Maximising Your Hired Exhibition Staff at NEC Events

Exhibitions at the National Exhibition Centre (NEC) are high-stakes opportunities to showcase your brand, connect with potential clients, and make a lasting impression. To stand out in this competitive environment, hiring skilled exhibition staff is crucial. These professionals can elevate your booth’s presence and ensure that your brand leaves a lasting impression on attendees. But to truly get the most out of your hired team, it’s essential to understand their roles and how to integrate them seamlessly into your event strategy.
Here’s how you can optimise your hired exhibition staff and the key tasks they can perform to ensure your NEC event is a resounding success.

1. First Impressions Matter: The Role of Greeters
The entrance to your booth is your first opportunity to engage with attendees, and professional greeters are the perfect ambassadors for your brand. These staff members are trained to create a welcoming environment, setting the tone for positive interactions.
Key Responsibilities of Greeters:
• Warm Welcomes: Smile, greet, and make attendees feel comfortable approaching your booth.
• Directing Traffic: Guide visitors to the appropriate areas, whether it’s a product demo, seating area, or meeting space.
• Initial Engagement: Offer a brief introduction to your brand, piquing interest and encouraging further exploration.
Pro Tip: Provide greeters with a simple but engaging script to ensure consistency and professionalism in their interactions.

2. Handing Out Promotional Material
Leaflets, brochures, and other promotional materials are a staple at exhibitions. Hired staff can ensure these materials are distributed effectively, targeting the right audience without being overly pushy.
Tips for Effective Distribution:
• Target Strategically: Focus on high-traffic areas, such as near entrances, coffee stands, or event stages, where footfall is guaranteed.
• Engage Briefly: Pair leaflet distribution with a quick pitch to spark interest, such as, “Have you heard about our new product line? Here’s some information.”
• Monitor Stock: Ensure the materials are replenished regularly to avoid running out during peak times.
Pro Tip: Use QR codes on printed materials to drive traffic to your website or event-specific landing pages.

3. Refreshment Services: Adding a Personal Touch
Offering refreshments at your booth is an excellent way to draw in attendees and make them linger longer. Hired staff can efficiently manage drink service, keeping your visitors refreshed and relaxed.
Tasks for Refreshment Staff:
• Serving Drinks: Offer coffee, tea, water, or branded beverages to guests.
• Keeping Areas Clean: Ensure that refreshment areas remain tidy and stocked throughout the event.
• Encouraging Conversations: Use drink service as an opportunity to start casual conversations and build rapport with visitors.
Pro Tip: Offer unique, branded treats like cupcakes with your logo or signature cocktails named after your products to make the experience memorable.

4. Client Interaction: Building Relationships
Hired exhibition staff can be instrumental in engaging potential clients, answering basic questions, and connecting them to your team for more in-depth discussions.
How They Can Assist:
• Greeting and Qualifying Leads: Quickly determine a visitor’s level of interest and direct qualified leads to your sales team.
• Product Demos: Provide basic demonstrations or introductions to your products or services.
• Data Collection: Capture contact details using lead forms or digital tools for follow-up after the event.
Pro Tip: Equip staff with tablets or apps for seamless lead collection and a more modern touch.

5. Event Coordination and Support
Beyond engaging attendees, hired staff can help with the behind-the-scenes tasks that keep your booth running smoothly.
Support Tasks:
• Setting Up Displays: Assist with arranging promotional materials, signage, and products before the event begins.
• Managing Crowds: Ensure smooth traffic flow within your booth, preventing overcrowding and creating an inviting atmosphere.
• Troubleshooting: Handle small issues, like restocking materials or adjusting booth layouts, so your team can focus on client interactions.
Pro Tip: Hire staff familiar with NEC events for faster adaptability to the venue’s unique requirements.

6. Maximising Social Media Presence
Some exhibition staff specialise in digital engagement, helping to amplify your booth’s reach online.
Digital Engagement Tasks:
• Live Updates: Share photos, videos, or updates from your booth on social media platforms.
• Encouraging Check-ins: Motivate attendees to check in at your booth or tag your brand in their posts.
• Photo Opportunities: Set up Instagram-worthy photo backdrops and have staff encourage attendees to snap and share pictures.
Pro Tip: Use a branded event hashtag to track and amplify social media mentions.

7. Post-Event Follow-Up Preparation
The success of your NEC event doesn’t end when the doors close. Your hired staff can help lay the groundwork for effective post-event follow-ups.
End-of-Day Tasks:
• Organising Leads: Ensure collected data is categorised and ready for your sales team to act on immediately.
• Packing Up: Assist with dismantling the booth and packing materials efficiently.
• Event Recap: Provide feedback on attendee responses and booth performance to help refine future events.
Pro Tip: Ask your hired staff to jot down qualitative insights, such as frequently asked questions or popular product features, for post-event analysis.

Tips for Managing Hired Exhibition Staff
To get the most out of your hired staff, clear communication and organisation are essential.
• Define Roles: Assign specific tasks to each staff member to avoid confusion and ensure smooth operations.
• Provide Training: Offer a brief orientation about your brand, products, and goals to ensure consistent messaging.
• Empower Them: Encourage staff to take initiative and problem-solve when necessary.
Pro Tip: Show appreciation for their hard work—it goes a long way in boosting morale and ensuring top-notch performance.

Conclusion: Elevate Your NEC Event Experience
Hired exhibition staff can be the driving force behind a successful NEC event. From welcoming attendees and distributing promotional materials to managing refreshments and engaging clients, these professionals bring expertise and energy that amplify your brand’s presence. By clearly defining their roles and equipping them with the right tools, you can create a seamless and impactful exhibition experience that leaves a lasting impression on your audience.
Invest in the right team, and watch your NEC event transform into a hub of activity, engagement, and success!