Free Trade Show Staff Checklist Outline Template
Trade Show Staff Checklist Outline
Prepared by: [Your Name]
Date: [Date]
I. Pre-Event Planning
A. Task Assignments
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Define roles and responsibilities for each team member.
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Assign key staff to specific tasks (booth setup, registration, customer engagement).
B. Staff Training
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Conduct training on product knowledge, customer interaction, and sales techniques.
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Review event goals, expectations, and objectives.
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Provide training on using lead collection tools and CRM systems.
C. Logistics Preparation
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Confirm booth setup requirements (displays, signage, tech equipment).
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Ensure all marketing materials (brochures, business cards, giveaways) are ready.
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Organize travel, accommodation, and transportation details for staff.
II. Booth Setup and Management
A. Booth Preparation
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Arrive early to ensure the booth is set up and displays are in place.
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Set up product displays, signage, and interactive technology.
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Test all equipment (laptops, tablets, displays) to ensure functionality.
B. Branding and Aesthetics
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Verify that branding aligns with company guidelines.
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Ensure that the booth is visually appealing and welcoming to visitors.
III. Engagement with Attendees
A. Customer Interaction
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Greet visitors warmly and engage in meaningful conversations.
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Provide information about products and services.
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Demonstrate product features or services when applicable.
B. Lead Collection
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Use lead capture tools (e.g., business card collection, and app scanning).
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Qualify leads based on interest level and potential for follow-up.
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Record important details from conversations for follow-up.
IV. Breaks and Rotations
A. Break Schedules
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Ensure staff have scheduled breaks to avoid burnout.
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Coordinate shift changes to ensure the booth is always staffed.
B. Rotation Plan
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Rotate team members through roles to maintain energy and engagement.
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Ensure that staff responsible for lead capture or demonstrations are rotated periodically.
V. Post-Event Tasks
A. Booth Dismantling
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Pack up all booth materials and equipment.
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Ensure all promotional items and documents are collected and accounted for.
B. Lead Follow-Up
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Review collected leads and prioritize follow-up actions.
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Send personalized thank-you emails and relevant product information to leads.
C. Event Debrief
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Gather staff for a debrief to discuss what worked well and areas for improvement.
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Collect feedback from staff on their experience and suggestions for future events.
