Exhibitor ROI Center

• Reach out to ARA rental store members with a complimentary mailing list. As an exhibitor, you can export the General Member Directory for a list for ARA rental store members. Use this mailing list to promote your presence at the show with direct mailers. To access the directory, log into your ARA account at ARArental.org and click on your name at the top of the page to access your dashboard. Then click on the “General Member Directory” tab and then click “Export to CSV.”

• Email show attendees. Reach show attendees directly with an email sent on your behalf from Martiz–The ARA Show’s registration partner. The email includes The ARA Show theme banner along with your message. It is sent to registered show attendees.

• Enhance your Vendor Locator listing. The Vendor Locator is a robust search engine which includes contact information from ARA’s more than 1,100 manufacturers, suppliers, and Independent Manufacturer Representatives. It’s an important resource for rental companies looking to expand their inventory and/or services for their business. To help capture the attention of rental professionals, you can enhance your company listing by uploading a logo and important links to highlight your company and products. Updates can be made by the primary contact or web company administrator. To make changes, log into ARArental.org, search for your company within the Vendor Locator, and select “Edit” in your company’s listing. If you need log in permission, contact ARA at 800.334.2177 or email associatemembership@ararental.org.

• Reach thousands of rental professionals through Rental Management’s multi-media advertising opportunities. With digital and print options for every budget, it’s the perfect way to increase visibility, build trust, and drive results. Learn more about Rental Management’s exclusive 2026 show offerings. Plus, access the 2025 and 2026 Media Kits for a guide to all current and future advertising options available.

• Become a show sponsor. Stand out before and during the show as a show sponsor. Whether it’s brand promotions, event and education experiences, or digital opportunities, there are several opportunities to elevate your reach beyond the confines of your booth. Learn more.

• Submit a Show-Only Special to help draw attendees to your booth. Past attendees have said that Show-Only Specials are extremely influential when making purchasing decisions. Submitting your special is easy and only takes a few seconds. All you need is your Member ID, Company Name and Contact Name. Make a submission.

• Companies offering a Show-Only Special are promoted through multiple channels, including:
• Listed on the show website and on The ARA Show app.
• Listed on the ARA Vendor Locator.
• Listed in Rental Management magazine coverage leading up to the show.
• A floor cling will be placed at their booth letting attendees know a Show-Only Special is being offered.

• Host a press conference during The ARA Show. Press conferences are held within a company’s booth and are attended by members of the trade press. Press conferences give companies a platform to share product and company news with editors and publishers who are covering the equipment and event rental industry. This is an excellent opportunity to get your company and products into trade publications. Press Conferences are free to book but must be done through The ARA Show website. Learn more and book a press conference.

• Make an ARA Foundation Charity Auction donation. The ARA Foundation 50th Anniversary Auction is a chance to spotlight your company while fueling the future of rental. Your donated item will be featured in front of thousands of ARA members both live and online—giving your business great visibility while helping raise funds to support scholarships, community impact projects, and the next generation of rental leaders. Possible donations include equipment, unique experiences, travel packages, or creative offerings that members will be excited to bid on. Make a donation.

Submit company news/products for potential coverage in Rental Pulse and Rental Management. Take advantage of this free opportunity to showcase your company’s name and news to thousands of rental professionals. Throughout the year, submit your company news to ARArental.org/news/submit-news. Share press releases about new products, company expansions, mergers, rebranding, and more.

To help exhibitors with their marketing needs, The ARA Show will be providing ready-to-use tools in the coming months. Currently exhibitors can use The ARA Show logo to showcase their participation.

Exhibitors also can utilize programs such as ChatGPT and Canva to help create free marketing materials to promote their presence at the show. ChatGPT can be used to create emails, social posts, advertising copy, and more. Canva can be used to design print and digital marketing materials such as videos, graphics, social posts, ads, and more.

Press releases are powerful tools to announce and promote equipment, products, and services that will be launched or showcased during The ARA Show. Your press release should provide a clear explanation of the new product, including specifications, availability, pricing, and any other pertinent details for the rental industry. Be sure to include visuals, such as photos and/or videos, to enhance your announcement and attract more attention.

• How to share your release:
• Submit press release to be included on The ARA Show website
• Submit press releases and all company news to Rental Management for possible coverage
• Share press release on social media and tag #ARAshow2026

To help save money on the cost of shipping and handling materials and equipment for your booth, Freeman offers the tips below to help save both time and money. For additional information on the ins and outs of booth transportation, download Freeman’s free Understanding the Process of Freight guide. For freight-related questions, contact Freeman Customer Service at 888-508-5054.

