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How many stand staff members are needed?

The number of staff members you need for an exhibition depends on several factors. Below we provide you with some pointers to help you decide on the size of your team.

How many visitors are expected? Obviously, the more traffic you expect the more stand staff members you will need. Try to determine how many visitors are expected to attend the exhibition and how their numbers will be spread out over the duration of the exhibition. Are any peak moments foreseen and how many visitors would they amount to?

What is your main objective? If your aim is to gather as many leads as possible then you will need to have an accordingly large number of staff members available. If your intention is to especially receive business relations, then your focus should be more on whom the appropriate staff members are for that job.

What are the tasks that need to be carried out? Will a presentation be made, are you going to provide catering, do flyers need to be distributed? It is important that you assign specific tasks to specific people and that you don’t overload anyone with an unrealistic amount of responsibilities (that’s just asking for trouble).

How long will the exhibition last? You need to consider how many people you are going to require for the entire duration of the exhibition. The longer the days last and the more days there are to be covered, the more you need to think about shifts and replacements with ‘fresh’ staff. We realise that that’s not always an option though…not everyone is replaceable and you may simply not have enough staff at hand to rotate them.

How are you going to organise the breaks? Avoid the situation whereby your stand is un(der)staffed whilst your team enjoys their break. Try to schedule breaks during the calmer moments. This has two benefits; firstly, you won’t need to arrange for extra staff, and secondly, the small number of visitors won’t get intimidated by a whole platoon of eager staffers.

How large is your stand? This is one of those chicken and egg situations. Is your team too big and the number of tasks too great for the size of your stand, then obviously your stand is just too small and unfit for purpose. A general guideline is that you need three square metres of stand space per person.


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