Freelance Exhibition Booth Assistant (UK)

1. Engagement Overview

We are seeking a UK-based freelance exhibition assistant to support our participation at a technology exhibition in London. This is a short-term, on-site freelance engagement covering booth setup, exhibition days, and post-event dismantling and packing.

This role is strictly limited to exhibition support, marketing assistance, and lead generation. The freelancer will not be authorised to negotiate, sign contracts, or make binding commercial commitments on behalf of the company.

2. Engagement Period

Setup Day: 1 day prior to exhibition opening

Exhibition Days: 2 days (full show hours)

Dismantling & Packing: End of final exhibition day

(Exact dates and venue details will be provided upon engagement.)

3. Scope of Work
A. Pre-Exhibition Setup (Day Before Exhibition)

The freelancer will be responsible for:

Receiving Exhibition Materials

Receive pre-shipped materials at a UK address (provided in advance)

Verify receipt against a checklist supplied by us

Booth Setup

Arrange product samples, demo units, and marketing materials inside provided cabinets and display units

Place brochures, flyers, and giveaway items neatly and professionally

Ensure booth presentation matches reference photos / setup guide provided

Branding & Visuals

Apply supplied self-adhesive vinyl banners / stickers onto booth wall panels

Ensure stickers are applied straight, clean, and without damage to panels

Follow positioning instructions provided by us

B. Exhibition Attendance & Support (During Show Days)

During exhibition opening hours, the freelancer will:

Booth Presence

Be present at the booth during agreed hours

Maintain a professional, welcoming appearance and conduct

Visitor Engagement

Greet visitors

Distribute brochures, flyers, and marketing material

Provide high-level explanations of products using supplied talking points

Demonstrate products at a basic, non-technical level (training material provided)

Lead Collection

Capture visitor details using:

business cards

QR forms

lead capture sheets or apps (as instructed)

Note visitor interests and questions for follow-up

Escalation & Follow-ups

For detailed technical or commercial queries, direct visitors to:

a designated email address, or

scheduled online follow-up meetings

Facilitate remote introductions where required (e.g., video call with our team)

C. Post-Exhibition Dismantling & Packing

At the end of the exhibition, the freelancer will:

Branding Removal

Carefully remove all vinyl stickers / banners from wall panels

Ensure panels are left clean and undamaged, as required by the organiser

Packing & Logistics

Pack all product samples, demo units, and remaining marketing materials securely

Label items according to instructions provided

Arrange shipment to a specified UK address (courier details provided or approved by us)

Confirm dispatch and provide tracking details

4. Materials & Support Provided by Us

We will provide:

All exhibition furniture (via organiser)

Product samples and demo units

Marketing materials (brochures, flyers, giveaways)

Branding stickers / banners

Setup reference photos and written instructions

Product overview document and FAQ

Lead capture method and reporting template

Remote support during the exhibition if required

5. Deliverables

The freelancer is expected to deliver:

Properly set up and presented booth

Continuous booth coverage during exhibition hours

Daily summary of leads collected

Secure packing and confirmed shipment of materials post-event

Final handover report (leads + shipment confirmation)

6. Skills & Requirements

Must be legally allowed to work in the UK

Prior experience in:

exhibitions, trade shows, events, or brand promotions (preferred)

Strong communication and interpersonal skills

Comfortable applying/removing adhesive branding materials

Reliable, punctual, and detail-oriented

Able to follow instructions accurately

7. Authority & Limitations

The freelancer:

❌ Is not authorised to sign contracts

❌ Is not authorised to negotiate pricing or commercial terms

❌ Is not authorised to represent the company as a legal or sales agent

All commercial discussions must be referred back to our team.

8. Engagement Type & Payment

Engagement type: Freelance / Independent Contractor

Duration: Short-term (event-based)

Payment structure:

Fixed fee or hourly rate (to be agreed)

No employment, visa sponsorship, or long-term commitment implied

9. Confidentiality

The freelancer must treat all product information, pricing discussions, and business contacts as confidential, and may not use collected leads for any purpose other than this engagement.