Logistics is a critical element in organizing concerts, symposiums, and other social functions. Miscommunication with concessionaries and technical mishaps quickly disrupt a smooth program. For this reason, an event’s success largely depends on the activities behind the stage.
One key aspect of event logistics is crowd management. You want your guests or audience to have a good time and safely move around the venue. Here are some tips to help you achieve this:
Prep the Venue with Barricades and Signage
If it’s their first time setting foot on the premise, guests may find it difficult to navigate. Help them know their way around by setting up signs that point to the restroom, registration line, and seating area. Also, create staff-only markers to prevent the attendees from entering restricted areas. Make sure the signage is printed in clear letters and easy to spot.
Besides putting up signs, place barricades around the site to tighten security and ease traffic.You can use steel barriers to limit the number of access points. The temporary fencing will enclose the area, creating a funnel that allows you to monitor who’s entering the building. This especially works when you expect a large number of attendees. Also, set up retractable belt barriers inside the premises to keep an orderly registration queue.
Have Ushers and Security Personnel On-Hand
Another way to guide guests to their seats and other locations is to assign ushers at different points in the venue, including the entrance, exit, VIP section, and registration booth. They won’t only give directions but also provide assistance to attendees who need them, such as elderly persons and individuals with disabilities. Your staff may also be tasked to lead performers and speakers to the stage and back for a smooth program flow.
As for everyone’s safety, have security officers co-manage on-site operations. This particularly applies to events with at least a hundred guests and with important public figures attending. Whether they’re provided by the venue or hired through a third-party, your special personnel will screen attendees for hazardous items and take care of unruly behavior. They’ll also call for law enforcement or an ambulance if there is an emergency.
Create an Emergency Plan
Even if it doesn’t happen, expecting the worst scenario can save lives. For fires, earthquakes, and other disasters, create an evacuation system to ensure that everyone can leave the premises safely. The first step is to check if all emergency equipment and exits in the venue are working or accessible. Then, organize the escape route. You can work with security officers to help you design an efficient evacuation plan.
Keep the Venue Capacity in Mind
If you allow late registration and walk-ins, consider how many people your venue can accommodate. You want to avoid overcrowding, which could lead to stampedes and other similar accidents. For events with standing crowds, the floor space per person should be 5.40 square feet at most.
Also, make sure that the permitted volume of guests match with the emergency plan you created so everyone can escape quickly without getting injured. A large number of attendees results in narrower exits, which slows down the evacuation process.
By ensuring everybody’s safety and comfort, you’re one step closer to a successful event. You can now start working on that seating arrangement and shop for barricades, like the retractable belt barrier.