Booth Managers

Checklist¶

Here's a checklist for you to follow throughout the event:

Booth manager ensures the full booth volunteer team arrives on time, before exhibitors start setting up
Confirm roles for the day: exhibitor check-in, covering each floor or zone (including the hardware booths), crowd flow near busy booths
Walk the floors with the floor maps and confirm every booth spot is numbered/labelled and matches the plan
Map out exit points, power points, and volunteer placements on each floor
Booth manager checks in with the venue/AV team to confirm power, Wi-Fi, and extension boards are in place

Confirm each booth has its table, chairs, name board/signage, and power access as allotted
Hardware booths have enough power sockets and safe cable routing (no trip hazards across walkways)
Booths tagged "Display" on the booth listing have their display/screen set up and tested before doors open
Coordinate with the volunteer coordinators for available volunteers
Community partner booths are set up and their signage clearly shows them as community partners
Check that walkways between booths are clear and wide enough for crowd flow

Tick off each booth team as it arrives against the day's booth list
Guide each team to their spot using the floor map
Share the key contacts with each team: booth manager, AV/tech support, and help desk
Brief each team on timings: booth open/close times, lunch, and when they can leave the booth unattended
If a booth team hasn't arrived 30 minutes before doors open, contact them right away and flag it to the booth coordination lead

Volunteers do regular rounds of the booth floors to check whether any booth needs help
Watch for crowding near popular booths and redirect foot traffic so walkways stay clear
Help booths that are short-staffed cover lunch breaks, or make sure they're not left unattended with equipment
Keep an eye on hardware demos for safety (hot soldering irons, exposed wiring, batteries)
Nudge attendees towards booth areas that are easy to miss, such as a hardware area away from the talk halls

Confirm Day 1-only booths know they must clear their spot by end of Day 1
Confirm Day 2-only booths know when they can set up on Day 2 and where their spot is
Swap signage/name boards for the Day 2-only booths
Remind both-day booths about overnight rules: what can be left behind, and whether the venue is secured
Confirm the exhibit day for any booth with no day listed on the booth page

Give booths a 30-minute and a 10-minute warning before the floor closes
Check every booth spot is cleared (or secured, for both-day booths) and no equipment or trash is left behind
Collect any borrowed items (extension boards, displays, signage) from booths
Do a final walk of all booth floors before signing off with the venue team

Booth team no-show → inform the booth coordination lead and decide whether the spot stays empty or gets reassigned
Power/display/Wi-Fi failure → flag to the venue/AV team immediately
Safety issue at a hardware booth (overheating, burning smell, exposed wires) → cut power to that booth and inform the venue team
Complaint about a booth, or a Code of Conduct issue → escalate to the organising team/CoC response team right away
Lost/damaged equipment → note the booth, the item, and the time, and inform the booth coordination lead

Keep a copy of the floor maps and the booth lists for each day on hand (printed or digital) at all times
Keep each booth's point-of-contact name and number handy
Keep the venue/AV team and booth coordination lead contacts handy for quick reach