Access control and event operations are the most chaotic parts of organizing an event. In addition to all of the booking, marketing, and accounting business that has to be handled, planning for the logistics can be overwhelming. That’s why some organizations are looking to partner with companies like ShowClix for expertise and on-site management.
How many people should you hire to scan tickets? Where should you position your entrances? How do you handle fraudulent tickets or customers with ticket questions?
These are the sorts of questions you’ll need to answer. If you implement the right planning strategy you can have everything sorted out well before you’ve scanned the first ticket.
- Outline the event. First, you’ll need to completely understand the event’s ticketing and admissions details, including everything from re-entry policies and expected crowd flow to Wi-Fi availability and a timeline. This foundation will guide the rest of your strategy.

- Map the venue. Preparing for the event often entails literally mapping out the venue. Once the layout is established, you’ll need to determine where to place entrance and exit gates and registration terminals, which can vary based on factors like attendance and the physical location of the entrances.
- Gather hardware and hire staff. Figure out the situation for ticket scanning well in advance. You’ll need enough equipment for every entrance — scanners for entry and laptops or tablets for box office terminals, at a minimum — as well as reliable people to run it.

- Train your team. In the days leading up to the event, you’ll need to prep your staff and train them on the hardware, general layout, and event itinerary. Make sure they’re prepared for various scenarios, including invalid scans and assisting those with special needs.

- Have a successful event. Anything can happen on the day of the event. With diligent preparation and the right team, however, you can overcome issues and headaches to run a smooth admissions process.
If you’re still looking for more detailed advice on how to prepare for your event, consider contacting ShowClix for a consultation today. The ticketing company’s Event Ops team can cover equipment leasing, strategy, and on-site management.