Exhibit Meetings has two standard numbers, and then a set of rules for when the second number applies. The rules are the part worth reading. A price without them is how show services turn into an argument in the taxi to the airport.
The standard rate is $1,000 upfront for one show, plus $300 for each qualified meeting booked. There is no subscription.
What the base fee is paying for
The $1,000 is for the work of one show, not for a pile of deliverables you can resell. It covers a planning conversation, research on that show’s exhibitor list, a written reason for each company we keep, the introductions, the handling of replies, and the scheduling when both sides agree. It also covers the one-page brief on each booked meeting and a short recap after the show.
We do not charge per email. We do not charge per company we look at and then drop. If the research and the outreach produce no qualified booking, the show still costs the base fee, because that work was done. We would rather say that before the wire than after the hall closes.
Before any of it starts, we agree the qualification criteria, the campaign dates, who is available to take meetings, the rates, when payment happens, and a spending ceiling. If we cannot see a target worth researching, we say so and we do not take the fee.
What the meeting fee is paying for
The $300 applies to a qualified booking, not to a hopeful one. Qualified means all of the following. The other company exhibits at the same show. It fits the criteria and is not excluded. The participant is relevant. There is a specific written reason. Both sides have agreed, in writing, to a specific time and a specific place or video link.
A calendar invite, by itself, is not enough. Two of your people in one meeting are one fee, not two. Moving the same meeting is not a new fee.
For example, five qualified bookings would be $1,000 plus five times $300, or $2,500, about $500 per meeting. If our research finds fewer than 10 strong-fit exhibitors for your goals, we refund the base fee in full.
The ceiling
There is no cap on how many companies we approach. The control is the spending ceiling you set before work, plus the dates and the availability of your team. We will not quietly book past the money you approved.
A $4,000 ceiling is the example we use because the math is easy to see. It covers the $1,000 base fee and up to ten meetings at $300. As we get close to that line, we slow down new requests so a late yes does not blow through it. If you want more billable bookings than the ceiling allows, you approve a higher ceiling first. Until you do, we stop.
The ceiling is not a goal. It is a limit. A show can finish well under it.
When the price is not the standard rate
Some assignments are heavier than a standard show. The target may be very narrow. You may need senior people on the other side. You may have two teams taking meetings instead of one. In those cases we quote the work before we start. The quote is part of the written agreement, and it stays fixed for that show. We do not invent a second package on the website and hope you pick a tier. There are the standard two numbers, or a quote you have already accepted.
Invoice timing is also agreed in writing before work, along with how any later credit is applied. This site does not publish a refund window or a due-date schedule, because those belong in that agreement rather than in a page that has to serve every show.
Cancellations, without the soft version
Meetings fall over. The fee has to say what happens when they do, or the argument starts from scratch each time.
If either side does not show up, the booking remains billable. We do not guarantee attendance. The fee was for the qualified booking, not for a person in a chair.
If you cancel, the booking remains billable. The other company set the time aside, and so did the work of getting there.
If the other company cancels before the meeting, we try to put it back on the calendar or to replace it with another qualified booking. If we cannot do either, we credit the meeting fee. You should not pay for a meeting the other side called off and that we could not repair.
If we book a company outside the criteria you agreed, or we make a scheduling error, we correct it or we credit the meeting fee. That one is on us.
What the fee is not
It is not a success fee on revenue. It is not a charge for a meeting that happened to be attended. It is not a charge for a reply.
We cannot control whether another company says yes, so we do not guarantee a number of meetings. That is exactly why most of the price is only charged when a meeting is confirmed.
What to settle before you say yes
Four things belong in the written agreement, not in a handshake at the planning call. The criteria, including who is excluded. The dates and who is free to take the meetings. The rate, standard or custom. The spending ceiling, and the fact that raising it is your decision. Payment timing and the way a credit would be applied sit in that same note.
If those are not clear, we are not ready to start, even if the show is soon. Send the show, the dates, what a good meeting is, and who we should not contact, to alex@exhibitormeetings.com, or book a 15-minute call. We reply within one business day. If it is not a fit, that reply will say so.
