Define the actual role
Start with the tasks the person will really perform. Greeting visitors, checking appointments and handing out information require different knowledge from running a technical demonstration. State the limits of the role too. Someone who cannot issue quotations needs a clear route to the responsible colleague, not an improvised price range.
Write a plain explanation of the offer and two common visitor questions. Avoid internal abbreviations. A new team member should be able to explain why a conversation could be useful without delivering a memorised advertising speech or pretending to have specialist knowledge they do not possess.
Walk through the process on site
At the assembled stand, show where materials, personal belongings and the current appointment plan are kept. A diagram alone does not explain which drawer people actually use. Rehearse a straightforward visit: greet the person, identify their purpose, involve the appropriate colleague and remain aware of the next arrival.
Put names and responsibilities on the sheet, including an available replacement. Five phone numbers without explanation are not very helpful at the decisive moment. It should also be clear who receives unfinished tasks at a break or the end of a shift.
Keep changes short and shared
Date the sheet and identify where the current version lives. If a demonstration or contact person changes, update that shared reference. Additional verbal instructions given only to individuals can easily produce contradictory answers on the same stand, especially when shifts overlap only briefly.
After the first session, allow a few minutes for questions. Ask specifically which encounter caused uncertainty. Use that information to improve the briefing without continually lengthening the sheet. Sensitive customer details do not belong on an openly displayed reference. For unusual situations, it is enough to identify whom staff should discreetly ask for help.
