Channeling crowds in an organized and effective manner, minimizing delays in check-in and assuring security are major concerns for event planners, and can be confounding even for professionals. If a private party or charity event is in your future, don’t leave this planning until the last moment.
It’s easy to assure success with the proper temporary fencing, directional aids and check in/registration assistance. Additional vital concerns in today’s world are screening procedures and first-aid or “help” stations, as well as security needs and access by emergency personnel. As you plan for your event, consider the following:
- Keep your audience characteristics in mind and plan accordingly. A weekend arts fair will have a much different dynamic than a Saturday night rock concert; delegates at a corporate leadership seminar will differ substantially from the visitors to a senior citizen crafts fair, and a charity golf tourney will bear little resemblance to a school sports competition.
- Planning must incorporate all aspects of the event: patron parking, delivery, catering and set-up vehicles, and pedestrian site traffic. Weather might be a consideration, and lines can wreak havoc with ingress/egress points. If barricades are planning, they must be effective. Signage should be clear enough to provide direction and eliminate confusion, whether you are anticipating 100 people or several thousand.
- Seek to simplify check-in/registration/payment procedures at every turn, but maximize entrances if possible. Encourage advance payment; minimize will-call pickups.
- Avoid long and slow moving lines whenever possible, and plan for multiple entrances and exits, both for safety reasons and for crowd control. If an event is indoors, be aware of occupancy limits. If security procedures are required for identification purposes, bag checks or contraband, plan to funnel the crowd to multiple examination stations.
- Assure adequate paid staff or volunteer help to process the crowd, collect tickets or perform security checks. Always employ professional, trained security agents if they are necessary at all.
- Station knowledgeable event coordinators at key points to answer questions, direct traffic and intercede with problems. This is when modern digital communication devices are a godsend. Use them to your advantage. Consider a visible, accessible information booth.
- Work with venue staff or experienced event coordinators; and accede to their recommendations if there is a question.
- Just as a performance director schedules a dress rehearsal, try to have a realistic walk-through prior to the event to iron out potential wrinkles, to confirm that everyone involved knows his or her role and to ensure that the script is followed.
We at United Rent-A-Fence will do our part. As a premier partner to event management, contact us about your crowd control needs and we’ll work with you to make yours a starring production with temporary fencing, crowd barricades, screening aids and other “traffic control” devices designed to keep your staff and attendees safe and satisfied.