your Real Cost
The headline table rate is rarely the whole number. Budget for these separately, and ask about each one before comparing two promoters' offers:
- Electricity. Frequently a separate charge, and sometimes not available at every table location in the hall.
- Extra vendor passes. One or two are usually included. If you are bringing help, additional passes may cost.
- Extra chairs. Small, but it shows up.
- Corner or premium position. Usually surcharged rather than included.
- Parking. Some venues charge vendors for parking; some include a pass. At a metro convention center this is not trivial.
- Overnight security or storage. Sometimes included, sometimes an add-on, sometimes not permitted at all.
- Insurance requirements. Some promoters and venues require vendors to carry liability coverage and name them as additional insured. This is a real annual cost that first-time vendors routinely miss.
- Sales tax registration. Selling in a state generally means collecting and remitting its sales tax, which may require registering there. Administrative cost, not a fee, but it belongs in the budget.
When two promoters quote you different numbers, rebuild both as table plus electricity plus passes plus parking plus position premium before deciding. The cheaper headline rate is frequently the more expensive show.
Early-Bird, Standard and Walk-Up
Most established promoters run tiered pricing across three windows:
- Early-bird. Discounted, usually with a deadline several months out, often requiring payment in full. Cheapest rate and best position availability.
- Standard. The published rate for the main booking window. This is what most vendors pay.
- Late or walk-up. Highest rate, worst remaining positions, and at popular shows this tier simply does not exist because inventory is gone.
If you know you are doing a show, booking early is close to free money: lower rate, better position, and no risk of the show selling out from under you. The main argument against it is cancellation exposure — which is why the cancellation and transfer terms matter as much as the rate.
Working Out Whether a Show Pays
The table rate is only meaningful against what you expect to move. A rough framework:
- Total cost, not table cost. Table plus add-ons plus fuel plus lodging plus the two days of your time. For an out-of-region show, travel and lodging frequently exceed the table.
- Attendance and table count. The promoter should be able to tell you both. Table count is the better proxy for buyer volume, since it reflects what other vendors were willing to pay for.
- Fit, not just footfall. A large show with the wrong crowd for your inventory is worse than a small show with the right one. Ask the promoter what the show's mix is, and walk it as an attendee first if you can.
- Repeat business counts. A show that generates ongoing customers is worth more than its weekend revenue suggests, particularly for gunsmiths, makers and service providers.
- Track it per show. After two or three seasons your own numbers will tell you which shows to keep and which to drop. Nobody else's numbers will.
Related
- How to Get a Table — the full booking sequence.
- Gun Show Vendor Guide — licensing, compliance and show-day logistics.
- Promoter Directory — finding the operators who publish rate sheets for your region.