People don’t attend your event in anticipation of its quick lineups and spotless restrooms. But these particulars affect how your guests feel, which ultimately determines how well your event goes. Additionally, each and every minor logistical choice you make matters when organising a festival.
Use these five certain methods to organise an excellent festival so you don’t lose guests due to a poor on-site experience.
1. Use a thorough site map to visualise the area
Making a thorough, scaled sitemap of your whole area is the first stage in your on-site logistics preparation. This entails organising not just the locations of each vendor, stage, and restroom, but also any additional space needed and a safe place to keep cash and other valuables. Walk around the area to see where the key sights will be during the day. Check to see whether the paths and areas can hold the anticipated numbers. Then, in case the traffic flow catches you off guard and causes a bottleneck, have a backup plan.
Remember that in order to bring their own equipment into and out of the event, merchants and performers will require their own entrance points. The festival’s hidden spaces, such as the kitchens, loading docks, and backstage sections, also need meticulous design.
2.Flow of plan entrance
The place where queues and crowds are most likely to develop is at the festival’s entrance. Map out the traffic flow once again, beginning at the parking lot or bus stop and continuing through the gates to the merchants or stages.
Make a plan in advance for handling your largest surge of check-ins. Consider how you’ll staff the area and how you’ll modify for the amount of the attendees. Make sure there is a barrier to guide fans into your check-in area smoothly. Additionally, prioritise security checks above ticket scanning since bag checks take longer than ticket checks.
Consider yourself a participant as you go through this process. What would make your life simpler? Would you appreciate the ability to covertly dispose of illegal materials in a “amnesty box”? How about a customer service counter directly inside the entrance to guide you?
Don’t forget to take into account a different, quicker entrance procedure for VIP visitors. You’ll also need a method, such as unique RFID wristbands, to distinguish festivalgoers who are going on various days.
3. Organize volunteers and the local personnel
Staffing access points and customer service areas within the event is essential to designing a seamless experience. After hiring volunteers or assigning staff, encourage teamwork by outlining how each individual is assisting in the success of the event. Next, give each person a clear assignment to do in order to prevent misunderstanding on the day.
To keep the lines moving, you’ll need devoted team members to verify wristbands, IDs, and baggage. Employ line barkers to ensure that attendees are in the proper lines and are prepared with their IDs or tickets. A trustworthy employee should be assigned to distribute and maintain precious merchandise like VIP lanyards and RFID wristbands. Assign another staff member with event technology skills to assist with troubleshooting at the gate.
As you give tasks and responsibilities to your festival employees, don’t forget about security. Make sure security is aware of the precise methods and items you want them to be looking for. Most essential, make sure there are enough of them since jumped fences may lead to unsafe congestion in addition to lost money.
4. Purchase the appropriate check-in gear.
Your logistical success will rely on having the appropriate equipment and understanding how to utilise it, in addition to having trained, motivated people. At the gate, a huge number of visitors must be rapidly processed by your scanning equipment.
Additionally, locations where people would gather, like as picnic areas, should have stable WiFi. As they take a break from the events, nothing will stop them from posting about your festival on social media. Make sure your WiFi and equipment have a direct power supply, as well as a backup source in case the primary source fails.
5. Adjust your plans as needed on festival day.
Finally, the day of your festival has arrived, but your preparations aren’t complete. Give volunteers a short, last-minute refresher on the venue’s setup and equipment. Verify that the equipment was properly unloaded and put up by walking around the whole area. Check that no obstructions are blocking emergency exits and go through backup preparations with your team.
Keep an eye on important statistics like check-in, walk-up ticket sales, and overall attendance all day long. You may modify your plan and reroute resources or traffic flow as necessary with real-time monitoring.
If you plan for all of these details, your festival will be enjoyable and trouble-free, and your fans will gush about it for the rest of the year. Check read this article on creating an on-site logistics strategy for further advice on how to organise a festival.
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