Make the staff list operational
For each traveller, record the role, first required task, last commitment, arrival date and departure date. Split installation staff, booth personnel, technical specialists and executives where their needs differ. Ask the show manager to approve the work dates before the travel coordinator books rooms.
Name the owners of booth operations, passenger travel and hospitality. Agree who can approve extra nights, replacement flights or a larger transfer vehicle. Keep one current rooming list with a clear update process so hotel and transportation suppliers receive the same information.
Choose between a room block and individual reservations
A block can simplify accommodation for a larger group, but its contract may include release deadlines, deposits and charges for unused rooms. Individual bookings may provide flexibility but can split the team across different hotels or room conditions. Compare the terms against the certainty of your attendance list.
Review the full cost including taxes, resort fees and daily movement to the correct convention entrance. Confirm how names and stay dates can change, who pays for rooms and who provides incidental deposits. Do not commit to a large block solely because its headline rate is lower.
Use an arrival plan with clear handoffs
Group travellers by flight and arrival time, then confirm whether baggage, party size and vehicle capacity suit a shared transfer. Provide the agreed meeting procedure, local contact and instructions for delays. The driver and coordinator should know who is expected without receiving unnecessary personal data.
Give new arrivals the hotel details, check-in arrangements and next required meeting. If installation staff start work soon after landing, verify that the operations team is ready to receive them. A delayed shipment or closed access window can change the usefulness of an early flight.
Build the daily schedule around stand coverage
Set fixed departures for the booth team and give the exact hotel pickup location. Assign coverage rotations so breaks and customer meetings do not leave the stand understaffed. Reserve specialist time for appointments that require their expertise, with a backup colleague for routine enquiries.
Provide one daily briefing covering appointments, demonstrations, VIP visitors and evening plans. Keep optional entertainment separate from required duties. A short shared update is usually more useful than a long itinerary that nobody checks once the show begins.
Keep booth logistics connected to travel decisions
Use the organizer’s confirmed setup and dismantling schedules, together with your contractor’s requirements. Freight, utilities, installation and merchandise security should remain with the appropriate specialists. Passenger arrangements need to reflect those dates without replacing the operations process.
If a booth task moves, identify the specific people affected and update their rooms and transfers through the designated coordinator. Avoid extending every traveller’s stay because one technical task runs late. Keep emergency supplier contacts available to the person on site.
Plan closeout before anyone books an early flight
Confirm who remains for dismantling, shipment handover and final customer meetings. Schedule airport transfers after each person’s last obligation, allowing time to collect luggage and travel from the hotel. Do not assume that the end of visitor hours is the end of an exhibitor’s work.
After the event, reconcile room changes, transport extras and hospitality bills, then update the checklist for the next trip. To request coordination, send the event, staff groups, stay dates, preferred hotel area and daily transfer needs. Add customer dinners separately so their budget and guest arrangements are clear.