What Your Booth Staff Really Needs to Succeed at the Show

More than once, someone on my team has called me the “Booth Mom”—and honestly, I’m not mad about it. It’s kind of like being a House Mother in a college sorority: the one who makes (and enforces) the rules, ensures everyone is fed and taken care of, solves problems on the fly, and offers encouragement—or the look—when needed. And truthfully? “Mom skills” come in very handy onsite at a trade show.

So if being the “Booth Mom” means keeping the team running smoothly, I’ll take it. Because the truth is, your trade show staff needs care and support. You're asking a lot of them: long hours on their feet, nonstop conversations, minimal breaks, all while smiling and staying present—despite buzzing phones, missed emails, and looming office deadlines.

Trade shows are demanding. So if you want your team to help you deliver results, you have to set them up for success. Here’s how you can take care of your team before, during, and after the show—and boost your chances of exceeding your ROI goals in the process.

Pre-Event Training: Set the Stage for Success

Whether your team is full of first-timers or seasoned pros, pre-show training can make a big difference. Ideally, you should hold a staff briefing call before the show, and also schedule a mandatory staff meeting in the booth just before the show opens. Use this time to align expectations and eliminate confusion.

Cover the Basics

Set the standard on essentials like:

• Required attire

• Booth etiquette (no phones, no chairs, no food, no backs turned)

• Timeliness and professionalism

Provide Context

Brief your team on:

• Show focus and target audience

• Key announcements or launches

• Booth layout and staff roles

• Messaging, activations, and speaking sessions

• Executive attendance and meeting room schedules

• Staffing assignments and show agenda

Align on ROI Expectations

Make sure the team knows what success looks like. Share your goals for:

• Booth traffic & leads captured

• Session attendees & demos delivered

• Meetings held or booked

• Social media engagement

• Press & analyst activity

• Sales goals post-show

Smart Scheduling: Avoid the Burnout Zone

A tired team is an ineffective team. Remember that some team members aren’t used to standing for long periods or handling rapid-fire conversations back to back. Take care not to overextend them. Build a staffing schedule that respects human energy levels:

• Try to limit booth shifts to 3 hours max without a break

• Ensure everyone gets time for meals and breaks

• If possible, schedule "off" time so each team member can plan meetings, check messages and catch up on regular work

A reasonable schedule that provides some individual time will prevent your staffers from vanishing mid-shift.

Assign Roles Strategically

Play to your team’s strengths:

• Extroverts: Put them out front. Let them greet visitors, run activations, and present demos.

• Introverts: Assign one-on-one roles like demo stations or meeting room concierge duties.

• Everyone has a role—and the right match can make all the difference.

 💡 Pro Tip: Arm your staff with a few tried-and-true opening lines to help them start conversations and qualify attendees efficiently.

Simply making water bottles available is a small gesture that goes a long way in showing your team they are valued.

Pack a Survival Kit

Make the long hours in the booth a little easier for your team. Keep a supply box stocked with necessities for your staff, or hand out “Trade Show Survival Kits” during your pre-show staff meeting. Include essentials like:

• Bottled water and/or reusable water bottles

• Electrolyte drink mix packets

• Protein or energy bars

• Lip balm & lotion

• First-aid basics like Band-aids, Alka-Seltzer, Tums, and Tylenol

• Cough drops & mints

• Hand sanitizer or wipes

• Stain-remover pen, lint brush and small sewing kit

• Disposable ponchos (for rainy cities!)

💡 Pro Tip: Pack survival kits in small clear totes that can be reused in case there's a special event with a clear bag policy.

Celebrate the Wins

Don’t let the show go by without taking a moment to say thanks.

• Host a team dinner to unwind and share war stories.

• Raise a toast to shout out someone who went above and beyond—booked a huge meeting, crushed a demo, or filled in during a busy shift.

Even better? On your flight home, write a few quick thank-you emails to staff or their managers. Let them know what they did specifically that made a difference. Those notes are remembered long after the lanyards are tossed.

The Payoff: When You Take Care of People, They Perform

As a trade show professional, you’re accountable for the results. But you can’t do it alone. Your booth staff—your coworkers—are the ones who bring the experience to life.

By equipping them with the tools, information, and support they need, you increase your odds of a successful show and build goodwill across your organization. Before long, you won’t be begging for staff—you’ll have people lining up to work the next event.

What About You?

What are your best ideas for taking care of your booth staff? Have you come up with creative ways to help your team show up at their best? I’d love to hear what works for you!