An event or workshop hosting a large number of people needs to be highly structured and coordinated to run well. If rooms are not marked well or schedules are incoherent, things may start to get out of hand.
One of the first things organizers need to do is confirm that all room specifics are labeled clearly. One can easily get lost in a sea of people heading in different directions. This is especially true if there are many conference rooms in a large event hall. Organizers should post signs pointing people in the right directions, and they should also have signs posted at each door, clearly marking the subjects of the talks or workshops scheduled to go on inside. This will help keep participants in the right places at the right times.
It may be a good idea to have some of the event staff on-hand in clearly marked locations to help direct people. Attendees will feel more confident and comfortable when they know they are being taken care of by staff.
A well laid-out and organized schedule is perhaps the most important tool event organizers can provide at the event. Each attendee should be in possession of a schedule, and schedules should also be posted:
• On doors
• In elevators
• In hallways
• On large signs in the main rooms of the conference center
This will keep people on time and ready for the workshops they wish to attend. Schedules should include breaks for lunch and dinner, plus short descriptions of what each workshop includes.
If one particular workshop is anticipated to be very popular, it may be a good idea to hold more than one session, perhaps back-to-back. This will help keep the event flowing and encourage attendees to go to other, less popular workshops around the same time. Organizers can also have attendees register for more popular events in advance and issue tickets to those events. If it is not possible to hold a workshop twice or issue tickets, organizers should make it a keynote event in the largest room available. This will keep everyone happy and confident that they received the best possible experience.
The best events and workshops are well organized and full of insider knowledge that help attendees feel self-assured. Signs should be abundant, and schedules should be clear if the event is to be a success. This is bound to keep everyone, from the speakers to the attendees, satisfied with the outcome.