Organising a corporate event attended by hundreds of guests could be a logistical nightmare. You need to facilitate all of them as they move in and out of the event venue. You do not want people to get stuck in traffic since it could delay the programme. You also have to face the complaints of everyone who feels irritated because of the traffic. These are some tips to facilitate the movement of people and vehicles smoothly.
Find the right venue
You do not need to worry much about the movement of vehicles if you have the right place. Check the parking lot and the number of vehicles it can hold. If it is too small, you need to check nearby areas to see if there are parking spaces where you can redirect incoming cars. You also need to finalise the reservations of the attendees so you can compare the event venues and determine which of them would match your needs.
Assign a team for this job alone
You need to assign people who will take care of the flow of traffic. They will set and enforce the rules. They will also deal with people who violate these rules. If VIP guests are coming, the team needs to consider how to accommodate them.
Create signs
You need to place signs around the venue so that everyone knows where to enter and exit. You also need to assign parking spots depending on vehicle size. Make sure these signs are large enough for everyone to see.
Inform the guests ahead of the event
It is essential for you to inform the guests about what you intend to do to facilitate the flow of vehicles and foot traffic. If you can provide the floor plan before the event, it will help them plan what they need to do. You can also offer the rundown of the activities that will take place so that the attendees can determine the best time to arrive at the venue and not miss anything.
Offer shuttle buses
Not everyone will take their own vehicle to the venue. Make sure that you provide them with an option which is convenient. Provide shuttle vans or buses to transport people to and from the site. You also want to encourage the attendees to leave their vehicles at home if you tell them that there are shuttle buses available for them to use.
Keep your cool
The event could be challenging, and everyone will want to settle down as quickly as possible. Make sure that you keep your cool, along with the team dealing with the logistical aspect of the event. You want to hold a fun and exciting activity, and you cannot start it off on the wrong foot.
Imagine some other grand worldwide events involving thousands of people. If those organisers managed to deal with a large number of attendees, you can do the same.
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