Trade show emergency planning and preparation for an event are very important, even though accounting for every single detail can feel overwhelming at times. It’s also important to have a proactive approach to your planning and not a reactive one. If you’re relying on a reactive approach to an emergency that pops up during an event, then you are probably adding to its impact on you and your business.
Preparing for an emergency is done throughout the trade show planning process. Have a comprehensive approach for every response to something that goes wrong. A great plan will cover the small “fires” that pop up. But, preparing for a major trade show emergency, such as a real fire or natural disaster is more complicated. Here are some tips that will help you plan for any emergency:
- Make sure everyone has a copy of the detailed event itinerary. Make sure it’s digital, so it can be viewed on a phone. The itinerary should include everyone’s contact information.
- Who is backing you up? Designate backups for each member of the team.
- Have a list of contingency plans for specific emergencies that could arise and make sure everyone has a copy.
- Develop a plan of action and role description sheet to help everyone understand their roles, especially when they are panicked or stressed. This will dramatically reduce the emotional impact of an emergency.
- If a major emergency occurs, always remember that personal safety is a priority.
- Get expert advice from emergency response personnel to help round out your plan.
- Everyone working at the event should be educated on the building layout and their role during an emergency.
Putting out the “small fires” keeps you from your primary objectives, so try to keep them to a minimum. You can prepare for bad things to happen, and they will, like a broken display, or IT issues with an interactive screen. Just remember to be in control, on topic and remain positive, because negativity adds to the problem and may give potential customers a negative experience. As for major disasters, plan on keeping everyone safe and secure.
ADM Two staff are experts on display design and fabrication, so give us a call at (813) 887-1960 and one of our knowledgeable staff can assist you with your display, no matter where your event takes place. Also, check out some of our other articles to get more information on trade show booth layout, trade show graphics, and etiquette.