Trade Show Booth Staffing Checklist

Worker classification and insurance verification before anything else. 1. Who employs and pays the booth workers, and how is that classification documented for this engagement? 2. Can the provider supply a current certificate of insurance by the deadline in the venue or client agreement? Confirm which policies and limits the document must show. 3. Does this jurisdiction or role require a staffing, employment-agency, security, alcohol-service, or other license? Requirements vary, so verify the applicable official rule instead of assuming every state uses one licensing model.

Fill data, confirmation milestones, contingency steps, and day-of accountability. 4. What does the provider's fill metric measure, over what period, and with what exclusions? Compare that history with the written service-level and escalation terms. 5. When will the provider share assignment and attendance status? The answer should match the order's headcount, role, screening, and lead time rather than an invented universal deadline. 6. If a worker cancels, who starts replacement outreach, how will the organizer receive updates, and how could applicable standby or reporting-time law affect the response? 7. Who is the named order coordinator, and during which written coverage window can the event team reach that person? An onsite lead is a separate role when booked.

Build booth shifts around attendee traffic, required meal and rest breaks, demonstrations, and lead-capture peaks. Assign a lead when the operating plan requires one, stagger breaks so critical positions remain covered, and document handoffs between outgoing and incoming workers. Confirm every shift against the provider's minimum and applicable overtime rules.

Venue knowledge, worker briefing, and issue escalation. 8. Which comparable trade shows or venues has the provider staffed, and what credential, loading, or jurisdiction lessons apply to this event? 9. How will the agency verify relevant role experience and deliver event-specific instructions? 10. Does the client or venue require a background check or credential, and who confirms completion? 11. How should supervisors document and escalate a live performance concern? 12. Can the provider offer a relevant reference that the organizer is permitted to contact? Treat these as evaluation questions, not proof that one process is legally required everywhere.