FOLLOW THE YELLOW BRICK ROAD...

Five key points when managing guests at an event.

1. Clear Signage
   It is essential that you have good signposting for toilets, meeting rooms, key areas. Make sure you have clear signage and plenty of people on the ground to welcome and direct delegates/guests to registration, drinks reception etc. Nobody likes to feel lost and/or ‘in the wrong place. These marshalls should be clearly identifiable by uniform or badges.
   
   
2. Informed Staff
   Ensure registration staff and/or welcoming committee are well briefed for the types of guests who will be arriving and in particular any keynote speakers, VIPs, disabled guests with special access needs and/or large groups who may be attending.
   
   


3. Go With The Flow
   To aid flow of guest and to avoid congestion, it is important to have a specific area to which delegates/guests can be directed initially. Depending on the type of event this could be where reception drinks are being served, the auditorium where the formal welcome and introduction is to take place or the exhibition hall where display stands are located. It is far simpler to have flow of people who will then congregate in one area rather than forming small groups all over the venue site. If the event is to work, you need to manage your delegates.
   
   


4. Welcome
   A formal address and welcome should of course be warm, welcoming and informative. It is your main opportunity to communicate with all of your guests in an organised and structured manner. This is your opportunity to outline the agenda for the duration of the event and to set any ‘rules’ that you need to implement. This includes items such as any housekeeping issues and depending on the size and type of venue a quick roundup of the procedures and locations of fire exits, toilets and first aid points.
   
   


5. Always on Hand
   Providing guides and/or staff are on hand at all times to assist with directions, questions, late arrivals, emergencies etc. you should be able to manage the flow of people and timelines for the day effectively and systematically.
   
   
   
   If you have a forthcoming event and would benefit from specific planning advice please contact Heather Noble for an informal discussion on 07843 006984 or email heather@salt-solutions.co.uk