Whether it's a small networking event or an annual conference, managing the crowd is essential to ensure everything runs smoothly. When you have a large group of people in one place, it is easy for things to get out of hand. Implementing a management strategy appropriate for the event’s size keeps everyone safe while also preventing overcrowding, confusion, and chaos that can ruin the experience for everyone.
In this blog, we will provide tips and strategies to help you master the art of crowd management.
Aligning with the psychology behind how people operate in various group sizes can be your key to appropriately navigating your event. The two main psychological concepts to focus on when developing your crowd management plan are; herd mentality and how people react in emergency situations.
The phenomenon called herd mentality refers to how people in groups tend to be highly influenced by the actions of those around them and are more likely to conform to group behavior rather than act independently. It is important to understand this common dynamic so that you can develop a layout and schedule that allows you to control the flow of traffic throughout the event.
When planning the event schedule, the most important time to leverage herd mentality is during transition times as these periods can quickly turn to chaos if not managed correctly. Waiting areas, entrances/exits, refreshment bars, or anywhere that you can expect “herds” of people to gather need clear signage, schedules and maps to direct the flow of traffic, and a trained event staff member to run point. These elements will keep the crowd informed and at ease, ultimately maintaining order.
Additionally, while it is unlikely a crisis situation will arise, it is critical to understand how a crowd will react if it does. In a state of panic, people tend to exhibit a fight-or-flight response. It is important to consider both potential reactions when developing your event’s emergency plan. To do this, have clear signage and maps in your venue and include an emergency response printout as part of your welcome package.
To manage crowds like a pro, it's important to have a well-developed plan in place that includes the following;
First, identify potential risks and hazards associated with your venue. The three buckets to assess are your venue’s structural pieces such as stairs, stages, and entranceways, production equipment such as speakers, cameras, and wires, and lastly, unexpected security or weather threats.
By taking these items into consideration you can develop a detailed plan that clearly communicates protocols to protect the safety and well-being of your attendees in any scenario. This creates an organized environment for your event while providing a sense of trust and preparedness should something unexpected arise.
Pro tip: Include a branded first-aid station in your event plan & make mini first-aid kits available.
The layout of your venue can have a significant impact on how the crowd is managed. It is important to map out the step traffic throughout the venue and plan accordingly. This includes understanding the flow of the event itinerary like general sessions, breakouts, and networking times. Be sure to also consider the physical factors of the venue, things like location and square footage of common areas, and session rooms, as well as capacity limitations and seating arrangements. Incorporating all of these elements into your thinking will set you up for success as you plan a layout to expertly manage the crowd.
You no longer have to rely on analog methods of tracking and directing traffic throughout your event. There is technology available that can help provide an optimal experience for your attendees. These include RFID tracking, digital signage, and mobile apps.
RFID tracking allows you to monitor the flow of people in and out of the event to help you identify potential bottlenecks and adjust your crowd management plan in real-time. Digital signage and mobile apps can be used to provide attendees with event schedules & maps, real-time updates and other important information. This can help reduce confusion, streamline transitions between sessions, and prevent overcrowding in certain areas of the event.
Effective crowd management creates a positive and engaging experience that ensures the safety, comfort, and satisfaction of attendees. By understanding the psychology of crowds, preparing a solid management plan, and implementing the right technologies, you can master the art of crowd management and execute successful corporate events that attendees can enjoy to their fullest.
