Event type
Roadshow
On a roadshow the biggest cost isn't the staff. It's retraining in every city.
Headcount rule of thumb
Two promoters per stop, plus a driver or loader to move the stand.
In short
For a roadshow the key decision is whether one crew travels or you hire locally in each city. If the product needs training, a travelling crew almost always pays for itself: you brief once, and by the third city the demo is faster and better. If the task is simple, local crews are cheaper because there's no travel or accommodation. As a rule of thumb, each stop needs two promoters plus a driver or loader, and it's worth allowing two to three hours for the changeover between cities. Travel time is working time, and that has to be settled up front.
Who you need, and why
- Promoter
- The demo in every city. With a travelling crew you brief once.
- Brand ambassador
- When the product needs explaining and the brand voice has to carry.
- Driver
- Moving kit and stand, the daily changeover between cities.
- Loader
- Build and strike at every stop. Twice a day.
What to decide, and when
4-6 weeks ahead
Cities, dates, and the travelling-versus-local decision.
2 weeks ahead
Briefing for the travelling crew, product knowledge, logistics plan.
Before the first stop
A full rehearsal day: build, demo, strike, timed.
Between stops
Two to three hours of changeover time, not zero.
What usually goes wrong
- A new crew in every city, so training cost multiplies across the campaign.
- Changeover time isn't counted, and the stand opens late in the second city.
- How travel time is billed isn't settled, which becomes a dispute mid-campaign.
- No reserves: one sick promoter takes out a whole stop.
The staff we usually supply for this
Where are you organising it?
Information tailored to the city, with local venues.
Roadshow
Give us the date and the guest count and you'll have a concrete headcount and price within one working day.
- A real quote within 24 hours
- Replacement guarantee for drop-outs
- No minimum order
- A dedicated coordinator on every booking
Frequently asked questions
Travelling or local crew?
If the product needs training, travelling: you pay the briefing once and quality improves stop by stop. If it's simple sampling or leaflets, local is cheaper because there's no travel or accommodation.
Is travel time working time?
Yes, and we set out how it's billed in advance. It's one of the most common after-the-fact disputes on roadshows, so it appears as a line in the quote.
How many cities can one crew cover?
Casual employment day limits bind: at most five consecutive days with the same employer. A longer roadshow has to rotate crews or use a different employment form.