How to make people feel good (and safe) at your event

As you know I am a strong advocate of designing and executing your event around people: their safety, security and comfort.

Many times event managers concentrate too much on the entertainment, decorations, food…and once the guests arrive their event management job seems to reach an end.

The event looks stunning, yet the atmosphere is lacking . People are walking around angry, lost, confused…

I have seen these mistakes being made by the top professionals in the field, and at the most extravagant events. I can never understand why they would invest thousands of dollars in food, designer furniture, light and then nothing at all in staff and security.

So I came up with a few tips on how to make people feel really good (and most importantly safe) at your event . I hope it will help you.

Safety and security

People need to feel secure and that is a number one priority. As an event organiser it is your responsibility (by law), to make sure all the safety procedures are in place. You are legally obliged to have clear emergency exit signs , fire extinguishers, medical staff on the site.

Defibrillator

This small equipment is of an utmost importance. My mother was a nurse manager of a large hospital but also organised large pharma events and medical gatherings and she was one of the strongest advocates of having the defibrillator on site. ALWAYS! It is a very simple machine- you do not need a specific training. Once switched on, the monitor displays all the information and the automated lector guides you where to place the electrodes and how to act. All you have to do is follow the simple instructions step by step. It will detect the heart rate and tell you if the electric shock is needed in the first place. It will monitor the pulse and instruct you if you need to use it one more time. When you are awaiting for paramedics, this simple and small equipment can literally save lives. People are afraid of having it, using it . PLEASE DO NOT. In any gathering of people (small or large) you need to be anticipating and prepared. Safety and security is number one! Anybody can suffer a heart attack at any point and we as event organisers MUST BE prepared for all eventualities! (Hotels , venues, restaurants should also have one and those that do not- PLEASE GET ONE AS SOON AS POSSIBLE)!!!

Information

People like to have all the necessary information, so that they do not have to ask time and time again and feel lost. They should get all the information in advance, or at least upon arrival. Where are the food buffets located and at what time we are being served. What selection of drinks is being served at the cocktail bar and where are the bathrooms located (this is super important). Let people know- a few times. Send an informative email before the event. Then make sure the welcoming or registration staff guides the guests and notifies them about the evening. Also, tell people about the plan for the night and the schedule once they arrive. Pick up the microphone and describe what will happen tonight, where the most important points are located. People will automatically feel comfortable and familiar. I GUARANTEE!

Good networking team

Many times you will have guests arriving solo, and they will feel lost. It is important to have special “networking” staff on the ground, to bring people together. I often walk around and spot people who stand alone, take them and introduce them to a winder group. True magic happens, I swear. Do not let your guests feel isolated.

Info points

No matter how good you are in supplying the information, or installing clear signature posts, people will always some questions. Instead of giving out your phone number and then receiving 100 calls (you will never be able to answer), make an information point visible. That way, anybody who has a question can go up and ask. This works psychologically as well, people will feel safe knowing that in case something happens, they can go up to the info point, instead of looking for the organiser in the crowd.

If you would like me to help you with you event email

pauline@hotel4meetings.com