It requires all types of events regardless of their nature, to have a strong and effective crowd management plan in place to ensure the safety of attendees, including visitors and staff. The presence of a large number of people in the same place can lead to significant risks that may have serious consequences if not controlled.
so, a good plan must be put in place to secure those crowds and manage small and large challenges while maintaining the security and safety of the event. The larger the event, the more important it is to control the crowds.
in this article we present the best practices and plans that can be followed to control crowds at exhibitions and various events, which will help achieve the goals of the event safely and easily.
1. Develop a vision for the event
This is the first and most important step in event planning, as it saves time in the planning process. This stage involves developing a vision for all elements and activities of the event to determine the appropriate planning for it. It is important at this stage to consider the following factors and evaluate how each of them will impact the event:
– When will the event take place?
– Where will the event be held?
– What is the expected number of attendees?
– What are the elements that need to be provided to organize the event?
– How many event staff members are needed?
After obtaining answers to these questions, a suitable plan can be put in place to manage the event crowds.
2. Discuss with relevant parties
Managing crowds is an important part of event management as it helps create a safe and enjoyable event for everyone. it is important to consult with key individuals both inside and outside your event team, including:
– Department heads
– Team leaders
– Venue owners
– Local authorities
– Emergency services
– Adjacent and affected parties
All of these parties will help you develop contingency plans in case of errors before and after the event and discuss these alternative scenarios with the relevant parties.
3. Understand your target audience
Understanding your target audience and estimated attendance is a significant challenge. estimates should be based on the nature of the event, taking into account participation rates in previous events, previous ticket sales, and similar events, as well as weather conditions and holidays. Planning should be done accordingly not only for attendees inside the venue but also for guests outside if there is a possibility of exceeding the available capacity.
In addition, it is essential to ensure that the event venue can accommodate the expected attendees and meets their requirements, such as travel routes, transportation, and facilities. The location of the venue should be easily accessible without the need for a lot of guidance and explanation. In short, careful planning is necessary to ensure that the event meets the expectations of the target audience, meets their needs, and provides them with a unique and successful experience.
Also read: How to get companies to sponsor your event?
4. Risk Assessment
Possible risks in events can be assessed by anticipating the behavior of attendees, such as the presence of a rush or flow at certain times, and identifying potential risks, such as malfunctioning equipment and fire threats. This requires special considerations and a precise planning process.
Generally, crowd safety is related to their movement, and ways must be identified to manage the movement of attendees safely, whether they are gathering in one place or moving around the event. Possible ways to achieve this include:
– Organizing the entry process
– Placing traffic barriers to separate pedestrians from vehicles
– Using fencing to keep emergency access routes free
– Appointing a team responsible for entry and exit operations
– Ensuring that all pathways are well lit
– Keeping main attraction areas free from obstacles
– Putting up signs and instructions to convey information and avoid risks
– Using modern techniques to speed up the registration process and required procedures to reduce congestion and human traffic
– Developing a comprehensive plan for managing parking to minimize any chaos.
In summary, conscious plans and procedures should be put in place to manage potential risks in events and organize the movement of attendees safely. This requires precise planning and cooperation with relevant parties to ensure attendees’ safety and the event’s success.
5. Relying on Signs
Placing signs and displaying them prominently is one of the most effective ways to communicate with attendees and convey informative messages about the nature of the event and its location. This method is one of the easiest ways to deliver general and security-related information, so signs should be placed where they can be seen from afar, and attendees should be enabled to access maps to guide them to alternative routes within the event venue.
In addition to signs, modern devices such as interactive screens can be used to achieve more interactions between attendees and organizers. Interactive screens offer unique features for both attendees and organizers alike and also help to increase interaction and participation among attendees. Interactive screens can be used to display maps, information, pictures, and videos related to the event and interact with attendees directly, creating a fun and interactive atmosphere within the event.
In summary, the focus should be on relying on signs and interactive screens to effectively deliver information and achieve more interactions between attendees and organizers, which helps to make the event a success and provide a fun and safe atmosphere for attendees.
6. Communicating with the Team
Having a clear communication plan between team members inside and around the venue is essential to avoid difficulties in managing crowds. Communication devices include two-way radios, which are the most reliable way to communicate, mobile phones and verbal messages, which are more suitable for small events and occasions.
The team should agree on a single official language to be used during the event to effectively and quickly convey all vital information, and agree on codes and names to ensure there is no confusion, especially in emergency situations.
At Creativity Experts, we provide crowd management services for various types of events and offer integrated solutions and innovative ideas to limit peak hours and organize the event as required. We use the best methods and approaches to effectively execute and manage the event. For more details, you can contact us.
7. Evaluation
Once the event is over, it should be evaluated by the team, and this stage should be treated as important as the initial planning process. It should be done immediately after the event, where the events are still fresh in everyone’s minds, and the methods that worked well and those that can be improved should be evaluated, along with noting down a set of observations and lessons learned for reference in future events.
In addition to evaluating the event with the team, feedback and opinions from attendees about the event should also be gathered through sending surveys or listening to their comments and suggestions during the event. This feedback can be used to improve future events and better meet the needs of attendees.
In general, evaluation should be an integral part of the planning and organization process for any event, as it helps to improve methods and achieve desired goals more effectively in the future.
Read also How to Manage Crowds at Different Types of Events.
