6 Tips to Keep an Event Functioning in Times of Crisis

September 27, 2013

In the fast-paced environment of planning and executing an event, any number of crises can arise, from a natural disaster to equipment failure or an interruption in internet connectivity.

With B2B exhibitions representing 39.2 percent of B2B marketing budgets in 2011,* the largest amount of any other marketing channel, the need to secure an event and the event’s data for your attendees is crucial. (*Source:  CEIR: The Spend Decision: Analyzing How Exhibits Fit Into The Overall Marketing Budget.)

Here are 6 steps you can take to minimize the risk at your next event:

1.  Secure the Event Data

ü  Choose a reliable registration company that incorporates data security into all applications and web site development to ensure that vulnerabilities don’t exist that would allow unauthorized access to the system.

2.  Secure the Event Funds

Use CAPTCHA technology on all registration payment pages to secure and protect credit card numbers.

Use a company that is PCI Compliant to process your event funds — one that provides a secure credit card payment environment to avoid fraud and security threats to your event funds.

Also ensure that the company is SSAE16 Certificated, which is an in-depth, internationally recognized third-party auditing standard.

3.  Supplement Data and Equipment for Increased Reliability

Perform nightly back-ups to avoid losing any critical data.

Build in contingencies to prepare and plan for deficiencies in onsite infrastructure.

Create multiple registration databases under one data management system.

4.  Create and Implement Flexible Recovery Plans

Work with your registration company to create encrypted USB flash drives that hold the event databases with functioning onsite web pages. If there is no connectivity, the event is still operational.

Use tablets and smart phones as back-up devices. If computers are delayed in shipping, these mobile devices keep the show running.

5.  Staffing Contingency Plans

Cross-train onsite staff, especially for specialized technical tasks. Cross-training allows staff to be deployed to areas that are busier, such as event set-up.

Train staff to identify, assess and solve an issue.

6.  Communicate Often with Attendees

Rehearse questions that might arise and know the answers before they are asked.

Leverage technology, such as text messaging tools, to communicate important alerts to your attendees.

Work with the media; don’t hide.

It’s ok to say “I don’t know” as long as you follow up with the statement that you are researching the answer and give a timeframe for that answer.

Additionally, it is important to work with a registration company that has a strong relationship with the venues and decorators. In the event of a crisis, these resources can help with your plan to keep the event functioning.

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Partner Voices
Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact