6 Tips to Keep an Event Functioning in Times of Crisis

Posted by in Planning, Tips, Trends

6 Tips to Keep an Event Functioning in Times of Crisis

Trade shows don’t always go as planned and some things happen that are beyond our control. Other event hiccups such as internet and equipment failure can be resolved quickly if you plan ahead. Being prepared for possible hiccups in your event can keep your event running smoothly. In Becky Hansen‘s article, “6 Tips to Keep an Event Functioning in Times of Crisis,” she offers great tips for minimizing the risk at your next trade show.

  1. Secure the Event Data. Do your research and choose a reliable registration company that offers data security for all applications.
  2. Secure the Event Funds. Use CAPTCHA technology for payments to protect billing information and use a company that is PCI Compliant to secure credit card transactions. Both will help eliminate fraud.
  3. Supplement Data and Equipment for Increased Reliability. Back up your data every night to ensure you have a duplicate copy of your information.
  4. Create and Implement Flexible Recovery Plans. Work with your registration company to use USB flash drives that hold event data with functioning onsite web pages. This enables the event to keep running even though there is no connectivity. Use tablets and smartphones as back-up devices. Mobile devices will keep the show running if computers are delayed in shipping.
  5. Staffing Contingency Plans. Cross training your staff to help with specific technical tasks like event setup enables you to use them anywhere. Make sure your staff can also identify, assess and solve technical issues.
  6. Communicate Often with Attendees. Role play prior to the event. This prepares your staff for questions that visitors may ask. It’s okay if you don’t have every answer. Just make sure you follow up and answer their question. Be sure to leverage technology to communicate important messages and alerts to your attendees.

Implementing Becky’s tips will keep your event running even when you lose internet connection or your equipment fails.

Read the full article.