How to Choose the Best Trader Gazebo

Event season never ends in the world of commerce and business in general. There’s always an event or exhibition taking place at the likes of ExCel and the Birmingham NEC, whether it’s motorsport, marketing or machinery.   With each of these trade shows, exhibitions and marketing events, hundreds of relevant businesses gear up to showcase their offerings at trade shows.

Amidst the meticulous planning for products, pitches, and design themes, one crucial element often overlooked is the gazebo or booth that will serve as the face of your brand. A well-chosen gazebo can make a lasting impression, while a subpar one can undermine your efforts. This article is a guide to help you choose the best gazebo for your trade event.   

There are several questions that can dictate the best gazebo for you.  

The key to choosing the right gazebo is identifying its primary purpose, how often it will be used, and assessing the location it will be used. Will it be used for outdoor or an indoor event? Will it be daily, weekly, or monthly use? What footfall is expected at your events? Clearly defining the event's nature will help you narrow down your options and ensure that the gazebo meets your specific requirements. 

Frequency of Use 

How often do you plan to use the gazebo? Is it for a one-time event, occasional use, or regular, ongoing events? The frequency of use will dictate the durability and sturdiness required, as well as the investment you're willing to make.  A gazebo intended for frequent use should be more robust and long-lasting, while a temporary structure may suffice for occasional events.  

Occasional Use (twice a month or less often) 

If you’re considering a gazebo for maybe once a month, or less often, then a lightweight or lower priced gazebo may be all you need. When looked after, they can last forever and be the last event tent you’ll ever need.

Our recommendation 

Moderate Use (once a week) 

Let’s say you have a weekly pitch at a local event, or perhaps you’re operating a venue that hosts trade events and provide shelters for traders – a lightweight gazebo that’s built for moderate commercial use will do the job perfectly fine for you.  

Our recommendation

Regular Use (daily) 

You will need something built for the rigours of daily use. Something like this tends to be more heavyweight and robust, often will technological advancements over lower-priced models.  

Our recommendation

We have recommended gazebos that are tied to their strength and sturdiness, but it’s not to say that a Pro MX can’t do the job on a daily basis. The crux of it is that your gazebo will last for as long as you pay due care and attention, and give it regular maintenance such as tightening bolts, packing and storing responsibly etc. These tents are an investment in your business, so if you look after them then they'll return your investment ten fold.

Consider the Size and Space Constraints 

When selecting a gazebo, it's crucial to consider the available space at the event venue. Measure the designated area or, more ideal, try to get a floorplan in advance. Consider the gazebo's footprint and the necessary clearance for movement and accessibility. Factor in the number of people you anticipate accommodating within the gazebo, ensuring ample room for comfortable interaction. If you’re offering information on services you provide then you may only need a 3m x 3m pitch to accommodate you, some banners and leaflets and a table.

If you’re showcasing larger products then of course you may need a larger pitch to ensure everything is in. Plan your pitch space in advance, set it up once or twice to ensure everything you want to present will fit into the available space.

Many trade events and outdoor shows offer 3m x 3m spaces as a standard, although most event pitched are dictated by the width of the space. For example, you pay for 4m wide and the depth is pre-set at, say 3m or 6m, sometimes deeper. Needless to say, the bigger your pitch, the bigger the gazebo you will need, particularly if you’re wanting to cover the whole pitch.

Evaluate the Location and Weather Conditions 

Will the event be held indoors or outdoors? If outdoors, you'll need to account for potential weather conditions, such as wind, rain, or intense sunlight. Outdoor gazebos will require additional features like waterproof canopies, sturdy anchoring systems, or UV protection to withstand the elements.

If it’s indoor and you simply want a branded shelter to showcase your company information then you can quite easily go for a model such as the Pro DX, which is lightweight and low-cost, without compromising on built-quality, which is an easy mistake to make. Footfall at the event may be high, and therefore with more people around you’ll need something robust enough to take accidental knocks. We’ll talk about this more later.  

For outdoor use, choose a gazebo that’s built for the elements and anchor it well. It doesn’t matter how heavyweight a pop up gazebo is, it’s as susceptible to being dragged away by a gust as any other.  

Indoor Setting (Low Cost)

Not all businesses want, or have the budget to buy, the very best there is, but still need a good quality shelter to do the job for them. Perhaps you don't trade very often, but when you do you want to give a great impression. Or perhaps you're a hobbyist or just starting out in business and the budget could be better used elsewhere at this point.

Our recommendation

Indoor Setting (Built to Last)

If you're trading indoors but still want something that could easily do the job outside, then you may need to spend a little more. Aluminium gazebos tend to be the strongest and best on the market, so aim for one of those.

