Updated- 13th March 2024

How much stand surface do I need for an exhibition? How many employees do I need for my stand?  Would I need employees? These are frequently asked questions with a relatively simple answer. All it requires for you to answer are specific questions that can push you in the right direction to figure out the correct requirements and number of crews or employees that your exhibition stand needs.

You might feel that why do you need to consider putting effort into your crew or staff for your stand. Your exhibition stand design is the face of your organization, but the importance of your staff cannot be understated. They are the driving force behind the success of your marketing campaign.  Your staff will ensure your brand message engages your customers in the right way. Their attitude, behavior and professionalism reflect the perception of your brand and ensure that the first positive impression they got from your exhibition stand is retained. Not having a well-trained and sufficient staff will deteriorate any positive associations for your brand identity at the show. Not to mention, an understaffed crew will have low morale and low energy, all of which have the cascading effect of ruining any interaction with visitors that will attend your exhibition stand. Conversely, having a well-staffed crew with proper training and assigned responsibilities will keep your exhibition stand rental lively and a welcome sight. This is great for your brand and its recall value.

The number of staff needed at your stand varies based on several factors. How many visitors do you expect? It’s obvious that a larger attendance requires more stand crew. You should estimate the number of visitors expected throughout the duration of the exhibition. . What will be peak moments, and how many visitors can you expect at that particular moment? What’s the size of your exhibition space? Will you need more or less staff to cover every entry point for your trade show booth rental ? How do you plan to schedule breaks for your staff during the show? What responsibilities will your staff need to handle at the rental exhibition stand?

If this seems overwhelmingly complex and difficult to manage, we offer a straightforward method to help you get a rough estimate.  You can apply an arithmetic method based on employees given the formulated goals and a conversion to the required amount of m2.

Number of employees (stand crew) based on goals

This method is based on the number of valuable contacts you anticipate making at the exhibition. A good employee can make an average of 3 good contacts per hour. It concerns serious leads you wish to follow-up after the exhibition.

If you expect to generate more than 200 leads or valuable contacts from a 3-day trade show, you will need 3 staff members.

Our sum: 3 employees x 3 days of 6 hours x 3 contacts per hour = 162 leads in total at the end of the exhibition.

How many employees (stand crew) do I need for my stand?

We can also convert it to the amount of m2 per employee.

Each individual (employee or visitor) requires approximately 2m2 freedom of movement. Our sum: 3 employees + 3 visitors x 2m2= 12 m2 surface.

The speaking zone of a stand takes up approximately 1/3 part of the total stand surface. The remaining 2/3 part is filled with furniture, promotion or demo materials. For this reason 36m2 (3x12m2) is required for comfortable working (and achieving goals).

Using lead generation as a metric

You can use your lead generation objectives to determine the crew members are your exhibition stand rental. If your target is to gather 70 high-quality leads, then first determine your parameters that qualify a lead as worthwhile. Next, calculate the number of leads one staff member can engage within a day. For example, if a staffer with breaks, can approach 4 leads in an hour, then a staffer can approach 24 leads in a six-hour day. Then for a three-day show, one staffer can easily contact 72 leads. If your goal is to collect twice as many leads, adding an additional staff member could potentially double your lead gathering figures. This method is not the most accurate but it will give you a rough estimate in case you can’t use the formula-based rules.

Which roles do you need to fill?

The responsibilities assigned to your staff will determine the size of your trade fair team. The smaller your booth, the fewer staff members you need to manage your booth. With a larger booth, you need a staff member to manage the exits and entries. If you are collecting leads digitally , you will also need a staff member with a laptop to maintain and keep track and collate your lead collection. Depending on how famous the exhibition is, you will also need to put additional staff as substitutes to cover for the ones who are going on a break.

About Expo Display Service:-

If you’re in the market for trade show exhibit rentals, an exhibition stand supplier like Expo Display Service offers an ideal solution. Explore our collection of over 1,000 trade show booth designs, each crafted to enhance your strategic visibility. With 40 years of experience, we guarantee a booth that is not only visually stunning but also optimised for engagement and lead generation. Our expertise extends beyond just stand design; we understand the intricacies involved in achieving success at exhibitions, providing a stand that truly connects with your audience. Our commitment to your success ensures that your business will shine in the competitive event environment, delivering a significant and quantifiable return on investment (ROI).