[TIP] How to make entry management and access control easier?

[TIP] How to make entry management and access control easier?

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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

In the event you would authorize recovery of prohibited items at the end of the event; the search/security area seems the right place to implement a deposit area for your guests. Your organ­iz­ation will provide related terms of use.

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 !

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