In short
Staff a stand from your target, not from who wants to go. Work out how many conversations you need, then how many people that takes. Give each person a clear role, keep shifts short, and brief everyone on the goal, the message and how to record a lead. Good stand staff stand at the edge of the aisle, make a simple opening and let people leave. Phones, chairs and huddles keep visitors away.
Key points
- Set numbers from the conversation target.
- Give each person a role, not just a shift.
- Short shifts keep energy high.
- Train people to end a conversation, not only to start one.
How many people
Use the booth staff calculator: target conversations ÷ conversations per person per hour ÷ show hours. Then check the floor. As a sense check, allow about 5 m² of open floor per person on duty, so that the team doesn't take over the stand.
Roles on the stand
| Role | Job | Who |
|---|---|---|
| Greeter | Welcomes, qualifies, passes on | Confident generalist |
| Expert | Runs demos, answers hard questions | Product or technical person |
| Closer | Books the next step | Sales lead |
| Stand manager | Rota, breaks, tidiness, problems | One named person |
A 30-minute briefing
- 1The goal for the show, in one number.
- 2Who the right visitor is, and who to politely pass on.
- 3The one message, and the three questions to qualify.
- 4How to record a lead, tested on each person's phone.
- 5The rota, the breaks and the dress code.
- 6Where things are kept, and who to call if something breaks.
On the floor
- Stand at the edge of the stand, at an angle, rather than across the entrance.
- Open with a useful question, rather than 'Can I help you?'.
- Note something specific about each lead, while you remember it.
- Politely end conversations with the wrong visitors.
- No eating, phones or huddles on the front of the stand.
A rota that survives day three
The last day of a show is usually quieter, and the first morning is usually the busiest. Do not spread people evenly. Put your best people on the peak hours, and avoid giving anyone back-to-back long days. Keep one person in reserve for illness or a late flight, because a two-person stand with one absence is a closed stand. Ask staff to log leads before their shift ends, while they still remember who said what.
Habits that keep visitors away
- Sitting down behind a table.
- Talking to colleagues in a group at the entrance.
- Handing out a brochure in place of a conversation.
- Asking every visitor the same scripted question.
Frequently asked questions
01How many people should staff a 3x3 stand?
Usually one or two at a time. Three people on 9 m² leaves no room for visitors.
02How long should booth shifts be?
About two to four hours on the floor before a real break.
03What should booth staff wear?
Something consistent and comfortable, including shoes. A simple branded top is enough.
04How do I get rid of a visitor who isn't a lead?
Be kind and brief: thank them, offer a QR code for more information and turn towards the next person.
Put it into practice
From a client brief to a 3D stand concept in minutes
An editable 3D exhibition stand concept from a written brief and the brand's website, at your exact size.
Guidance here reflects common practice. Venues, organisers and countries set their own rules: always check the exhibitor manual and work with a qualified stand builder and engineer for structures.
