When Murphyís Law decides to ply its magic to your trade show strategy you need a contingency. Itís called your Plan B
a back-up in place is always a good idea; so much so that in 2006 movie
actor Brad Pitt named his production company Plan B Productions. More
infamous morning after birth control pill has been dubbed Plan B.
challenge that exhibitors face is one of timing; everything hinges on a
perfect presentation when the show opens. One hour too late and the cost
to your company
in lost opportunities can be significant. So, savvy exhibit managers include in their show strategy a Plan B to lessen the effects of consequences when last minute
problems crop up.
The following is a list of nine of the most common items to include in your Plan B.
all of your suppliers for contact information for the people, local to the
show, who can handle last minute problems. Make sure you can access these
outside of normal business hours. The official show contractors will have on-site personnel but your Plan B list should include some of your own suppliers such as the
display builder, audio visual technicians or entertainment providers.
copies of all shipping documents to the show. If your display and/or
products donít arrive on time, having the documentation expedites your
last-minute tracing of
exhibit manager should have a miscellaneous tool kit of supplies which
include things you might need to make last-minute repairs and adjustments.
The kit includes
such things as a screw driver, scissors, duct tape, a cell phone charger, Band-Aids and a bottle of Advil. Purchasing supplies from the show contractor can be costly. Do
a bit of research ahead of time to find local stores where you can buy additional last-minute items that were not included in your original tool kit.
success of your trade show participation depends on your people being
on-site and ready to work. You need to know where they are at all times.
Compile an updated
list of flight information and hotel reservations for all your staff attending the show.
Provide all personnel with your contact information
anything go wrong with your personnel or a contractor, being in contact
with you is crucial. Let everyone know how you can be reached and check
Check with your show facility and hotel and find the emergency numbers for medical assistance. Pass these numbers along to your on-site staff.
facility and hotel has developed an emergency plan which includes
contingencies for fire, storm and police matters. Knowing that itís posted
on the back of the hotel door
is not enough. Ask ahead of time for information on evacuation procedures and other emergencies and pass it along to your staff in advance.
Hospitality, local transportation and accommodation alternatives
booking, power failures, faulty plumbing, strikes, the list of what could
go wrong in the hotels and restaurants you have booked is endless. What
you need is a list of
alternatives. A Google search will find many alternatives. Most large cities also have a tourism office that can be helpful when you are developing your list of alternatives.
Loss of important document for you
and yourself can cause major problems. Have each of your personnel send
you photo copies of the inside page of each passports, Visaís
if necessary and major credit cards. Keeping these copies in your control puts you in a better position to deal with last minute problems caused theft or loss.
Ask any seasoned exhibit manager about the importance of a Plan B and you will convince yourself that taking precautions is a safe bet.
© 2013 by Barry Siskind