I share a simple staffing plan for a small booth that keeps energy high. You get clear roles, shifts, and privacy-minded lead capture you can run this week.
I staff a small booth with three rotating roles and short shifts, and here is the exact plan.
Why roles and shifts matter
Event floors drain energy fast, and tired people miss good conversations. Clear roles and short shifts keep the booth lively, reduce phone time, and turn passing interest into scheduled next steps.
The simple three role setup
I run three roles, with two active and one on break at any time. Use name badges or lanyard colors if that helps keep roles obvious.
- Greeter. Stand at the aisle, smile, and start a quick opener like 'What brings you to this show today?'
- Specialist. Run the demo, answer fit questions, and qualify needs in plain language. Keep examples short and visual.
- Scribe. Capture contact details and next steps, restock collateral, and reset the space between conversations.
Shift plan that keeps energy up
Work 60 minutes on and 15 minutes off. Rotate roles every hour so each person cycles through Greeter, Specialist, and Scribe. After four cycles, take a meal break and reset the booth.
Keep only two people at the front at once. The person on break hydrates, reviews notes, and prepares the next giveaway or demo item. Phones stay out of sight while on duty.
Lead capture with consent
Keep capture simple. Ask for name, organization, and contact preference. Ask permission before you email or text, and tell people how to stop messages if they change their mind. Confirm legal specifics with your attorney or compliance advisor.
- Agree on one clear next step and time, such as a call tomorrow afternoon.
- Mark priority: A needs help this week, B good fit later, C just information.
- Write one sentence about the need so follow-up sounds human and specific.
- Enter notes into your CRM before you leave the floor the same day.
- Send a same-day thank you that repeats the agreed next step.
- Make first follow-up within one business day, using their chosen channel.
Daily rhythm and closing
Hold a five minute huddle before doors open to set roles, goals, and opener questions. Do a midday check to swap what is not working.
After close, debrief for ten minutes, queue follow-ups, and restock. Collect and file all handwritten notes, back up device entries, and set calendar holds for tomorrow.
I can set this up with you. My Marketing Plans map staffing, roles, and timelines, and AppWT CRM supports lead capture and follow-up. I also offer Email Marketing, Social Media Marketing, and Text Alerts for thank you messages and reminders.
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