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Advance preparation is only first step. Whether an emergency response works well or not depends on how effectively your team implements it. Use your pre-show meeting to establish how you want your team to ACT during an unforeseen event.
A: Assess It’s easy to panic and run after any solution when a problem first occurs. You’ve made a substantial investment in time and money to be at trade show, and to see it run less than smoothly can be terrifying. Remember to take a moment to stop, consider every aspect of problem, and make a list of your possible solutions.
C: Coordinate Make sure that every member of your booth staff is aware of what situation is, what your planned solution is, and roles you expect each staff member to play. This avoids duplication of effort when two or more employees have same good idea. It also ensures you’ll have adequate exhibit coverage at all times. This is where your training efforts pay off – when one or more staff members can cover for others and still create a flawless show experience for attendees.
Additionally, in case of show-wide difficulties (power outages, flooding, etc.) convention center staff will be doing their utmost to alleviate situation. Designate one person to be liaison with convention center staff. This person will be responsible for disseminating vital information to your booth staff in a quick and efficient manner and to communicate group’s needs to convention center staff.
T: Take action After you’ve decided on best solution, and informed all booth staff, it is time to implement your plan. Pro-active, calm teams will carry day.
This process can happen very quickly, especially if your team is prepared before event. Make sure they know who is in charge at any particularly moment, and what procedure they’ll be expected to follow in case of an emergency. Then you’ll be ready for whatever surprises Mother Nature – or Sushi Bar – can throw your way.
Susan A. Friedmann,CSP, The Tradeshow Coach, author: “Meeting & Event Planning for Dummies,” working with companies to improve their meeting and event success through coaching, consulting and training. For a free copy of ExhibitSmart Tips of the Week, website: http://www.thetradeshowcoach.com