Hiring the right staff for your trade show can mean the difference between a booth that gets ignored and one that generates leads, builds your brand, and drives real ROI. If you’re planning to attend a trade show in the UK and are wondering how to hire staff for your trade show, this complete guide will walk you through every step, ensuring you’re fully prepared to make an impact.
Why Trade Show Staffing Matters
Trade shows are a unique opportunity to meet potential clients face-to-face, but that opportunity is often lost when businesses bring untrained, disengaged, or unprepared staff. The right event staff serve as the face of your brand, capturing attention, answering questions, qualifying leads, and encouraging follow-up actions.
When done right, your staffing choices can elevate your presence and directly impact revenue. According to Exhibitor Online, 85% of an exhibitor’s success at a trade show is determined by the staff.
Step-by-Step Guide to Hiring Trade Show Staff
1. Define Your Objectives
Before hiring staff, clearly define what you want to achieve at the trade show:
- Are you generating leads?
- Building brand awareness?
- Conducting product demos?
- Gathering market feedback?
Your objectives will shape the type and number of staff you need.
2. Identify the Right Roles
Depending on your goals, you may need:
- Brand Ambassadors to attract visitors
- Product Specialists for in-depth demos
- Lead Generators for data capture
- Hosts/Hostesses for managing visitor flow
Check out our Events Page to explore the types of roles we cover.
3. Calculate the Ideal Number of Staff
A general rule of thumb is 1 staff member for every 50 square feet of booth space. But also consider:
- How busy the trade show usually is
- The size of your stand
- Staff break schedules
Still unsure? Our guide to Trade Shows provides more insight.
4. Set a Realistic Budget
Costs will vary depending on location, experience level, and hours required. In the UK, you can expect to pay anywhere from £14-£25 per hour for professional event staff. Don’t forget to factor in travel, meals, and accommodation if needed.
For detailed benchmarking, refer to Event Industry News for current market rates.
5. Choose a Reputable Event Staffing Agency
Working with a professional agency ensures quality, consistency, and reliability. Look for agencies with:
- Verified testimonials
- Industry experience
- Staff training protocols
- Flexibility with last-minute changes
Events Family offers fully-trained, handpicked staff tailored to your goals and event size.
6. Interview or Review Profiles
Agencies often allow you to view staff profiles or arrange quick interviews to ensure the right cultural fit and personality for your brand.
7. Train Your Staff
Even professional event staff benefit from a quick pre-show briefing. Share your elevator pitch, product highlights, FAQs, and any key talking points. You can even do this via Zoom the day before the event.
8. Coordinate Uniforms and Branding
Ensure all staff wear coordinated clothing that reflects your brand. It could be as simple as matching t-shirts or more formal branded attire.
Need help with front-line promotion? Consider pairing trade show staff with our Leafletting service to drive even more traffic to your stand.
9. Plan a Schedule
Set a clear rota to avoid burnout. Include breaks, backup coverage, and shift rotations. Happy staff perform better.
10. Measure Results
After the event, evaluate performance based on:
- Leads generated
- Conversations held
- Product demos performed
- ROI against staffing cost
Tools like Cvent or Bizzabo can help you track these metrics effectively.
Bonus: Common Mistakes to Avoid
- Hiring too few staff
- Relying on internal employees with no events experience
- Ignoring staff training
- Not providing breaks
- Hiring based only on appearance, not skill
FAQ: How to Hire Staff for Your Trade Show
Q: When should I start looking for trade show staff?
A: At least 4–6 weeks in advance is ideal to ensure availability and proper training.
Q: Do I need staff for a small stand?
A: Yes! Even smaller booths benefit from having a dedicated, trained team to engage visitors.
Q: Can I hire multilingual staff?
A: Absolutely. Let your agency know if you need staff who speak specific languages.
Final Thoughts
Hiring the right trade show staff isn’t just about filling a booth—it’s about creating meaningful connections and driving results. With the right approach and the support of an experienced staffing agency, your next event can exceed expectations.
To learn more about how Events Family can support your next trade show with professional, personable staff, contact us today.