Staffing Exhibition Stands: Self-Run or Managed?

One of the most important decisions exhibitors make is how their stand will be staffed. This includes not only sales and marketing teams, but also how any exhibition games or interactive elements are run. At Expo Play, we’re often asked whether games should be managed by the exhibitor’s own team or supported by trained event staff.

There is no single right answer. The best approach depends on your objectives, team availability, stand size, and the type of engagement you want to create.

What Does a Self-Run Exhibition Stand Involve?

A self-run stand means your internal team manages all interaction, including demonstrations, conversations, lead capture, and any exhibition games on the stand.

This approach works well when:

• Your team is confident engaging with visitors
• The game is simple and intuitive
• You want direct control over messaging
• Budgets need to be tightly managed

Games such as Pixel Play, Strike a Light 2 Players, and Batak Pro are commonly used on self-run stands. These games are quick to understand and easy to integrate into conversation-led engagement.

For many exhibitors—particularly those in Tech Companies or Manufacturing & Engineering—self-run games work well when staff are already planning to spend time talking through products and services.

Benefits of a Self-Run Approach

Self-running a stand keeps all interaction within your team. This can feel more personal for visitors, as they speak directly to product specialists or decision-makers.

It also allows staff to control when and how a game is used. For example, a game can be paused during busy periods to focus on high-value conversations, or used proactively during quieter times to attract footfall.

For smaller stands or niche events, self-run engagement is often the most practical option.

Challenges of Self-Run Exhibition Games

The main challenge with self-run stands is workload. Exhibition days are long, and juggling conversations, demos, and game management can be demanding.

Without dedicated oversight, games may be underused, left unattended, or disconnected from lead capture. Staff may also feel pressure to prioritise conversations over encouraging participation, which can reduce the game’s effectiveness.

This is particularly common at high-footfall events such as Logistics & Supply Chain Shows or Hospitality Shows, where visitor numbers fluctuate throughout the day.

What Is a Managed Exhibition Stand?

A managed approach involves trained event staff overseeing the games while your internal team focuses on conversations, demos, and meetings.

Managed staffing typically includes:

• Inviting visitors to participate
• Explaining gameplay clearly and consistently
• Managing queues and flow
• Supporting lead capture or prize mechanics

This approach works particularly well for prize-based games such as the Crack the Safe or Prize Crane Grabber, where consistent operation and visitor flow are important.

Benefits of a Managed Setup

With managed games, engagement runs continuously throughout the day. Visitors are actively encouraged to take part, even during peak periods.

This often results in:

• Higher participation rates
• More consistent lead capture
• Reduced pressure on internal teams
• Better queue and crowd management

Managed staffing is particularly effective at large exhibitions and public-facing events, including Public Sector & Local Authority Events, Sports & Fitness Expos, and Charity Events.

Cost vs Return

Managed staffing is an additional cost, so it’s important to consider return on investment. For stands where engagement volume and lead capture are key goals, managed games often deliver higher ROI by ensuring the activity runs at full capacity.

For smaller stands or events with lower footfall, self-run engagement may be sufficient and more cost-effective.

The decision should be based on outcomes rather than habit—what level of engagement do you need to justify your exhibition spend?

Hybrid Approaches

Many exhibitors choose a hybrid approach. For example, managed staffing may be used during peak hours, while quieter periods are handled by the internal team.

This approach works well at multi-day exhibitions or events with predictable traffic patterns. It also allows flexibility without committing to full-time managed support.

Choosing the Right Option for Your Event

When deciding between self-run and managed exhibition games, consider:

• Stand size and layout
• Expected footfall
• Complexity of the game
• Experience and availability of your team
• Lead capture requirements

We work with exhibitors across Educational & Training Expos, Construction & Industry, Energy & Utilities, and many other sectors to help determine the most effective setup for each event.

How We Support Both Approaches

At Expo Play, we design games to work effectively whether they are self-run or managed. We provide clear guidance, setup support, and advice on positioning and flow to ensure games deliver value in either scenario.

If you’re unsure which approach suits your event, we’re happy to talk through your plans and recommend a setup that balances cost, engagement, and results.