Crisis Management for the Tradeshow & Exhibition Manager

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Information about Crisis Management for the Tradeshow & Exhibition Manager
Business & Mgmt

Published on February 10, 2014

Author: jbuttine



Tradeshow, special event, exhhibition management and crisis response



DEFINING THREATS Natural Threats • • • • • • • • • • • Drought Earthquakes Fires Floods Heat Waves Hurricanes Tornadoes Thunderstorms Volcanoes Wild Fires Winter Storms Post Disaster  Manage the Consequence  Secondary Threats / Effects • Food • Water • Power / Generators • Finances • Floods

DEFINING THREATS Human Threats • • • • • • Terrorists Protest Groups Activists Extremists Vandals Criminals ― Sophisticated ― Unsophisticated • Accidental

DEFINING THREATS Other Threats • • • • • • • • Strikes Utility Outages Political Situation Product Tampering Cyber Assaults Health Concerns Economic Espionage “What If” Factor

HIRING STANDARDS FOR SHOW’S SECURITY COMPANY AT A VENUE Show security consultants – incl those who work at the show venue, are an extension of your show management. Look for: – – – – Experience at a your show’s venue Background of on-site supervision Composition of labor force Resources available (radios, extra staff, bullhorns) – Security Company’s relationship with venue

ROLE OF SHOW MANAGEMENT IN EMERGENCY SITUATIONS • How much of a role does Show Management want to play • Security Company develops a plan based on Show Management’s role • Security Company implements Convention Center’s procedures & policies • Convention Center’s Plan usually is focused on the common areas • Security Company’s job is to implement Center’s plan on the show floor

THE SECURITY COMPANY’S PLAN FOR EMERGENCIES • Meeting with Key Personnel including Show Management and show security (time allowing) • Initial plan developed to counter emergency • Convention Center will try to keep Show Management informed • Show security implements the plan on the floor and center security implements the plan in common areas

BE PREPARED! • Have a complete Staff list including hotel and cell phone info. • Create a phone tree to communicate with your Staff. • Make sure you have a copy of your current Trade Show insurance policy and your agents contact info. Work #, Cell #, Home #, and email.

BE PREPARED! • Have a complete list of your facilities key contacts. • Have a complete list of your contractors’ key people. • Make sure you have access to a complete housing list of all exhibitors and attendees.

BE PREPARED! • Make sure you have all of the key contact info at all of the hotels in your block. • If possible have at least one staff member at each of the hotels in your block. • If you have an automated phone system in your office or one on-site, make sure at least (2) staff members know how to update your system.

• Have a pre-planned meeting place in case an evacuation is BE PREPARED! needed. • Create a daily attendance sheet of your on-site employees and their area of responsibility so you can keep track of your people. • Use two way radios to communicate with your Show Team.

BE PREPARED! • Pack an Emergency Trade Show kit. • Including batteries for emergency cell phone charging, flashlights, a battery operated radio, WiFi, HotSpot, batteries, and first aid kits. • Have a supply of fluorescent work vests so that your staff will stand out in a crowd.

WHAT IS THE SCENARIO? • You need to be fully aware of what you are dealing with, use a variety of media to gather your information. • Assign staff members to monitor the media coverage and have them keep notes. • Purchase local periodicals for your records. • Conduct hourly meetings so that your Show Team is informed. • Make sure your staff is visible so that you can provide information to your attendees and exhibitors.

COMMUNICATION! • Assign one staff member as your spokesperson. • Conduct meetings as needed with all of your contractor’s and facility’s key people. • Make sure you keep the principle decision makers aware of your situation at all times. • Make sure you are in constant contact with your insurance broker. • Utilize a combination of communication technology ex: land lines, cell phones, blast e-mail to communicate your message.

CRISIS MANAGEMENT AT EXHIBITIONS & EVENTS This concludes our presentation … thank you for attending EXPO! EXPO! and visiting our booth. … Call us with your questions? Paulette A Norman | 847.268.7100 Jack M Buttine 212.697.1010 ext. 21 | BUTTINE EXHIBITION & EVENT INSURANCE New York, NY

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