If you have ever had a bad experience of attending an event and getting lost or confused in the process of getting there, these are some suggestions on how you can avoid that in your own event planning. It is not as simple as preparing sign boards and placing them all over the venue for your event to be visible. Some events are held in large places that may have more than one event or even an event held in a location that may be hard to find. All these require good planning strategies on how to get your participants and attendees to the right location at the right time by the event management organizer.
Managing mass traffic in an event
An event attracts a multitude of attendees and participants, the larger the event the more complicated the traffic flow.
1. Plan your area requirement – should be the first thing prior to planning your signage. On your floor plan for the event establish the areas you will need for your event. It is a good idea here to have an event management system that can also help you plan out your floor space.
2. Planning your routes – does not just include directions on how to get to your event but also other less often thought off requirements such as event information counters, optional food and beverage counters and traffic flow especially for buffet style caters, booth layout information (for trade shows), washroom facilities, registration counters, participant and attendee areas and a whole lot more. Again an event solution should be able to record each sector and the traffic flow in the floor plan.
3. Dealing with sponsored signage – as most large or even mid-sized events do have some form of sponsorship or other. These are your business affiliates and importances on placing their signage are just as important as direction signage and require a strategic placement within your event.
4. Determine the quality of your signage – is vital as you do not want signage that bleed when it gets wet in the rain, flies off the wall or board where you have placed it, gets blown or knocked over or even worse is too small to be seen.
5. Signage on your event brochure – is the first indication of directions for getting to your event and a plan for where everything is going to be located. Strategizing on your brochure for the event requires careful planning to make sure you do not leave anything out and that your attendees know what to expect when they get there. Be careful on how names of places, rooms and landmarks are clearly stated in the event map.
Any event company and even event Malaysia companies can benefit from an event management solution that can save time and frustrations in this signage planning stage. A good signage plan is one of the event management’s best practices.