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Managing Event Attendees

You can do all the planning in the world for your upcoming event but there are some factors that are outside of your control and no matter how well organised you’ve been in the lead-up, things can easily not go to exact plan on the day through no fault of your own.

Managing attendees for the event is not an easy task, there is always the fear that people won’t show up but on the flip side, there is always the chance that more people will attend than you had planned for.  So here are a couple of pointers to keep your attendance list in order.

event-planning- attendees

Poor Turnout

Let’s be honest, people are unpredictable and can be ‘flakey.’  It is every event planners nightmare to have poured blood, sweat and tears into organising an event that no one decided to show up for.  While you don’t have full control over other people’s actions there are some things you can do to increase the turnout success for your upcoming event:

  • Always Charge For Tickets – People’s level of commitment increases when they have to hand over their hard earned cash so even if you donate the proceeds to charity, ensure that attendees make a commitment by purchasing their tickets in advance.  This will give you a better idea of numbers for the event to guide you with your marketing efforts and should significantly reduce the number of dropouts on the day.
  • Send Out Reminders – We all lead busy lives and it’s easy for things to get lost in our calendars as well as us forgetting to put them in altogether, or potentially booking them in under the wrong date!  Sending out a series of reminders in the lead up will keep your event at the forefront of people’s minds and also help with rapport.
  • Oversell – There will always be emergencies and things not only outside of your control but also that of the attendees.  With this in mind, it’s best to assume that you will have a 20% dropout rate from those who have confirmed their attendance.  Always aim higher on numbers, oversell tickets or keep a reserve list or standby list depending on the nature of the event or capacity of the venue.

Queues

Although us British might be good at it, nothing annoys us more than having to queue.

  • Make sure there are adequate toilets to serve the number of attendees.
  • Consider an entry management system to ensure people can access your event easily and get through the door quickly.
  • If you’re offering a self-service food station then stagger food service times so that queues so that not everyone is huddled around the station all at once.
  • Ensure there is enough entertainment to keep people occupied throughout.
  • Keep an eye on your numbers in the run-up to ensure you have enough staff and facilities for the number of attendees, this will allow you to upscale if necessary.

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