Exhibition staffing guide
Stand size, footfall and objective decide your headcount. Here is how to size a team, split shifts and set lead targets that hold up over three days.
Sizing the team
The working rule is one staff member per 9–10 sqm of open stand, with a floor of two people on any stand at all. Two is the minimum because one person alone cannot hold a conversation and greet a passer-by at the same time — and cannot take a break without closing the stand.
| Stand size | Staff on floor | Structure |
|---|---|---|
| 9–18 sqm | 2 | 2 exhibition staff |
| 18–36 sqm | 3–4 | 3 staff + 1 team leader on busy shows |
| 36–72 sqm | 5–7 | Team leader + mixed host/BA roles |
| 72 sqm+ | 8+ | Event manager + team leaders per zone |
Roles to cover
- ▸Qualifiers — work the aisle edge, open conversations, filter for fit.
- ▸Demonstrators or product specialists — hold the deeper conversation.
- ▸Lead capture — own the scanner or form so nothing walks off unrecorded.
- ▸Hosts — manage meeting space, refreshments and VIP arrivals.
- ▸Team leader — rotation, breaks, performance and your single point of contact.
Shifts and stamina
Trade show days run long and stand work is physically demanding. Plan a rotation that gives every person 15 minutes off the floor every two hours, and a proper 30–45 minute break at the quiet point of the day. Energy at 4pm is what separates a strong stand from an empty one.
On three-day shows, keep the same crew across all days wherever possible. Day two of a briefed team beats day one of a fresh team every time.
Setting lead targets
A realistic target on a mid-sized B2B show is 8–15 qualified leads per staff member per day, depending on footfall and how tight your qualification criteria are. Set the target before the show, share it with the crew in the brief, and review it at lunch on day one so it can be adjusted honestly rather than missed quietly.
UK and European shows
We staff exhibitions across the U.K. and continental Europe, with multilingual crew for shows in Paris, Milan, Geneva and beyond. U.K. bookings need around two weeks' notice; continental Europe is better with four to six weeks so we can lock the right local team.
Common questions
How many staff do I need for a 20 sqm exhibition stand?
Three to four on the floor, typically three exhibition staff plus a team leader on a busy show.
How far ahead should I book exhibition staff?
Around two weeks for the U.K. and four to six weeks for continental Europe.
Can exhibition staff capture leads on our system?
Yes — crew are briefed on your scanner, tablet or CRM form before doors open and lead capture is owned by a named person on the team.
Need crew for a live brief?
Send the city, dates and roles — we come back the same day with availability and rates.