Given the details you need to prepare for in places like large conference venues, the biggest cause of headache is traffic, both foot and vehicular. You have to find a way to ensure the smooth movement of people and cars. Otherwise, everyone will get stressed out. Even if you managed to organize all other aspects of the event successfully, it wouldn’t be a success if you failed the logistical aspect.
No one wants to arrive late at the venue. If the first part of the conference is crucial as it involves quality speakers, expect the attendees to turn into monsters if they fail to make it on time. Given the high volume of traffic that you have to deal with, these are some tips that might be useful for you.
Plan the movement ahead of time
Even before the event, you will already have an idea about the volume of people and vehicles to expect. You can map out the traffic and decide which vehicles go in which areas. Apart from the vehicle type, you also have to consider the people you expect to come. If there are VIPs, they might need a special lane. Upon their arrival, they need to make it to their destination immediately. Otherwise, it might cause further traffic.
Create huge signs and send reminders
Before the event, you need to send a reminder to those who are coming by public transportation and private vehicles. You can even have a specific colour to determine who goes to which area. On the day of the event, you need an even bigger sign so that even those who are waiting for their turn will have an idea where to go. Avoiding mistakes can help facilitate traffic.
Place more people on the ground
Some aspects of the event need a lot of people to plan and work before the big day. For traffic flow, you need more people to be there on the day of the event. It’s important for people to know where they need to go, to prevent further delay. If attendees don’t know what to do, they can easily ask the people on the ground. The staff can also coordinate with each other, especially if there are problem areas.
Coordinate with the local government
Another important aspect of traffic is security. You will have angry people on the road. Others will feel irritated because they’re in a hurry. You will also find people who cut in so they can make it quicker. This will anger many others and could cause security threats. Therefore, you need to partner with the local government to secure police officers and other agents. Any untoward incident could ruin the event and might discourage people from attending another event in the future.
Just follow these tips, and everything will fall into place. You won’t have a hard time facilitating everyone who attends, and they will also be able leave the venue with ease.