Attendee management controls registration, admission and ticketing systems, whilst facilitating the movements of people within and outside of the event.
Attendee management can be achieved through the following strategies.
This is where organise structures for who to admit and how to admit them. It involves ascertaining the range of the event and which type of people will attend. You decide which admission and control measures to employ. You need to specify admission credentials and select suitable technology for use in the admission process eg. fingerprint scanning or identification cards.
Admission systems are established to enhance the registration process. This includes ticketing systems and appropriate seating arrangement. Allocate VIPs and stakeholders designated seats, preferably at the front. The ticketing system can generate the seat number to enhance efficiencies and save time. Allocate a strategic and easy to find place for service deliveries.
You need to decide if housing is required for some attendees and whether to reserve the rooms or not. It is easier and more affordable to place people in groups and negotiate on their behalf. Make sure you monitor the pickup times from the housing.
Managing crowds is essential to maintain the security of the event. Arrival and exit times must be determined and communicated clearly. Specific entrance and exit points are needed to keep track of who moves in and out of the event. Queues management conduct security checks as people enter the event and ensures order to avoid people crowding and entry arguments. Movement needs to be controlled to prevent unnecessary disruptions.
Managing the crowd is essential. Clear policies and expectations need to be communicated to everyone and adequate space, facilities and services allocated. This prevents overcrowding. Adequate services such as washrooms needs to be ascertained to cater for estimated numbers. Monitoring systems and personnel to keep track of the crowd is important. Employ an effective response team that reacts promptly in case there are any issues.
Attendees and people in general are important assets, as without them, there would be no event. Effective management of the people determines the success or failure of an event.