Shipping cost saving tips

• Select a carrier familiar with the trade show industry. Experience saves time and money.
• Ask your carrier for a discount off the standard class 125 rate used for exhibit material.
• Provide your carrier with pertinent show information such as event name, booth number, marshalling location, target move-in times and dates, and move-out information.
• Make sure your shipment is properly packaged, labeled, and insured.
• Plan your shipping in advance to avoid air freight or rush delivery surcharges. Consider advance shipping to the warehouse instead of shipping direct to the event. Advance shipping can be less expensive, if direct shipping involves overtime, and can provide peace of mind by avoiding expedited and late arrival surcharges.
• Weigh your shipment prior to delivering it to your carrier, and request that your carrier obtain a certified weight for your shipment to avoid delays and billing discrepancies.
• Ask your carrier about accessorial charges, waiting time fees, fuel surcharges, and other charges associated with trade show transportation. Oftentimes the original quote from a traditional carrier may exceed that of an official show carrier.
• Find out if your carrier will consolidate your shipment with other shipments. This can affect your target times, pick-up times, and material handling costs.
• Choose a carrier that will not split your shipment in transit. Split up shipments can lead to multiple material handling charges.

Material handling cost saving tips

• Review The ARA Show Exhibitor Service Kit and be familiar with move-in and move-out times, targets, and rates for material handling. This can reduce exposure to overtime, late fees, surcharges, and re-routing. If you need clarification on any information, contact customer service.
• Consider the weight and design of your display. Lightweight fabrics can create a dramatic visual effect, while saving significant material handling charges.
• Consider renting an exhibit. This eliminates material handling charges, as well as shipping, storage, and the cost of building an exhibit.
• Consolidate small packages into larger shipments. This can eliminate multiple charges for individual shipments and surcharges associated with small package carriers.
• Palletize or package loose items to avoid loose and uncrated surcharges.
• Give instructions to load your shipment without requiring special labor or equipment (or use a less than truckload (LTL) carrier/forwarder) to avoid special handling surcharges.

To help move-in run smoothly, Freeman offers the checklist below. For additional insider tips, download Freeman’s free Exhibit Like an Expert guide.

• Have a daily team meeting to prep for the day and debrief from the current day—share leads, best practices, etc.
• As soon as you get to your booth during exhibitor move-in, check your space to ensure your shipment and orders are correct.
• If you hired labor for your event, including teardown, check in at the labor service desk to make sure all labor is scheduled or completed.
• Check, recheck, and test all technology, electrical, and any other items required to run your booth. Remember all your phone, tablet, and laptop chargers.
• Make sure you’ve removed everything you need for your exhibit from your empty shipping containers before they’re taken to the warehouse.
• Label all empty boxes, containers, pallets, crates, or other shipping containers with your company name and booth number to ensure you get it back at the end of the show.
• At the end of each day, remove or secure any valuables at your booth before leaving the show.

Help create FOMO (fear of missing out) among attendees and entice them to stop by your booth.

• Share videos and photos from inside your booth on social media. If your booth is bustling, capture the moment with a quick picture to post later. Images and videos of a crowded booth can generate curiosity and excitement, encouraging other attendees to stop by and see what the buzz is all about.
• People love a behind the scenes look. Share photos or video of your team setting up your booth leading up to the show.
• Use #ARAshow2026 on all social posts to increase visibility.
• Offer unique and enticing swag.
• Post pictures of your swag and booth number on social media.
• Ensure your booth staff are standing, smiling, and actively engaging with passing attendees to create a welcoming and dynamic atmosphere.

Effective Lead Capture

• Lead retrieval can be purchased through Martiz to quickly and accurately capture attendee information in your booth.

• Have booth staff ask all visitors to leave their contact details.

• Ask prospective customers to schedule follow-up appointments before leaving the booth.

• On your social media channels, thank attendees for coming to the show and share information about the products you had on display. Use #ARAshow2026 on all social posts to increase visibility.
• Following post-show communications, stay consistent with attendees and:
• Follow up multiple times to keep the conversation active.
• Plan a series of communications, including emails, calls, and connect on social media, adjusting based on interactions.
• Send reminders and calendar invites for any scheduled follow-up appointments.