Dealing with Uncertainty: Navigating a Trade Show Host & Co-Host

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Discussion Overview

This thread explores the challenges and frustrations faced by participants when dealing with uncertain communication from trade show hosts and co-hosts. Participants share their personal experiences regarding the difficulties of securing commitments and the emotional toll of waiting for responses.

Discussion Character

  • Anecdotal
  • Opinion-based
  • Exploratory

Main Points Raised

  • One participant recounts a series of attempts to contact a co-host, expressing frustration over the lack of communication despite the host's initial interest in holding a show.
  • Another participant shares that they do not feel paranoid for wanting clarity from hosts, noting that being ignored is more upsetting than outright cancellations.
  • One participant expresses a desire for hosts to be more communicative, sharing a message from a host that indicated confusion about coordinating with a co-host.
  • Another participant reflects on a similar past experience where a show did not occur due to poor communication from the host.
  • A participant describes a frustrating situation where they arrived at a host's house for a show, only to find no one there, highlighting feelings of rudeness and lack of honesty from some hosts.

Areas of Agreement / Disagreement

Views differ among participants regarding the emotional impact of uncertain communication from hosts. Some express frustration and a desire for clearer communication, while others share similar past experiences that reinforce these feelings.

Contextual Notes

Participants are sharing personal anecdotes related to trade shows, focusing on the emotional and logistical challenges of working with hosts and co-hosts who are unresponsive or unclear about their intentions.

Who May Find This Useful

Consultants who have experienced similar communication challenges with hosts and co-hosts may find these shared experiences relatable and validating.

cmdtrgd
cmdtrgd
Gold Member
Messages
4,935
Okay, quick overview:

1. met the host at a trade show
2. called and set a date
3. emailed, called, left messages...
4. emailed and called asking if she still wanted to do this
5. she emailed me back saying yes, we want to do this and with a name, wrong email address (got the right one) and cell number to the co-host...can't remember talking about a co-host, but I do forget things
6. left about 5 messages for co-host
7. called original host tonight and said I can't get ahold of co-host (even though she is supposed to have a less hectic schedule) and checked number - right number. apparently co-host has been asking if/when I will contact her.
8. wouldn't you know it? the co-host was calling her right then?!?
9. host popped over to other line to see what was going on with the co-host
10. left me on hold for 10 minutes
11. called host back and said if I didn't hear from either by 5pm tomorrow, then I'll assume Saturday's show needs to be rescheduled...also said if she changed her mind about having a show it is okay, just let me know

k....so.....am I being paranoid? I wouldn't be so upset if she didn't keep telling me she wants a show?!?
 
Do you really think it was best to title the post "opinions needed"? That is a dangerous thing around here!

Don't think you are being paranoid at all. I've had a few hosts do this to me and it is down right irritating! I agree with you that I'm more upset if they keep ignoring me than if they just tell me they want to cancel. That I can handle. When people ignore me, it makes me a bit paranoid, too! I would love to charge a "late cancellation fee" to these people, but I know that probably isn't such a good idea and I'd never get it anyway!

Oh well... you've put the ball squarely in her court. Let her make the next move.
 
  • Thread starter
  • #3
I don't care if she cancels, I just want to know! And, the fact that she emailed me last week and said...well, here it is:

Yes, we are still interested in the party on June 9th sorry about not getting back to you. I have been having trouble touching base with the other host. We have opposite schedules and with her working and me in school it has been hit or miss. However, we have decided that you correspond with her since we will be having the party at her house and I am absolutely clueless about what is going on and what will work for her. Her name is Ashley and her email is XXX and phone number is XXX. Sorry it took so long to get back to you. And she can just leave me messages that way and I will just go along with it. See you on the 9th.
 
  • Thread starter
  • #4
Oh, and I decided to put the title as is so I COULD get lots of opinions :D
 
My opinion: Since history repeats itself, I'll wait for the rerun.
 
Sounds oddly familiar to a situation I had in February. The show did not happen.
 
I think you have been lucky so far. I had a similiar thing happen to me - met at a craft fair, she booked, supposedly mailed invites, then was MIA for a week. Finally reach her on the phone the day before the show and she apologizes for not responding to phone calls and emails. I think 'OK' but tell my DH things don't feel right. Day of the show, make dessert for host then pack up everything to travel for 40 minutes in pouring rain. Arrive at host's house and no one is there! Decide to sit in driveway and wait for 30 minutes and try to be patient as I think maybe she had an emergency and will be right back. No one shows or calls me and have never heard from that host. Also, the best part is I had to pay a sitter that day because DH had a previous work commitment.
I think the hardest thing for me to accept is that some people are just so rude. I just wish she could have been honest with me. Thanks for letting me vent!
Jackie
 

Frequently Asked Questions

What should I do if my trade show host cancels at the last minute?

If your trade show host cancels at the last minute, it's important to stay calm and have a backup plan. Reach out to your co-host or other team members to see if anyone can step in. If not, consider adjusting your booth setup to accommodate the change and ensure that you can still engage with attendees effectively. Communicate with your audience through social media or email to keep them informed about any changes.

How can I prepare for unexpected challenges during a trade show?

Preparation is key to navigating unexpected challenges at a trade show. Create a checklist of potential issues, such as equipment malfunctions or low attendance, and develop contingency plans for each. Ensure that both you and your co-host are on the same page regarding roles and responsibilities. Having a flexible mindset and being ready to adapt will help you handle any surprises that come your way.

What strategies can I use to engage attendees if my co-host is unavailable?

If your co-host is unavailable, focus on maximizing your own engagement strategies. Use interactive demonstrations, offer samples, and encourage attendees to participate in activities at your booth. Utilize social media to promote your presence and invite attendees to visit you. Additionally, consider having promotional materials ready that attendees can take with them, ensuring they remember your brand even if they don’t engage directly.

How can I effectively communicate with my co-host during the trade show?

Effective communication with your co-host during the trade show is crucial. Establish a communication plan before the event, including designated times to check in with each other. Use walkie-talkies or mobile messaging apps to stay connected throughout the day. Make sure to discuss your goals and strategies beforehand so that you can support each other and address any issues as they arise.

What should I do if I feel overwhelmed during the trade show?

If you start to feel overwhelmed during the trade show, take a moment to step away and regroup. Find a quiet space where you can breathe and refocus. Remind yourself of your goals and the reasons you are participating in the event. If possible, delegate tasks to your co-host or team members to lighten your load. Remember, it’s important to take care of yourself so you can effectively engage with attendees.

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