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Organising a huge event is a lot of work for any organisation. There is so much to plan and prepare for, from safety to crowd control to refreshments. Here’s a guide to what you need to do when preparing for any event to make sure it is a success.
Choose a Suitable Venue
Choosing the right venue is the very first thing to arrange. It may be a conference centre, a stadium a field or anything else, and it will depend on the size and scale of your event.
Start looking well in advance, and when you find the ideal venue, book it early so you can start planning the details.
Wherever large amounts of people are expected, you will need to have a crowd control system in place, and there are many options to consider when it comes to crowd control and queue management.
You can choose from different types of barriers depending on your needs. Belt barriers are quick, simple and effective, while rope barriers are another option to consider to help keep queues orderly and prevent overcrowding. Sturdy chain posts can be used to define zones, and various heights and sizes are available.
Have a look at the options for crowd control, and speak to a specialist to find out what they recommend for your event.
Safety and Security
Safety is paramount at any large event, so make sure there are people trained in first-aid in attendance. People can suffer all kinds of minor accidents and health issues, from small cuts to heatstroke, so you should ensure you are prepared.
If you are expecting a lot of cars to turn up, make sure you have a plan in place to control the roads. Inform the police about your event so they know what to expect, and hire plenty of people or use trained volunteers to help manage traffic and parking.
People are going to get hungry and thirsty at your event, so make sure you prepare for this. Depending on the nature of the event, you may charge businesses to sell food and drink at your event, or you may simply give away free bottles of water. Just make sure you have planned for this so everyone is comfortable.
Make sure there are enough toilets for everyone. You want to be able to avoid huge queues, which can ruin any event for your attendees. Consider hiring portable toilets if you are holding an event outdoors, and make sure there are enough for everyone.
Prepare for the Weather
If your event is outdoors, you’ll be at the mercy of the weather, but you can still plan to reduce problems caused by the rain or sun.
Make sure there are covered areas outdoors to provide protection from the rain or shade from the sun. You may hire some tents just in case that you can use if they are needed on the day. Just make sure to prepare for any eventuality.
Get Ready for Your Event
These are some of the main things you will have to focus on when planning your event. Make sure you start early, ideally many months in advance, in order to plan everything because the success of your event will be in the details.
And make sure you take safety and crowd control especially seriously to reduce the chances of any problems occurring on the day.