Planning a successful trade show starts with asking the right questions, and one of the most important is: how many staff do I need for my trade show booth?
Understaffed? You risk missing leads and looking unprofessional. Overstaffed? You waste budget and risk cluttering your space. Let’s break down the perfect staffing formula for trade shows so you can make informed, effective decisions.
Why Trade Show Staffing Levels Matter
Your staff are your frontline. They draw people in, explain your offer, capture leads, and drive follow-ups. Too few, and you lose business. Too many, and you overwhelm your visitors and underutilize your team.
According to Exhibitor Magazine, properly staffed booths generate significantly higher visitor engagement and better lead quality.
General Staffing Guidelines by Booth Size
Here’s a quick guide to help you estimate how many staff members you’ll need:
| Booth Size | Recommended Staff |
|---|---|
| 3x3m (Small Booth) | 2–3 |
| 6x6m (Medium Booth) | 4–6 |
| 6x9m or Larger | 7–10+ |
Factors to Consider:
- Expected footfall
- Engagement duration (e.g., demos vs. quick greetings)
- Staff roles (greeters, demo staff, lead capture)
- Show length (you’ll need breaks and shift rotations)
Trade Show Staffing by Role
Rather than thinking in terms of just headcount, break it down by function:
1. Greeters (1–2)
- Welcome attendees
- Qualify interest
- Direct traffic inside your booth
2. Brand Ambassadors (1–3)
- Represent your brand
- Answer FAQs
- Engage passersby with your message
3. Product Specialists (1–2)
- Run live demos
- Handle in-depth product questions
4. Lead Generators (1–2)
- Collect attendee data
- Scan badges or fill out contact forms
5. Supervisors (1)
- Oversee performance
- Handle unexpected issues
- Coordinate shifts
You can learn more about the different roles on our Events Page.
Staff Planning by Shift
For longer events, plan for:
- 8-hour days: Allow 1-hour lunch + 2 short breaks
- Split shifts to keep staff fresh and energetic
A two-day show with 6 full-day staff might require 8–10 total staff to allow for proper rotations and backups.
Need help calculating your staffing needs for a specific show? Our Trade Shows Page offers more insight.
Real-Life Example: Mid-Sized Booth at a UK Expo
Event: Vape Expo, NEC Birmingham
Booth Size: 6x6m
Expected Footfall: 20,000 over 3 days
Recommended Staff:
- 2 Greeters
- 3 Brand Ambassadors
- 2 Product Demos
- 1 Supervisor
Total: 8 staff + 2 backups for rotation
This structure ensures high coverage, maximized lead capture, and reduced burnout.
Mistakes to Avoid When Staffing Your Booth
- ❌ Hiring too few staff – Leads get missed and attendees feel ignored
- ❌ Hiring only one role – No one person can greet, explain, and capture data efficiently
- ❌ Not planning for breaks – Fatigued staff underperform
- ❌ No backup staff – Sickness or no-shows can sink your day
Enhance Booth Performance with Leafletting
Staff inside the booth are crucial—but don’t overlook external support. Our Leafletting teams can help drive traffic from high-footfall areas to your stand, increasing engagement and exposure.
Helpful External Tools for Planning
- Cvent Staff Calculator – Tool to help plan based on booth size
- Event Marketer – Insights and case studies from successful trade shows
- Marketing Week UK – Event marketing advice and trends
Final Thoughts
So, how many staff do you need for your trade show booth? Start with your booth size and event goals, then build a team with defined roles and schedules to match.
Need help figuring out your perfect staffing setup? Contact Events Family today—we’ll help you build a confident, capable team that makes every visitor count.