4 min read
Too few staff and visitors walk past while everyone is busy. Too many and your booth looks crowded and uninviting, and you pay for people standing around. The right number depends on three things: the size of your space, how busy the show is, and what you want each visitor to do.
Quick answer
A common starting point is two staff for a 10×10 booth, three to four for a 10×20, and five to six for a 20×20, with one or two more during peak hours. Add a team lead once you have five or more staff on the floor.
Start with your booth size
| Booth size | Staff on the floor at one time |
|---|---|
| 10×10 (100 sq ft) | 2 |
| 10×20 (200 sq ft) | 3 to 4 |
| 20×20 (400 sq ft) | 5 to 6 |
| Larger islands | About 1 for every 50 to 75 sq ft of open floor, plus a team lead |
These numbers count everyone working the booth, including your own sales team. If two of your salespeople are on the floor at a 10×20, you may only need one or two brand ambassadors.
Adjust for traffic
Booth size is only the start. A quiet regional show and a busy national show need very different teams.
- Peak hours. Opening mornings, lunch hours and weekends at consumer shows are the busiest. Add one or two staff for those blocks rather than for the whole day.
- Quiet hours. Late afternoons and final days are often slow. Scale down, or use the time for longer conversations with serious buyers.
- Location. A booth near the entrance or a main aisle sees far more traffic than one at the back of the hall.
Adjust for what visitors do in your booth
Quick interactions (sampling, flyers, contest entries) move fast. One person can serve many visitors an hour.
Demos and conversations take time. Each staff member can only handle one visitor at once, so plan more people per square foot.
Lead capture needs someone free at the edge of the booth at all times. If everyone is deep in a demo, the next visitor walks by.
Do not forget breaks
A ten hour show day is too long for anyone to work without a break. Plan staff on shifts, or add one extra person who rotates through breaks. The booth should never be left empty or down to one person during busy hours.
Shorter shifts can cost more per hour, because experienced staff prefer full days. Our event staffing cost guide explains why.
When to add a team lead
Once you have five or more people on the floor, or the show runs longer than three days, a team lead pays for themselves. They manage breaks, keep the booth tidy, keep an eye on lead numbers and handle problems, so your sales team never leaves a buyer mid conversation.
Common mistakes
- Booking the same number for every day. Match staff to traffic, not to the calendar.
- Counting only hired staff. Your own team is part of the booth. Plan everyone together.
- Leaving no one at the edge. Someone should always be free to greet the next visitor.
- Booking too late. Four to six weeks ahead gets you the most experienced trade show staff.
Not sure how many staff your booth needs?
Buzz Promotions has a large roster of experienced brand ambassadors and trade show staff across Canada. Send us your booth size, show and dates, and we will recommend a staffing plan with a written quote.
Frequently asked questions
How many staff do I need for a 10×10 booth?
Usually two at a time, so one can greet visitors while the other is in a conversation.
How many staff do I need for a 20×20 booth?
Five to six at a time is a good starting point, plus a team lead for longer shows.
Should I book the same staff every day of a show?
If you can, yes. Staff get better at your pitch each day, and returning visitors see familiar faces.
Can I add extra staff only for busy hours?
Yes. Many exhibitors add staff for opening day, lunch hours or weekends only.
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