Smart Planning includes Hiring Marshals for Big Crowds

Summer in the UK heralds a vibrant calendar of outdoor festivals and live events, from music and food festivals to cultural fairs and sporting tournaments. While these events can be a source of immense enjoyment and community spirit, they also pose significant logistical challenges—particularly in managing large crowds. Ensuring a safe, smooth, and memorable experience for attendees requires meticulous planning and robust crowd management strategies.

Understanding the Challenges of Large Crowds

Managing large crowds is about more than simply moving people from point A to point B. It involves:

Safety and security: Preventing overcrowding, ensuring quick access for emergency services, and protecting against potential threats.

Comfort and experience: Ensuring that festival-goers can enjoy the event without long queues, confusion, or frustration.

Logistics: Managing entry and exit points, facilities, transportation links, and vendor setups effectively.

Without proper planning, large crowds can quickly lead to delays, dissatisfaction, or worse, dangerous situations. That’s why crowd control is at the heart of successful festival management.

Key Preparations for Managing Large Crowds

1. Plan Your Site Layout Strategically

Designing your event layout with crowd flow in mind is critical. Key considerations include:

Clear entry and exit points: These should be easy to locate, signposted clearly, and capable of handling large volumes of people.

One-way systems: Where possible, create one-way routes to reduce congestion.

Zoning: Separate different activity areas—such as food courts, stages, toilets, and first-aid stations—to spread crowds more evenly.

Accessible routes: Ensure paths are accessible for all, including those with disabilities.

2. Use of Technology

Modern festivals benefit greatly from technology in managing crowds:

Real-time monitoring: CCTV and drone surveillance can help organisers identify bottlenecks and make swift decisions.

Ticketing and access control: Digital ticketing and RFID wristbands can streamline entry and monitor capacity in specific areas.

Apps and alerts: Mobile apps can inform guests about wait times, site maps, and emergency announcements.

3. Communication is Key

Ensure there is clear communication between the organising team, stewards, vendors, emergency services, and the public.

On-site radios: For coordination between staff and stewards.

Public announcements: Use speaker systems to guide or update attendees.

Signage: Provide clear, visual guides around the festival site.

4. Emergency Planning and First Aid

You must plan for potential emergencies, including medical issues, fire, extreme weather, or even terrorist threats.

First-aid stations: Ensure these are well-staffed and signposted.

Emergency access routes: These should be clear and unobstructed at all times.

Training: All staff should understand evacuation procedures and their roles in an emergency.

Why Trained Marshals and Stewards Are Essential

A common temptation, especially for smaller festivals, is to rely on volunteers for managing the crowd. While volunteers can add enthusiasm and community involvement, they often lack the necessary training and experience to handle critical situations. This is why hiring professional marshals and stewards is not only recommended but essential.

Benefits of Hiring Trained Professionals

Expertise in crowd control: Trained stewards understand how to manage high footfall areas, prevent bottlenecks, and deal with unexpected issues calmly and efficiently.

Security awareness: Professional marshals are often trained in identifying suspicious behaviour and can act as a vital line of defence.

Customer service: Trained personnel are equipped to assist festival-goers with directions, answer questions, and handle complaints professionally.

Compliance with regulations: Hiring qualified marshals ensures that your event adheres to local health and safety standards.

Incident management: In case of an emergency, trained marshals know how to respond quickly and appropriately, potentially saving lives.

Roles and Deployment

Entrances and exits: Position marshals at gates to check tickets, manage queues, and maintain order.

High-traffic areas: Deploy stewards near stages, toilets, and food areas to manage flow.

Perimeter patrols: Use marshals to monitor boundaries, preventing unauthorised entry.

Response teams: Have mobile teams ready to address issues anywhere on-site.

Investing in trained marshals and stewards provides peace of mind, ensuring your event runs smoothly and safely.

Working with Local Authorities and Emergency Services

No festival operates in isolation. Collaborate with local councils, police, ambulance services, and fire departments early in the planning process.

Submit safety plans: Include site maps, crowd estimates, and emergency procedures.

Joint exercises: Where possible, run simulations with emergency services.

Licensing and permits: Ensure all legal requirements are met for hosting a large public event.

Sustainability and Crowd Management

While planning for safety and logistics, also consider the environmental impact of large crowds:

Waste management: Place adequate bins around the site and encourage recycling.

Transport planning: Promote public transport and provide secure bike storage.

Noise control: Adhere to limits to avoid disturbances to nearby residents.

Post-Event Evaluation

After the event, conduct a debrief with your team and stakeholders:

What worked well?

Were there any incidents or close calls?

What feedback did attendees provide?

How can you improve for next time?

Feedback from marshals and stewards is especially valuable, as they have frontline insight into what happened on the ground.

Secure, Smooth, Successful: Managing Crowds the Right Way This Festival

Preparing for large crowds during the summer festival season is a multifaceted task, requiring a mix of good design, strategic planning, and experienced personnel. While volunteers can play a role, the complexity and responsibility of crowd management demand professional expertise.

Hiring trained marshals and stewards ensures that your event is safe, compliant, and enjoyable for all involved. Their presence adds professionalism, improves the attendee experience, and provides a vital safety net in case of emergencies.

As festival season gears up, organisers who invest in crowd management will stand out not just for the quality of their entertainment, but for the smooth, secure, and unforgettable experience they deliver.