Exhibiting successfully at a trade show requires meticulous planning, particularly when it comes to arranging staff members to work the booth. The last thing you want is to invest in an incredible exhibit and bring people to your booth only to have them meet with disorganized staff. That’s why we recommend using a trade show booth staff schedule template.

Using an organizational tool like this ensures that your booth is always well-staffed, maximizing engagement with attendees and potential clients. By carefully coordinating shifts, breaks, and roles, you can maintain an effective, welcoming presence throughout the event.

Keep reading to get our free downloadable trade show schedule templates. We’ll also share tips and strategies to create an efficient and balanced work schedule for your booth staff.

Benefits of Organizing and Scheduling Trade Show Booth Staff

Creating a staff schedule for a trade show ahead of time is crucial for several reasons:

1. Avoid Coverage Gaps: Planning out booth shifts in advance ensures that there is adequate coverage of your exhibit at all times. This prevents any periods where the booth might be understaffed and unable to effectively engage with attendees.
2. Schedule Shifts Fairly: This pre-planning also helps in distributing workloads evenly among staff. No one is overburdened while someone else goes underutilized. By giving everyone a fair amount of time working the booth, you reduce the risk of staff burning out and help to maintain high levels of staff energy and enthusiasm throughout the show.
3. Help Staff Prepare: Additionally, a well-organized schedule encourages staff to be well-prepared for their specific roles and responsibilities by letting them know exactly what is expected of them. This leads to smoother operations and better customer interactions.
4. Minimize Disruptions: Early scheduling also aids in anticipating and addressing potential issues, such as overlapping breaks or unexpected absences, thereby minimizing disruptions.

Overall, planning the staff schedule in advance enhances the efficiency and effectiveness of your trade show presence, contributing to a more successful and impactful event.

Use Our Free Trade Show Booth Staff Schedule Template

While the timing and number of staff members differ for each trade show, below are a couple basic trade show booth schedule templates to use for your next event. Adjust and add onto them as needed, then simply work with your team to fill them out and distribute them!

Trade Show Booth Staff Schedule Template Example 1

Click here to download the template. Note: This template is formatted for a 5-person team working a 6-hour event in 2-person shifts.

Trade Show Booth Staff Schedule Template Example 2

Click here to download the template. Note: This template is for a 4-person team working a 6-hour event in 3-person shifts. Giving each staff member a 60-minute break allows time to rest, eat lunch, check email, and explore the event off the clock.

Staff Roles

These are the roles we’ve defined in our trade show booth staff schedule template, but as always, feel free to add, edit, and remove until they fit your specific needs.

• Set Up and Opening: Prepare the booth, set up displays, and ensure all materials are ready.
• Checking Inventory: At the start and end of the show, run inventory to make sure everything is accounted for.
• Networking and Sales: Engage with visitors, answer questions, distribute product information, gather contact information, and process sales.
• Product Demos: Deliver scheduled demonstrations or presentations, highlight key features, and answer detailed inquiries.
• Raffle: As the event draws to a close, build excitement among visitors, gather any last-minute entries, pick and notify a winner for your raffle or giveaway, and make sure to get any photos or contact information needed from the winner.
• Closing and Clean Up: Wrap up interactions with last-minute visitors, clean and tidy up, close down the booth, and coordinate with other staff as needed to make sure the booth is properly deconstructed and prepared for storage.

Tips and Advice for Staff

While scheduling your staff can clarify timelines and responsibilities, they still need to be personable and know how to strategically engage visitors. Share these tips and tricks with staff to make sure they’re following best practices.

Coordinate with Team Members:

• Communicate effectively with your team members.
• Be aware of each other’s roles and responsibilities to provide seamless service.

Be Approachable:

• Greet people as they approach the booth.
• Listen actively to attendees and address their concerns.
• Smile and maintain eye contact with visitors.
• Stand rather than sit whenever possible to appear more welcoming.

Maintain a Professional Appearance:

• Wear company-branded attire or business casual clothing, depending on the trade show.
• Be sure to check the trade show website before the event to ensure you are dressed appropriately.

Know Your Products:

• Be experts in the products or services you are showcasing. 
• Prepare answers to frequently asked questions and rehearse key selling points.

Promote Special Offers:

• Highlight any special promotions, discounts, or giveaways.
• Use these offers to attract more visitors to your booth.

Use Demonstrations:

• Demonstrations allow attendees to see your product or service in action.
• Provide live demonstrations or other interactive experiences to showcase your products. This could include interactive models or a video display.
• Highlight key features and benefits during demos.

Collect Leads Efficiently:

• Use a consistent method for capturing information from leads.
• Take notes on important conversations and follow up promptly.

Follow Up:

• Ensure that all leads are documented and categorized for follow up after the event.
• Plan a post-event debrief to discuss outcomes and gather feedback.
• Reach out to potential customers and other leads via phone or email after the event. 

Network with Attendees:

• Take opportunities to network with other exhibitors and industry professionals.
• Actively ask attendees questions, and participate in lectures and seminars. 
• Exchange business cards and build relationships for future opportunities.

Know the Event Space:

• Study the floor plan ahead of time so you can maximize your time. 
• Make a list of any booths or sessions you would like to visit during your free time.

Learn More About Boothmanship:

• Read “Tips for How to Work a Trade Show Booth”
• Read “Trade Show Etiquette: Do’s and Don’ts”
• Read “Trade Show Attire Ideas and Tips”

About Cardinal Expo 

Our experts are dedicated to ensuring your exhibiting success through comprehensive planning and execution. With a wealth of experience in the industry, we offer booth design, fabrication, shipping, logistics, installation, deconstruction, warehousing, and more. We work closely with you to understand your specific needs and goals, creating a winning strategy that maximizes your trade show impact while you focus on showcasing your product. With Cardinal Expo by your side, you can confidently navigate the complexities of trade show preparation!

Get In Touch

Working trade shows is a rewarding experience, offering invaluable opportunities to connect with potential customers, showcase your products, and expand your network. Using a trade show booth staff schedule template takes the guesswork out of planning your staff schedule. But that’s just the beginning of your preparations.

For those seeking expert assistance to ensure their trade show success, Cardinal Expo offers end-to-end booth management and support. Contact us today by calling (504) 930-3545, emailing us at sales@cardinalexpo.com, or filling out the contact form below.