How to Assemble a Strong Trade Show Event Team

July 5, 2018

If one element is inarguably the make-or-break of your trade show, it’s your staff. Smart staffing choices are the difference between trade shows that run smoothly and events that flop. One or two people taking on too many responsibilities easily becomes your Achilles’ heel.

More than half of event creators envision themselves throwing additional events this year but only 38 percent plan to expand their events teams, according to Eventbrite’s survey of event professionals. Budget, time and energy constraints hit underachieving teams particularly hard, resulting in events that are weakly promoted and poorly run.

Planners need a core team composed of an event promoter or marketing manager, an operations or general manager, and an assistant or coordinator. These people should be with you year-round. If you’re throwing a larger-scale trade show or event, consider hiring additional team members such as production management (for logistics), volunteer management and security. These could be full- or part-time roles, depending on your needs.

To build an all-star events team, you’ll need to hire the right people, set them up for success with the best communication tools and strengthen your volunteer base. Here’s how to get started:

1. Hire the right people

Knowing which roles to fill is just part of the equation; you’ll also want to hire the right talent for each position. As you interview qualified candidates, pose questions such as:

• “Can you give an example of how you’ve handled a big change at work?”

• “Tell us about a time when you had to work independently. How about as part of a team?”

• “Have you worked an event that failed in some way? If so, how would you have done things differently?”

• “Have you used any event- or task-management software before?

We’ve found candidates’ answers to these questions reveal not only their practical skills in events but also their soft skills such as flexibility, adaptability and problem-solving.

2. Use tech to keep communication lines open

As most trade show runners know, hiring contractors and remote staff can be smart moves, especially if the staffing budget is limited. But adding these team members often brings confusion to the equation, especially if they operate in different locations or time zones.

The right technology can ease frustration. Try project management tools like AsanaG Suite and Slack to keep teams connected. Make sure it’s easy for team members to collaborate and communicate, and you’ll get the most out of their talents.

3. Invest attention in volunteers

Volunteers are often essential to an event but they aren’t always reliable. How many times, for example, have volunteers simply not shown up on event day? We’ve found it useful to spend a little more time and energy on building our volunteer teams.

We make sure to prequalify volunteers during the selection process. To get a feel for candidates’ interest in the field, ask them whether they’ve worked an event and in what capacity. Inquire about their interest in your event, share what the role would entail and clearly define expectations. If you lack a volunteer coordinator, elect an enthusiastic and responsible volunteer to act as a “lead” and keep things running smoothly.

Nothing’s more satisfying than building a strong events team, particularly when that team sticks around for a while. When you have the right team with the best tools, any problem will feel solvable as you plan and execute your trade show.

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Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact