4 min read
Too few staff and visitors stroll past while everyone is busy. Too many and the stand looks crowded, nobody wants to come in, and you pay for people with nothing to do. The right number depends on the size of your stand, how busy the expo is and what you want each visitor to do.
Quick answer
A good starting point is two staff for a 3×3 metre stand, three to four for a 6×3 and five to six for a 6×6, with one or two extra for peak hours. Add a team leader once five or more staff are on the floor.
Start with your stand size
| Stand size | Staff on the floor at one time |
|---|---|
| 3×3 m (9 sqm) | 2 |
| 6×3 m (18 sqm) | 3 to 4 |
| 6×6 m (36 sqm) | 5 to 6 |
| Larger island stands | Roughly 1 for every 5 to 7 sqm of open floor, plus a team leader |
Count everyone on the stand, including your own team. If two of your sales reps are working a 6×3, one or two brand ambassadors may be enough.
Then allow for foot traffic
A packed consumer show at MCEC or ICC Sydney is a very different job from a quiet regional trade day.
- Peak times. Opening mornings, lunchtimes and weekends at consumer shows are the busiest. Add staff for those blocks rather than the whole day.
- Quiet times. Late afternoons and the final day are often slower. Scale back, or use the time for longer chats with serious buyers.
- Position. A stand near the entrance or on a main aisle gets far more traffic than one in a back corner.
Allow for what visitors do on your stand
- Quick interactions such as samples, flyers and competition entries move fast. One person can greet many visitors an hour.
- Demos and real conversations tie each staff member to one visitor, so you need more people for the same space.
- Lead capture only works if someone is always free at the front of the stand.
Plan the breaks
Expo days often run eight to ten hours, and nobody works well that long without a break. Roster staff in shifts, or add one person who rotates through breaks, so the stand is never empty or down to one person when it is busy.
Short shifts can cost more per hour. Our guide to event staffing costs in Australia explains why.
When to add a team leader
Once five or more people are on the floor, or the show runs longer than three days, a team leader earns their keep. They manage breaks, keep the stand tidy, watch lead numbers and sort out problems, so your sales team can stay with buyers.
Common mistakes
- Same numbers every day. Staff to the traffic, not the calendar.
- Forgetting your own people. Plan hired staff and your team together.
- Nobody at the front. Someone should always be free to greet the next visitor.
- Booking late. Four to six weeks ahead gets you the most experienced expo staff.
Not sure how many staff your stand needs?
Send us your stand size, the expo and your dates. We will recommend a staffing plan for Sydney, Melbourne, Brisbane, Perth, Adelaide or anywhere else in Australia, with a written quote.
Request a quoteFrequently asked questions
How many staff do I need for a 3×3 metre stand?
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 6×6 metre stand?
Five to six at a time is a good starting point, plus a team leader for longer shows.
Should the same staff work every day of the expo?
If possible, yes. They get better at your pitch each day, and returning visitors see familiar faces.
Can I add staff just for busy periods?
Yes. Many exhibitors add staff for opening day, lunchtimes or weekends only.
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