Things will go wrong at every event. Agree in advance who decides, give each common problem a first response and a fallback, tell the event lead early, fix or work around it, and log what happened. Calm, fast decisions and a rescue kit solve most problems before visitors notice.
The difference between a bad day and a good one is rarely the problem. It is whether the team knows who decides, what to try first and what the backup is.
Framework
A simple response routine
Reference
Common issues and first responses
| Issue | First response | Owner | Fallback |
|---|---|---|---|
| A shipment is late or lost | Check tracking, call the carrier and the freight forwarder | Event lead and logistics | Use backup materials, print locally and rebuild a simpler display |
| Items are damaged or missing | Photograph, check the box inventory, report to the event lead | Setup lead | Replace locally, borrow or adapt the demo |
| The booth space or neighbours do not match the plan | Check the floor plan and contact the show service desk | Event lead | Adapt the layout and confirm the change in writing |
| No power or internet at the booth | Check the service order and contact the venue or show services | Setup lead | Use power banks, a mobile hotspot and offline capture |
| Screen, audio or demo hardware fails | Swap the unit or cable and reboot | Product expert | Switch to a backup device or a video demo |
| Scanner or capture app fails | Use the approved fallback form or device | Lead-capture owner | Paper backup, then enter data later |
| A team member is absent or ill | Reassign shifts using the backup list | Event lead | Use the floater and shorten quiet-hour coverage |
| Travel delay or visa problem | Confirm arrival and reassign roles | Event lead | Remote support for demos and meetings |
| An unplanned VIP or executive arrives | Alert the event lead and greet at once | Nearest senior person | Move the conversation to a quiet meeting space |
| An angry or difficult visitor | Stay calm, listen and move the conversation aside | Senior person on shift | Offer a follow-up and record the concern |
| A competitor or journalist asks questions | Stay polite and share approved information only | Event lead | Refer the person to the press or comms contact |
| Theft or a security concern | Secure valuables and tell venue security | Event lead | Keep a list of what was taken and report it |
| A medical incident | Follow the venue and organiser emergency procedure and call for help | Whoever is nearest, then event lead | Cover the booth and log the incident |
| A fire alarm or evacuation | Follow venue instructions and use the nearest exit | Everyone | Account for the team at the meeting point |
| A venue rule is breached or a fine is raised | Stop the activity and speak to the show services desk | Event lead | Correct it and document the resolution |
| Weather or transport disruption | Check updates and tell the team the plan early | Event lead | Remote meetings and flexible shifts |
Checklist
Pack a rescue kit
- Power banks, spare chargers and adapters
- A mobile hotspot
- Spare cables and screen adapters
- Tape, cable ties, scissors and a multi-tool
- Printed schedules, briefs and blank outcome forms
- A small first-aid kit
- Spare badges, pens and sticky notes
- A printed contact sheet for the team, forwarder, builder and show services
Worksheet
Keep an incident log
| Time and day | |
| What happened | |
| Who was involved | |
| Action taken and by whom | |
| Fallback used | |
| Cost or impact | |
| Open actions and owners | |
| Lesson for the next event |
The contingency plan for the whole event is in the Event Risk, Contingency and Compliance Toolkit. Lead capture failures are covered in the capture tools lesson.
Frequently asked questions
What do you do if your trade show shipment is late?
Check tracking, call the carrier and freight forwarder, tell the event lead, use backup materials or local printing and rebuild a simpler display until the shipment arrives.
What are the most common last-minute problems at a trade show?
Late or damaged shipments, a booth that does not match the plan, no power or internet, device failures, staff absence, travel delays, difficult visitors and unplanned VIP visits.
What should be in a trade show rescue kit?
Power banks, chargers and adapters, a hotspot, spare cables, basic tools, printed schedules and forms, a first-aid kit, spare badges and a printed contact sheet.