Our recommendation

Outdoor Setting (Low Cost)

When it comes to outdoor trading, the weather becomes a huge part of your planning stages. You need a gazebo that can handle the rigours of wind, rain and sunshine, no matter how often you're using it.

Our recommendation

Outdoor Setting (Built to Last)

There's a range of gazebos that are built to take whatever the weather can throw at it. They're industrial strength and are the models that stand like a house of bricks when the big bad wolf comes blowing. Whether you're trading in a hilly field at an agricultural trade show, in a windy motorsport paddock or standing in pouring rain in the middle of busy London, they'll do the job for you.

Our recommendation

Assess the Setup and Transportation Requirements 

Consider the ease of setup and transportation when choosing a gazebo. Some models are designed for quick and effortless assembly, while others may require more time and effort. If you plan to transport the gazebo frequently, opt for a lightweight and portable option that can be easily disassembled and stored. How many people will be there to put the gazebo up? If you’re likely to be on your own then you’ll want something relatively easy to move, and set-up.

We strongly recommend a storage and transport bag for shifting it from A to B. If you’re in a large exhibition centre with a limited time to bring your equipment in through the doors and then across to your pitch, then that bag-on-wheels will be a godsend.  If you have a team of people then there’s no limitation on where you can go with your gazebo purchase.

Suitable to be built by one person 

• Pro DX (3m x 3m) 

• Pro Compact (3m x 3m) 

• Pro 40 (3m x 3m or 3m x 4.5m) 

2 people needed 

• Pro MX (3m x 4.5m or 3m x 6m) 

• Pro 40 (3m x 6m) 

• Pro 50 (3m x 3m, 3m x 4.5m or 3m x 6m) 

• Pro 60 (3m x 6m) 

3-4 people needed 

• Pro 50 (4m x 6m or 4m x 8m) 

• Pro 60 (4m x 8m) 

Determine the Frame and Canopy Materials 

The frame and canopy materials play a crucial role in the gazebo's durability and longevity. We strongly recommend that you avoid plastic gazebos from the supermarket or home and garden store. They may cost as little as £50, but they’re essentially a disposable product when it comes to commercial applications.   

Sturdy frames made of steel or aluminium are recommended for business use. Similarly, canopy materials like PVC-coated polyester offer excellent water resistance and UV protection, ensuring your gazebo withstands the elements. 

Consider Customisation and Branding Options 

If you plan to use the gazebo for promotional purposes, consider models that allow for custom printing or branding options. This can enhance your brand's visibility and create a cohesive, professional appearance at events.  

If your budget doesn’t stretch to a full top-to-bottom visual feast then there are plenty of options available to enhance the brand visibility that don’t break the bank.

Low cost printed gazebo options that we recommend

Stability and Anchoring 

Gazebos, regardless of their size or purpose, require proper anchoring to ensure stability, especially in windy conditions. Look for models that are compatible with weight bags, stakes, or sandbags to securely anchor the structure. There’s no such thing as too much anchoring for a gazebo, particularly when used outdoors.   

Choose the Right Size for Your Needs 

The size of your gazebo should be determined by the event's purpose, the number of people you need to accommodate, and the available space at the venue. Here are some common size recommendations:  

3m x 3m Gazebos 

Ideal for small to medium-sized events, these gazebos can comfortably accommodate up to 8-10 people. Perfect for intimate gatherings, product demonstrations, or small trade show booths.  

3m x 4.5m Gazebos 

These mid-sized gazebos offer ample space for larger teams and can accommodate up to 12-15 people. Suitable for moderately busy events, such as local fairs or outdoor markets.  

3m x 6m Gazebos 

With their generous dimensions, these gazebos can accommodate up to 20 people, making them an excellent choice for high-traffic events, trade shows, or large outdoor gatherings.

4m x 6m Gazebos 

These large, open gazebos offer ample space for large teams and can accommodate up to 24 people. It is the largest gazebo available with 4 legs, making it open from all sides, if you need it. Suitable for very busy events, such as trade shows or outdoor markets.  

4m x 8m Gazebos 

With their generous dimensions, these gazebos can accommodate up to 32 people, making them an excellent choice for high-traffic events, trade shows, or large outdoor gatherings. 4m x 8m tends to be the biggest available pop up gazebo on the market, although we have it on good authority that larger models are on the horizon. Watch this (increasingly big) space!  

Factor in Lead Time 

If you require your gazebo urgently, your options may be limited to a plain structure. However, if you have ample time, you can explore a wider range of custom printing and branding. Typically, a plain gazebo can be delivered within a day or two, while a customised option may take 2-3 weeks for production and delivery, depending on the printing method.