HOW TO DEAL WITH EMERGENCIES

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WORK FOR RECEPTIONISTS

Everything needs to be professional! --Appearance --Manners --VoiceDo not panic, keep calmTry to have all necessary information

on hand

WORK FOR RECEPTIONISTS

Guiding the attendees

Controlling the time and order

Distributing stationery

Dealing with emergency

EMERGENCY CASES

IN CASE OF POSSIBLE PROTESTS, PLAN TRAVEL ROUTE WELL AND NOTIFY RELATED PERSONNELS

MARK OUT THE RESPONSIBILITY

SPECIAL NEEDSex: Wheelchair

Registration: allow a box where special needs may be specified

Accommodation: hotel must be notified of the special need and arrange accessible room

Travel: transportation must be able to accommodate wheelchair

RESOURCE SCHEDULING PROBLEM:CONFERENCE ROOM

 

＊ Check facility and capacity of new location ＊ Place the change notice visibly

＊ Negotiate for compensation

Incident: Conference room is booked by two organizers at the same time and even worse, you are informed of room change.

CAPACITY PROBLEM

＊ Sign up beforehand

＊ Identify hot topic and popular speaker

The room is not big enough to accommodate the unexpected turnout.＊ Change room if possible

Incident:

＊ Arrange for televised broadcast

Precaution:

MEDICAL MATTERS

＊ Call hotel security for help

＊ Seek paramedics

Incident: A participant falls down during the session.

Precaution:

＊ Have emergency contact numbers in place

＊ Staff should receive CPR training

BANQUET: PEOPLE Incident: 60 participants are estimated→ In fact, there are 70 people on site

Solutions:1. Inform the caterer in charge2. Add seats to the tables 3. Send the guest to another

restaurant

BANQUET: TIME

Incident: The preparation of the hotel is not ready→ The original time is postponed

Solutions:1.Start with the prepared dishes2.Serve some other food ex: dried fruit, snacks…

BANQUET: ROUTE

Incident: 2000 people are going for lunch→ Escalators are overcrowded

Solutions:1.Reserve more elevators2.Reserve the lunch room and the

conference room on the same floor

REARRANGE ACCOMMODATION

Suddenly, you got a phone call from the hotel... Sorry, we don’t have enough rooms…

PRECAUTION

Cooperate with well-established hotels

Check with the hotel beforehand( four months or more), stay in contact with them about number of rooms required

Include reasonable compromising or compensation clauses into the contract

DURING THE CONFERENCE

Keep calm Act according to the compensation

clauses to dispel related doubts Make a priority list for rearrangement

to nearby, appropriate hotels A sincere apology and a reasonable

compensation for relocated guests (such as a fruit basket)

CONCLUSION Predict possible accident → prepare in

advance Consider preparation from the angel of

participants Recheck facility & keep contact with

cooperating companies Handle the incidents with flexibility and mobility

Be active, keep calm, always communicating and remember you are representing the activity