Events can present a unique challenge for anyone who is responsible for their organization. They take place in a specific location, at a set time and involve hundreds or thousands of people. This means that large-scale events can be dangerous if there are unanticipated hazards or incidents. Event management requires the ability to plan effectively and respond quickly to changing circumstances. As you work to ensure that your next event goes smoothly, consider how you can use mass notification systems to improve safety and security. These systems allow you to send alerts to everyone on-site at once with just the press of a button. Read on to learn more about mass notification systems and how they can strengthen your event planning process.
What is a Mass Notification System?
A mass notification system is a cloud-based communication platform that allows you to send alerts to everyone on- or off-site at once. Unlike paging systems, a mass notification system can send voice or visual alerts to let guests know about potential hazards, or instructions for guests to follow in case of an emergency. Some of the most common uses of mass notification systems at events include:
- Warnings of severe weather conditions such as hazardous storms or floods
- Notifications about scheduled activities and events, including start and end times
- Important instructions for guests (should evacuation become a necessity)
Why You Should Use Mass Notification Systems For Events
A mass notification system allows you to communicate effectively with guests and staff members at once. It enables you to immediately warn guests about an evolving situation and send directions for how to proceed. For example, if a fire alarm is triggered, a mass notification system can flash a message across the building’s display screens with alerts and updates.
The system can also be used to call guests to a specific location. If there’s a guest who needs assistance, the system can broadcast a message that instructs other people to come to their aid.
Communicating with Guests During an Event
Having a strong communication plan can help you to respond quickly to concerns that guests may have during an event. If a guest has a question or concern, you can contact them directly through their guest badge or cell phone. If a guest has a question about the event itself (such as where to park or where to find the restrooms), you can use the mass notification system to reach out to all guests at once. This ensures that your message reaches the people who need to hear it while avoiding distracting guests who don’t need the information.
One of the most important functions of the communication plan is to offer reassurance and instructions to guests in the event of an emergency. If the building is evacuated, staff members can use the mass notification system to make sure everyone is informed and each team performs the necessary tasks to proceed as planned, ensuring everyone’s safety. They can give instructions for where guests should go and tell them that emergency responders have been contacted and are on their way.
Managing Staff During an Event
Your communication plan can also be used to keep staff members informed during an event. When a guest has reported a concern, staff members can be alerted through the mass notification system, even if they’re away from the event at their desktop.
Communication is an ongoing process and it’s important to keep staff members involved in the guest experience. You can use a mass notification system to ask for feedback from staff members. During half-time at a sporting event, you can use the system to ask for feedback from staff members about what they would like to see in the second half. You can also use the system to ask staff members to report any problems they encounter during their shift. This allows you to respond quickly and address issues before they become major problems.
Different Ways to Use Mass Notification During Events
The system can be used for more than just sending information to guests. It can also be used to send communications between staff members and vendors. If you’re hosting a large-scale event, there are many people involved. You can use the mass notification system to set up a single channel of communication among staff members and vendors. This ensures that everyone knows what’s expected of them and when the event will be scheduled. If you’re hosting an event that involves guests with special needs, you can use the mass notification system to notify staff members and vendors about additional considerations. You can also use the system to notify guests that special accommodations are available.
Your Next Steps
Events bring together a wide range of people from across the country and around the world. Unfortunately, they can also be affected by a variety of hazards, such as extreme weather conditions and unexpected incidents. To strengthen your event planning process, consider how you can use the Regroup Mass Notification system to improve safety and security. Our system allows you to send alerts to everyone on- and off-site at once. Regroup can also be used to keep guests informed during smaller events such as conferences and seminars. Schedule a demo to learn more about how Regroup can help you make sure your next event is as successful as possible.