Our industry has been tested with a rash of emergencies over the past few years: a major loading dock fire in Detroit, a roof cave-in in Toronto, a water main break in New Orleans and of course September 11, 2001, will be on the minds of many for years to come. Emergencies come in all sizes. Whether they are major or just little "hic-ups", they must be addressed. Emergencies affect everyone, exhibitors as well as show organizers. Some survive with little disruption, while others experience disaster.

Are you prepared for emergencies? Do you have a plan to cope with the unexpected? I've asked this question of many show organizers and exhibitors. Usually the answer is "Yeah, we're all set. No problem."

Two hours after asking the question at one facility, a water pipe burst on the show floor. The "plan" was "scramble like mad and try to contain the damage". The next day water started leaking through the roof, which was covered with two feet of snow.

Show managers and exhibitors often assume the facility has done any needed disaster planning and therefore, they don't need to get involved. Big mistake! Dialing 911 is not an emergency plan.

What can you do to prepare for the unforeseen?

• Accept the possibility/probability that "stuff happens".

• Don't count on the facility to have a plan or to totally handle any situation.

• Develop your own plan. Understand your responsibility, liability and the resources available to you.

• Designate an E-team with a leader. Your leader should be someone who is senior in the organization that understands the innermost workings of your event. It should be someone who is apt to remain cool in a crisis situation and has the respect of others on the team.

• Define the roles of each person on the team -- what is their area of responsibility? Determine who the lead person will be for each aspect of the problem:

• Who will be responsible for executing an evacuation plan if needed?

• Who will be the spokesperson for the organization?

• Who will be the liaison with fire, police, and emergency personnel?

• Who will be the point person to provide information to exhibitors and attendees?

• Whom do team members report to and how can they be reached at all times?

• Medical providers
• Specialty transportation firms
• Shuttle services
• Cleaning and restoration firms
• Temporary housing sources
• Carpenters
• Electrical contractors
• Heavy equipment providers
• Local utility companies
• Emergency communications
• Local Red Cross
• Area Disaster Relief Office

Distribute your plan to everyone involved. Make sure each team member understands his or her particular assignment and how it relates to the overall emergency management strategy.

Periodic meetings of the E-team should be held to review plans. This is especially critical as your event nears. Discuss specific situations and how each member should respond. Disaster drills may seem somewhat outlandish but they could prove to be valuable should you need to put your plan into action.

It is not enough to communicate the plan to your own staff; it must also be shared with others involved. Be sure the facility, contractor, decorator and host city officials know your plan. Check to see if any of these groups might also have a plan. If so, it will be necessary to determine who will be in charge should something go haywire. There can only be one boss. Make certain you agree who will have oversight. Too many groups trying to play boss will only exacerbate the situation. Develop a communications plan that will include everyone. A pre-event meeting with all staff to review the plan should be a requirement for all events.

Thousands of events are produced each year without a hitch. The odds are that your event will be glitch free. But the extra effort required to be prepared when confronted with a crisis will enable you to respond in an organized manner, rather than to react in confusion. "Be prepared" -- a good motto for everyone!