Scheduling and keeping track of booth staffers is a vital bit of information that should not be overlooked during tradeshow preparation. Planning should begin well in advance of the show.

A master schedule binder should be created that includes:

• All planned meetings in the booth, including times and attendees
• A list of booth staffer responsibilities, assigning tasks, and a designated time to perform tasks
• A detailed log of times staffers will be in the booth, on break, or dining.

This binder will be most useful if it is kept at the main reception counter for any staffer to view. A master log of meetings should indicate who the attendee plans to see, and what will be discussed. If a private or semi-private meeting is in order, a conference room or sit down area should be available for guests and staff. Log these times accordingly, and block out conference rooms for this time slot. Some exhibit managers will even go as far to know the potential dollar amount in revenues each and every planned visitor could mean to the company. This is incredibly valuable information to share with all booth staffers, so when an important guest walks in, they are treated cordially and respectfully.

Use your schedule to make responsibilities clear to all staff. If a different group of staff is assigned to setting up, or prepping the booth prior to the show, demand that they be there on time. During the show, indicate who will lock up, power down laptops, and secure valuables at the end of the day. Make sure everyone knows who has locking storage keys, and where they are to be found. Have a crew come in early on days two and three, to power-up, check that everything is working, clean-up, and wipe down any dirty areas. Make sure that the booth is absolutely “show ready” ten minutes prior to the show floor opening.

Have a master phone list available in your binder as well. All staffer phones and emails should be easily available to any and all people in the booth. Include arrival/departure times for each staffer, hotel lodging information, and an emergency contact for each staffer. Be sure to have staffers notify someone if they are running late, or may miss a meeting. Someone else may need to cover for them in the event they cannot make an important meeting, otherwise, an attendee may be put-off and not return. Make sure to include anyone hosting or attending a press conference, and, if it is off location, indicate where and in what rooms. It is critical to know where key people are at all times.

It may sound like a bit of extra work prior to the show, and your schedule can be as simple or complex as you choose, but the time spent is well worth the investment. You will find that adding this level of organization will result in a more organized, responsible, and thoughtful staff, better prepared to meet any challenges on an oftentimes hectic show floor.