How To Handle a Large Number of Audiences in an Event?
One of the most difficult challenges for event organizers is handling a large number of audiences in an event. While face-to-face events are now allowed in the country, the Philippines, a large number of audiences adds to their tasks as event organizers.
Hence, the following are the ways to handle a large number of audiences in events:
#1 Know the “whats” for the event.
At first, you have to know everything about the events — the celebration, attendees, speakers, themes, purpose, etc. — for you to be able to get on the same page about the event. This will let you know how much you will be needing for the event, the necessities, whether you will include digital and augmented reality and even the number of people for your team for that specific event. Knowing all these, you will be able to set a plan for the event.
#2 Set the date.
Make contact with the top executives of the organization hosting the event. As you will be communicating with their executive assistants the most, establish friendly and cordial relationships with them. They are your go-to person for important participants and administrators of critical planning calendars. When the date is set, begin contacting workshop leaders, speakers, and entertainers. Have a wide range of outstanding selections for each VIP level—their schedules fill up quickly.
#3 Plan Setting.
After knowing everything about the event, you may now set plans. As event organizers, you may consider conducting f2f and virtual events. Whichever event you will be conducting, make sure you have plans from A to Z to avoid mess and inconvenience, for you will be serving as one of the organizers of the hybrid event in the Philippines.
#4 Communication is the key!
Once you have set your plans, you have to address your plans to the stakeholder and event-holders. This will let them know the things to be excluded, or there might be more things to be added to the program. Anyway, you will have to know if it will be face-to-face or virtual/hybrid events since some events are still prohibited in our country, the Philippines.
#5 Assign tasks to the team.
Each member of your team has different talents and limitations, as well as different areas where they can improve. Make use of your team's distinct strengths and working methods. Some people love making contact with speakers and exhibitors. They can check in with contacts, organize schedules, and obtain the information you require without being intrusive. Charge your most creative staff members with selecting the closing meal theme or background music.
#6 Learn to say “no”.
It takes practice to learn to say "no." You may also have to say "no" to speakers and presenters who request more time or expect an A/V setup that lingers for a quite long time. Yes, you please people as part of your job, but you have to make sure whatever has planned shall be followed. You may pause to think before replying to requests. Consider whether the request is necessary for the event or supports the event's objective. If it does not, politely but firmly inform the requester "no" with a concise reason.
#7 Manage the unpredictable.
During the event, it is normal to see unpredictable scenes. This is the most crucial part for event organizers. For you to be able to address unpredictable events, you must create plans anew. If unexpected events happen, you will need the whole team. Remember that two heads are better than one. You surely will come to the best solution when you work as a team.
Waveplay Interactive, the onsite and virtual events provider in the Philippines, has been managing events with these issues. These 7 ways of handling a large number of audiences are the things they follow to provide a professional service to audiences, facilitators, and stakeholders with excellence. If you want to have the same work, you must follow these.