The present article is primarily intended for mass event organizers but of course it will be more than useful to any event organizers.
Get attendees to your event faster and smoothly by implementing a welcome and access control area. There are many possible layouts, what we propose you here is a typical space to be adapted according to each location and event type.
Download the image below to enlarge the diagram and follow hereafter instructions: Welcome-and-ticket-control.jpg (286 downloads)
1. Ticket control
If your team is large enough, it is recommended to proceed to a visual control of tickets before authorizing guests to the access control area and avoid unexpected U-turn.
Visitors without ticket will be redirected to the Sales or Welcome point 1 area, depending on the situation.
The Sales area
It can be provided, unless your event is sold out. Even though the event is sold out, some organizers will decide to allocate a small quota of available tickets on site. On the one hand, it reduces last-minute buyers’ dissatisfaction; on the other it prevents black-market sales in the area around the event. You will have to be equipped with electrical and internet access, as well as a connected terminal (computer/touchpad). For further details about Weezevent mobile point of sales solution, visit: http://www.weezevent.com/mobile-point-of-sale.php
The Welcome point
It is where any problems related to the ticketing office will be taken care. For example, you can suggest your participant to pick up a duplicate of their ticket (ticket bought with Weezevent) or a pass (ticket bought on a distribution network) by presenting a proof of identity. All you need is two workstations (computer/touchpad) with internet connection to Weezevent back-office and to a desk printer.
As a safety measure, in case of internet disconnection, 4GB USB keys are available for renting at Weezevent.
2. Waiting lines
The basic rules for any smooth access control are a complete and properly localized signposting. Signpostings installed right at the entrance of the waiting lines will prevent guests to take a wrong path. Visit the website of one of our expert partner in signposting setting-up, at:http://www.avs-communication.com/
Ex: « Prepare your ticket », instructing visitors to present their tickets with bar code ready to scan.
In the eventuality you have to install wristbands, for example, this type of information will allow you to split your waiting area into several distinct lines.
Ex: « 1-day Pass », « 2-day Pass »,
Staff at the waiting line entrance will direct visitors to the appropriate line-up when checking tickets.
It is also possible to use WeezAccess Pro monitoring terminals to check all your tickets (e-tickets and thermal tickets, from Weezevent or any distributors). There are many advantages to use those terminals such a faster training of your team in charge of ticket scanning , as well as complete statistics, available in real-time with Weezevent application.
To learn more about the Access Control WeezAccess pro system, go to : http://support.weezevent.com/weezaccess-pro/
Using our free WeezAccess mobile application, you can download from Apple Store, this access control system on your iPhone.
More details are available about this free WeezAccess mobile application at: http://support.weezevent.com/weezaccess-mobile/
It is highly recommended to divide waiting lines using crowd control barrier system. The « Z-shaped » barriers arrangement (as shown on the above diagram) has many advantages: the main one being that your guests get the impression that waiting time is shorter. It is then suggested to post clearly visible information for participants about schedule, programming and access map of your event. More importantly, the participant flow rate is more regular compared with a straight barrier path and you maintain a high level of security avoiding any crowd movement.
3. The Search – Security
Each event has its own security imperatives. In order to help eventual security teams on duty, carry out a preliminary search. The team in charge of the search/security must consist of at least one man and one woman. This search/security area is located directly after the Z-shaped barriers and before the ticket control area. This step acts as a filtering to direct attendees to the next step. It should be useful to equip this zone with waste bins to store any items own by a participant but that could be considered as dangerous.
A person who does not comply with safety criteria can be conducted to the entrance area through a closed line controlled with security officers.
4. Deposit area
A search/security officer can be placed in this area, acting as a link between the search area and the control area, while inviting participants to keep moving towards the event.
5. Ticket control area
We recommend installation of a clearly-worded sign at the ticket control area.
Ex: « Present your tickets »
The main waste of time during ticket control is due to take out and unfold of tickets. This is why we post a sign saying: “Have your ticket ready to present, bar code clearly visible”.
Dispatch volunteers in charge of ticket control at the entrance of short waiting lines divided with straight barriers. It becomes easy to locate which volunteer is available to control my ticket. A technical issue should appear? Attendees will then proceed to another control line.
To avoid possible frauds during ticket control, inform your team in charge of scanning tickets, to stand with their back against one of the two barriers. You will then be sure that nobody will enter the venues without having been properly controlled. With this configuration, you get two check-in points per line, one on each side.
In case of overcrowding, it could be convenient to move the staff in charge of scanning further away within the crowd control barriers. However, don’t forget that this is your security team – and not the staff in charge of scanning tickets – who is in charge to regulate crowd flow.
A ticket controller must be on duty right after this step. In the event that a ticket is invalid, a member in charge of scanning can directly ask the area controller to escort the attendee to the welcome point 2. If needed, he can be directed to the entrance area via the gated path. The visitor can then fix his problem at the welcome point or decide to buy a new ticket.
6. End of control area
To avoid any crowd gathering, we recommend dispatching many security officers having for duty to direct participants in order that they promptly quit the control area.
But also :
Participant flow rate is not linear during the access control; it depends on your event program. If you have programmed a very much awaited presentation, you will notice a peak of attendance at the access area half an hour to one hour before. See how such inconveniences could be avoided :
– Doors opening, early enough (allocate half an hour to one hour before the beginning of your event)
– Program the very much awaited presentation at the beginning of your event
And above all :
Of course, those advices depend on your organization; adapt them according to your specific needs. It should not replace a security committee expertise.
Expert help is available whenever you need it, at: 01 85 07 75 75 !
Have a successful event, with a safe and fast access control
See you soon on Weezevent !