Booth Management Rules & Guidelines

A well-managed booth reflects the professionalism and mission of the Elks Drug Awareness Program (DAP). Following these rules will help maximize impact, engage attendees, and maintain the integrity of the program.

General Booth Conduct

Be Professional & Approachable

• Wear Elks DAP or event-appropriate attire.
• Greet visitors enthusiastically—a smile and friendly demeanor go a long way!
• Stand when possible (rather than sitting) to appear welcoming and engaged.

Stay On Message

• Only DAP-approved materials may be displayed or distributed.
• Anyone representing Elks DAP must not promote their own materials, business, or personal views.
• Avoid discussing politics, controversial topics, or unrelated personal opinions.
• If you don’t know the answer to a question, redirect to the appropriate resource or leader.

Keep the Booth Staffed

• Ensure that at least two people are present at all times.
• If you need a break, coordinate with your team to avoid leaving the booth unattended.

Engage Visitors

• Initiate conversations with open-ended questions (e.g., “Have you heard about our drug awareness efforts?”).
• Offer informational materials, brochures, or giveaways.
• Encourage people to sign up for newsletters, programs, or volunteer opportunities.

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Booth Setup & Display

Keep the Booth Neat & Organized

• Arrange materials in a clean, easy-to-navigate manner.
• Hide personal belongings (use under-the-table storage if necessary).
• Dispose of trash or clutter throughout the day.

Only Use DAP-Approved Materials

• No personal business promotions, non-DAP flyers, or unrelated materials are permitted.
• All displayed materials must be approved by the Elks DAP.
• If unsure about a resource, ask a DAP representative before displaying it.

Stock Up on Materials

• Ensure plenty of brochures, pamphlets, and promotional materials are available.
• Restock frequently so that the booth always looks full and inviting.

Maintain a Welcoming Space

• Avoid eating or drinking directly at the booth (use a designated break area).
• Keep phones on silent and avoid excessive phone use.
• Refrain from sitting behind the table the entire time—engage with attendees!

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Booth Interactions & Engagement

Encourage Participation

• Have a hands-on activity, contest, or interactive display if possible.
• Offer freebies or promotional items (pens, stickers, bracelets) to spark interest.
• Get attendees involved in discussions rather than just handing out materials.

Represent the Elks Positively

• Be kind and respectful to all visitors, even if they disagree with your message.
• Encourage constructive conversations about drug awareness and prevention.
• If a visitor is disruptive, remain calm and ask for assistance if needed.

Follow Event Rules & Guidelines

• Adhere to all venue-specific regulations (fire codes, setup/breakdown times, etc.).
• Do not block aisles, pathways, or neighboring booths.
• Respect noise levels to avoid disrupting other exhibitors.

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Booth Closing & Follow-Up

Pack Up Responsibly

• Ensure that all materials are collected and stored properly.
• Leave the booth space cleaner than you found it.
• Return any borrowed items to the event organizers.

Debrief & Note Improvements

• Discuss what worked well and what could be improved for future booths.
• Share feedback with State/District Chairs to improve future events.

Follow Up with Contacts

• If visitors expressed interest in volunteering or learning more, make sure their information is sent to the appropriate team.

Share Photo Booth Page

• If the photo booth is present, encourage everyone to take a picture of the QR Code. it links to the photo booth gallery below.

View the Photo Booth Gallery