4 min read
Book too few people and visitors drift past while your team is tied up. Book too many and the booth feels crowded, nobody wants to step in, and you pay for people with nothing to do. The right number comes down to your booth size, how busy the show is, and what each visitor should do once they stop.
Quick answer
For most US shows, plan on two people for a 10×10, three or four for a 10×20 and five or six for a 20×20, then add one or two for the busiest hours. Once five or more people are on the floor, add a team lead.
Begin with the size of your space
| Booth size | People working the floor at once |
|---|---|
| 10×10 (100 sq ft) | 2 |
| 10×20 (200 sq ft) | 3 to 4 |
| 20×20 (400 sq ft) | 5 to 6 |
| Islands larger than 20×20 | Roughly 1 per 50 to 75 sq ft of open floor, plus a team lead |
Count everyone, not just hired staff. If two of your own reps will be in a 10×20, one or two brand ambassadors may be all you need.
Then look at the traffic
A busy national show at McCormick Place or the Las Vegas Convention Center is a different job from a quiet regional expo.
- Rush periods. Opening morning, lunch and weekends at consumer shows bring the crowds. Add people for those blocks instead of the whole day.
- Slow periods. Late afternoons and the last day are usually quieter. Trim the team or use the time for longer talks with serious buyers.
- Your spot on the floor. A booth by the entrance or on a main aisle sees far more people than one in a back corner.
Think about what happens in the booth
- Fast contact such as samples, giveaways and contest entries lets one person greet a lot of visitors an hour.
- Demos and real conversations tie each person up with 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 booth to welcome the next person.
Plan for breaks
Show days often run nine or ten hours. Nobody does their best work without a break. Stagger shifts, or add one person whose job is to cover breaks, so the booth is never empty or down to one person at a busy time.
Short shifts can cost more per hour. Our guide to event staffing costs in the USA explains why.
When a team lead is worth it
Add a team lead when five or more people are on the floor, or when the show runs more than three days. They run breaks, keep the booth tidy, watch lead numbers and solve problems, so your salespeople can stay with buyers.
Mistakes we see most often
- Same headcount every day. Staff to the traffic, not the calendar.
- Forgetting your own team. Plan hired staff and your reps as one crew.
- 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 people, and big Las Vegas weeks need more time.
Not sure how many people to book?
Send us your booth size, the show and your dates. We will suggest a staffing plan for your booth in Chicago, New York, Las Vegas, Orlando or anywhere else in the US, with a written quote.
Request a quoteFrequently asked questions
How many staff does a 10×10 booth need?
Usually two at a time, so one person can greet while the other talks with a visitor.
How many staff does a 20×20 booth need?
Five or six at a time is a good starting point, plus a team lead for longer shows.
Should the same people work every day of the show?
Yes, if you can. They get better at your pitch each day, and returning visitors recognize them.
Can I book extra staff just for busy hours?
Yes. Many exhibitors add people for opening day, lunch or weekends only.
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