It is a truism because it is true—there is only one chance to
make a first impression. Imagine the mood of the attendee who walks
into a sales’ seminar after first struggling identify the building
hosting the event, then teetering across an icy pathway, only to be
held up in the snow while the registration desk processes the names
of the hundreds of guests in front of him. This attendee is unlikely
to be in a receptive mood and will probably assign a similar degree
of inefficiency to the agency hosting the event.
An event manager can’t control the weather, but he can make sure
that access walkways are cleared of mud, rain, ice, snow, etc., and
that non-slip carpeting is in place in strategic areas. He can ensure
that there are enough signs around the general event venue and in any
parking lots that attendees will use to point them easily toward the
event’s entrance(s), including wheelchair accesses. He can provide
sufficient crowd-management staff (linked via--and who know how to use--walkie-talkies)
to efficiently give out event programs and info kits, direct guests
to registration tables, coat checks, and event areas. He will have placed
the coat check where it does not act as a bottleneck to site access,
and will have enough racks, hangers, umbrella buckets, coat check tickets,
and will have assigned extra staffing for the key arrival and departure
times.
Properly managed crowd flow creates a very positive first impression.
Most people have some underlying anxiety when they arrive at a new location,
so the reassurance provided through clear signage, the easy availability
of well-informed staff close at hand, and a speedy, orderly entry and
registration will give guests a sense of ease and comfort, creating
a receptive attitude to the intent of the event’s organizers.
| Ottawa Conventions.com
Event Planning 101
Chapter 7: Registration & Arrival
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