Eduardo Sanchez-Garcia should be addressed as Mr. Sanchez. Costs change from year to year, and of course they're different even among neighboring countries. The exchange rate also affects budgets. The timing is right, and it's a lot cheaper than having to return to the country a month later. Disseminating the information Organizers can use a variety of methods to prepare exhibitors.
Videos can show the site and typical exhibits, while previous exhibitors describe their experiences.
Some organizers have salespeople cover important information at the time that space is booked. Some hold seminars across the United States months before the event for both committed and potential exhibitors. They discuss not only the event itself but also logistics, market conditions, cultural aspects and so on. Additional workshops are held on-site immediately prior to the show, with Department of Commerce officials in attendance to explain how they can assist exhibitors. Obviously, organizers cannot be responsible for providing all the information that exhibitors need.