When a live event occurs in times of crisis, communication and early planning are essential. However, when current events are unfolding quickly, early preparation is not always possible. That’s why GES has created a whitepaper, “Best Communication Practices in Challenging Times,” to help event organizers respond to challenges.
GES also has a page on its website with resources, including a video on staying healthy on the show floor, links to helpful sites and a button to download the whitepaper.
In helping clients and partners respond to challenges, the valuable insights GES has learned will help guide them through it successfully. By being proactive and transparent, addressing issues directly, and providing exhibitors and attendees with facts and real solutions, they will ease their worries by being prepared. They can use the guide for their next show, whether it is in two weeks or it is in three months.
When you suddenly find yourself knee-deep in a situation which challenges the viability of your show, response time, consistency, and clear messaging are essential. Use this communications checklist to speed the delivery of your message:
— Hold the first meeting or conference call to assess and gather known facts quickly. What is the current situation (cancellation rates, contracts, regulatory guidance, geography of attendees? What are the options? What do we need to communicate to stakeholders?
— Identify stakeholders (employees, exhibitors, attendees, partners, vendors, etc.)
— Reach out to key vendors and partners. Collaboration is key.
— Coordinate with local health officials.
— Notify frontline staff (receptionists, call centers, sales, account management) to direct calls from the media and key clients to appropriate team members.
— If you have staff on-site already, notify them media may show up. Direct the media to the appropriate representative.
— Develop key messages to communicate across channels. Use this messaging to craft the foundation for your plan. Having a few approved messages can make all the difference.
— From those messages, create holding statements to respond to immediate inquiries.
— Communicate with employees promptly and clearly.
— Develop a dedicated webpage to communicate updates to exhibitors and attendees.
— Monitor social conversation and stay ahead of them.
GES, a Viad Corp (NYSE: VVI) company, is a global, full-service provider for face-to-face experiences, producing exhibits, corporate events, exhibitions, conferences, congresses and entertainment experiences. GES provides a wide-range of live event, exhibition, and exhibit services including strategy, analytics and insights services, cutting-edge creative and design, audio visual and general sessions, and event intelligence—all with an unrivaled global reach, and event accommodations through onPeak, a GES company. GES partners with leading brands and shows, including Boeing, Pfizer, Mary Kay, and CONEXPO-CON/AGG. For more info, visit https://www.ges.com
