EXPO EXPO 2013

BUTTINE EXHIBITION & EVENT INSURANCE33 E 33d Street, 5th FLOOR

NEW YORK, NY 10016

Tel 800.964.4454 ext 21 Fax 212.986.2822www.buttine.com

CRISIS MANAGEMENT AT EXHIBITIONS & EVENTS

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

DEFINING THREATS

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

management

HIRING STANDARDS FOR SHOW’S SECURITY COMPANY AT A VENUE

• 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

ROLE OF SHOW MANAGEMENT IN EMERGENCY SITUATIONS

• 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

THE SECURITY COMPANY’S PLAN FOR EMERGENCIES

• 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 e-mail.

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.

BE PREPARED!

• Have a pre-planned meeting place in case an evacuation is 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.

BE PREPARED!

• 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.

WHAT IS THE SCENARIO?

• 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.

COMMUNICATION!

This concludes our presentation … thank you for attending EXPO! EXPO! and visiting our booth.

… Call us with your questions?

Paulette A Norman pan@buttine.com | 847.268.7100Jack M Buttine jmb@buttine.com | 212.697.1010

ext. 21

BUTTINE EXHIBITION & EVENT INSURANCE

New York, NYwww.buttine.com

CRISIS MANAGEMENT AT EXHIBITIONS & EVENTS