Plan around the agenda
Demand often concentrates during registration, lunch and the breaks between sessions. Share those windows along with total attendance. A station that works steadily all afternoon may need a different staffing or choice menu when most guests arrive within one short break.
Respect the booth boundary
Keep choosing, ordering and pickup within the approved footprint. Place samples where people can see them without blocking the aisle. Confirm exhibitor rules, electrical ordering, freight handling and load-in access with the organizer. The merchandise station should support conversations at your booth rather than consume every available interaction space.
Give sponsors a clear approval path
Agree on whose artwork appears, where it sits and who approves the final proof. If several sponsors share the experience, define the design menu before production. Avoid last-minute logo combinations that have not been reviewed at the intended print size.
Separate merch pickup from lead capture
If your team collects attendee information, make the purpose clear and coordinate that process with your event privacy requirements. The production crew needs enough information to match an order to an item; that does not automatically require a full marketing profile. Decide who owns the attendee conversation and who owns fulfillment.
Bring this to your brief
- Show dates and session-break schedule
- Exhibitor manual and booth dimensions
- Expected merch participation
- Sponsor artwork and approval contact
- Freight, power and load-in arrangements