Free Trade Show Staff Checklist Outline

Prepared by: [Your Name]

Date: [Date]

I. Pre-Event Planning

A. Task Assignments

• Define roles and responsibilities for each team member.

• Assign key staff to specific tasks (booth setup, registration, customer engagement).

B. Staff Training

• Conduct training on product knowledge, customer interaction, and sales techniques.

• Review event goals, expectations, and objectives.

• Provide training on using lead collection tools and CRM systems.

C. Logistics Preparation

• Confirm booth setup requirements (displays, signage, tech equipment).

• Ensure all marketing materials (brochures, business cards, giveaways) are ready.

• Organize travel, accommodation, and transportation details for staff.

II. Booth Setup and Management

A. Booth Preparation

• Arrive early to ensure the booth is set up and displays are in place.

• Set up product displays, signage, and interactive technology.

• Test all equipment (laptops, tablets, displays) to ensure functionality.

B. Branding and Aesthetics

• Verify that branding aligns with company guidelines.

• Ensure that the booth is visually appealing and welcoming to visitors.

III. Engagement with Attendees

A. Customer Interaction

• Greet visitors warmly and engage in meaningful conversations.

• Provide information about products and services.

• Demonstrate product features or services when applicable.

B. Lead Collection

• Use lead capture tools (e.g., business card collection, and app scanning).

• Qualify leads based on interest level and potential for follow-up.

• Record important details from conversations for follow-up.

IV. Breaks and Rotations

A. Break Schedules

• Ensure staff have scheduled breaks to avoid burnout.

• Coordinate shift changes to ensure the booth is always staffed.

B. Rotation Plan

• Rotate team members through roles to maintain energy and engagement.

• Ensure that staff responsible for lead capture or demonstrations are rotated periodically.

V. Post-Event Tasks

A. Booth Dismantling

• Pack up all booth materials and equipment.

• Ensure all promotional items and documents are collected and accounted for.

B. Lead Follow-Up

• Review collected leads and prioritize follow-up actions.

• Send personalized thank-you emails and relevant product information to leads.

C. Event Debrief

• Gather staff for a debrief to discuss what worked well and areas for improvement.

• Collect feedback from staff on their experience and suggestions for future events.

Checklist Templates @ Template.net