The Do’s and Dont’s of staffing your exhibition stand

Writing on a notepad

Your stand looks the part and you’ve got the position you wanted. The printed material looks fantastic and you’ve erased any technical glitches. Now, whether you take your own people or hire staff from an agency, you need to make sure that everyone is on the same page. Without brow-beating them, take the time to talk staff through the overall objectives and your expectations of them.

Devise a schedule…

Working on an exhibition stand can take its toll. Working under hot lights, breathing in stale air, and with lots of people making lots of noise is exhausting – physically, mentally and emotionally. Your team need to take regular breaks, so they can grab a drink, maybe have something to eat and take in some fresh air. By allowing them to do so, they’ll come back to the stand at the top of their game.

Assign clear roles and empower your team…

Before the exhibition starts, make sure that each team member knows exactly what their responsibilities are and what decisions are within their remit – what they do have the authority to agree to and what should be referred to another member of staff. A clear level of autonomy will give your team an air of confidence and authority when dealing with prospective customers.

Make sure that staff can hold an intelligent conversation, no matter what…

Long before the show you should prepare a document which team members can revise or use an aide memoir. So when a visitor to the stand asks a question, the team member is confident of providing an intelligent and informative answer. To avoid clichéd and prescriptive conversations, perhaps identify possible ice-breakers, ideas to steer a conversation in a particular direction or something to fall back on should conversation dry up.

Familiarise yourself with your surroundings…

The stand and the event hall will be your home for the next few days, so before it all kicks off it would be a good idea to get to know your stand – where are materials such as brochures, additional bottles of water, spare batteries etc. You should also familiarise yourself with the layout of the hall – where the toilets are, where refreshments are available etc.

Agree a dress code…

Exactly what the dress code is will depend on the nature of your business and the show but in every case team members should be smart, groomed and presentable. You should have a theme to maintain cohesiveness within the team such as shirt and tie, open-neck shirt, skirt or trousers, or a particularly colour combination. But dressing them in a uniform will make them look like automatons or fast-food chain employee, so you must leave some room for expression of personality. You certainly don’t need to douse yourself with enough aftershave or perfume to make people’s eyes water. And remember the dress code doesn’t include a sandwich or a bag of crisps so make sure that staff know to take their break away from the stand.

Allow plenty of time…

Don’t be late. Particularly at larger exhibitions, the volume of exhibitors and visitors can have a real impact on road traffic and public transport. If the venue doesn’t have dedicated parking, you could find yourself driving around the locality for quite a while looking for a space. And even if it does, you’ll be fighting with every other exhibitor and visitor for a space. Also, make sure that you get to the stand at least 30 minutes before the doors open to set up and tidy from the previous day.

Be approachable and not pushy…

When a visitor walks on to the stand, there should always be someone ready to engage with them. Make sure that team members know who it is otherwise you’ll end up with three people walking towards them or ignoring them altogether. Impress on your team the importance of taking every opportunity to engage with visitors. Don’t just talk at them about the company and its products or services. Take the time to find out about them and their needs. Then, if appropriate, use clear language to illustrate how your product or service could address their particular issue.

Be aware of body language…

From across the hall, visitors can’t hear what you’re saying but they can see what your body is saying. Crossing your arms, slouching or huddling with colleagues all give visitors a negative perception of your business, that you’d rather be somewhere else and that you certainly don’t want anyone to visit your stand. Don’t stand in clusters at the front of the stand looking like bouncers. Instead, staff adopt a confident stance with a welcoming smile, and should be spread out, keeping access to the stand open and allowing foot-traffic to flow

Get plenty of rest…

Depending on where the event is being held, it can be tempting to sample the local nightlife or meet up with your contemporaries after the exhibition hall closes its doors. But don’t underestimate just how physically, mentally and emotionally tiring manning an exhibition stand can be. Don’t rely on running on adrenaline and caffeine alone – you need your sleep.

And finally, show your staff just how grateful you are…

When the show is finally over, make sure that you thank and reward your staff for their efforts. You could take them out to lunch, hold a small office drinks party, buy individual gifts or give them a small bonus. Your staff are key to your success or failure at a show, so it’s important to let them know that they’re valued.

Smart man with glasses in black and whiteTom Rigby, Author

For over 20 years, Tom Rigbyhas helped businesses across the UK to find their voice and communicate their messages, in print and online, whether they want to generate sales, attract customers, inform stakeholders, educate the public or persuade them to join a cause. He is a published author and occasional contributor to a number of publications. www.tomrigby.com

More Tips...

European Union General Data Protection Regulations

The GDPR is designed to help all of us have more control over our personal data, and how is it used.

 

Who does the information GDPR apply to?

Data subjects, being all visitors and users of any website who are members of the European Union, and therefore who submit personal data. MODEX Ltd is the data processor and data controller of this site. You can find out more about this law here.

Privacy Policy

Effective from 25th May, 2018

This Privacy Policy sets out how we use and protect information that you may provide when you use this website.  Your privacy is protected and important to us. If you provide identifiable personal information it will only be used to help us fulfil your project requirements.

MODEX Ltd is the company who collects any personal data submitted through modexuk.com

We may update this policy periodically, please check this page to ensure that you are in agreement with any changes.

What We Collect

Personal information, basically any data that can be used to identify or contact you is collected so we can service your requirements.  This could include your name, business name, address details, email, telephone numbers, or information pertaining to your exhibition stand requirements. You may also at times be asked to leave a message about your enquiry or project brief. Websites also collect your IP address through the use of Cookies (find out more about cookies below).

If you opted-in to our mailing list, you may receive occasional emails on important updates or service information. You have the right to opt-out or and have any personal details removed at any time, please email Estelle Hope: [email protected]

What We Do With The Information We Collect

Information is saved until the enquiry is dealt with, and then archived with the project or on cloud based systems if you are an ongoing client. We also retain your contact details and information in the emails you have sent, but you can request to have your personal details deleted at any time.

We will not sell, distribute, or lease your personal information to third parties unless we have your express permission, or are required by law to do so. We may use your personal information to send you relevant information about services we offer, or information you need as part of the services we offer.

Data Security

In our continued commitment to ensuring that your information is secure and to prevent unauthorised access or disclosure, we have suitable physical, electronic and managerial procedures in place to safeguard and secure the information we collect online.

  • Data is stored on a secure cloud-based server or on a secure, password protected computer with limited user access.
  • Sending information over the internet is generally not completely secure, and we can’t guarantee the security of your data while it’s in transit. Any data you send is at your own risk.
  • We have procedures including 2FA, passwords, restricted access and other security features in place to keep your data secure once we receive it.
  • MODEX Ltd will NEVER pass on your personal data to third parties without first getting your explicit consent.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used for direct marketing purposes
  • If you have previously opted-in to a mailing list, or provided other information, you can find out what information we hold, and ask us to remove or not to use any of it, by writing to, or emailing estelle @modexuk.com
  • You may request details of personal information which we hold about you.
  • If you believe that any information we are holding on you is incorrect or incomplete, please write to, or email us as soon as possible at Estelle Hope: [email protected] We will promptly correct any information.

Google Analytics

 

User and Event Data Retention

We use Google Analytics to find out what content works best for our users. User-level and event-level data associated with Google Analytics cookies is retained for 14 months and then automatically deleted.

IP Anonymization

We have implemented IP Anonymization, simply put, the last three digits of your IP address are set to zeros in memory shortly after being sent to the Analytics Collection Network. The full IP address is never written retained, or written to disk.


This site also uses Cookies, find out more or manage them here.