Prevent parking management problems in event planning guide, Valet service tips, Permanent online advice

Prevent Parking Management Problems During Event Planning

19 July 2022

Hosting a large event is no piece of cake. It comes with its challenges and can be difficult to manage. Much of the credit behind a successful event goes to the event management team as they are the ones who make sure everything runs smoothly.

How to Prevent Parking Management Problems During Event Planning

However, one area that is often overlooked and can cause problems is parking management and is also one of the most challenging aspects of organizing an event. If not planned properly, parking can quickly turn into a nightmare for both event organizers and attendees.

Effective parking management during an event requires careful planning and execution. Here are some tips to help you avoid any parking problems during event planning:

1. Plan A and Plan B

As events start to pick back up after the Covid-19 restrictions, people seldom miss out on events. As an event planner, you should expect an increase in the number of vehicles coming to your facility. This means that you will need to have a solid plan in place for managing traffic flow and parking.

Different types of events will have different effects on your parking lot. For example, a wedding will require a lot more space for guests to park and move around than a business conference. Make sure you know the specific needs of your event in order to plan accordingly.

The location of your event can also play a role in how you manage your parking. If the event is being held in a downtown area, there may be limited parking available. It might also happen that the number of people exceeds your expectations, it always pays off to have a backup plan.

In such cases, it is good to be aware of parking lots for rent beforehand to divert the drivers there. From there, you need to arrange for shuttle services or other transportation options to bring the guests to the location of the event.

In short, having a backup plan helps to avoid any stressful last-minute decisions.

2. Arrange for a Valet Service

For a more seamless parking experience, you can hire a valet service. Especially useful for large events, valets can help to direct traffic and park guests’ cars in an orderly fashion.

In addition, valets can also help with disabled persons who might need assistance getting from their car to the event venue. Accessibility is something to be kept in mind during event planning.

It is important to remember that if you have arranged for a valet service and finding parking lots for rent, you should know beforehand how far the staff is willing to walk. For increased efficiency, you do not want the team to go through the hassle of walking long distances.

3. Use Digital Tools to Reduce confusion

In the contemporary digital world, it is easy to convey your message across. Make use of your website, a social media platform or email to communicate your parking plan to attendees in advance.

In addition to that, there are many technology solutions available to help with parking management. For example, some parking areas make use of sensors to monitor parking spaces. Proximity sensors detect whether there is an empty spot. Usually, there is a light above the space, and when empty it turns green. Similarly, a red light can signal to the driver to find a spot somewhere else.

Other technological solutions that can be used include QR codes and apps. By scanning a QR code, drivers can get directions to their parking spots. With an application, they can even pay for their parking in advance. The mobile application will help them know where to go and what to expect when they arrive. Many online tools will allow you to set up QR codes for free. Simply enter the content you want to encode and the tool will generate the QR code for you.

By utilizing technology, you can make the parking experience more efficient and less stressful for both guests and event staff.

4. Maintain multiple operations plans for various scenarios

One operation plan could be for security officers to help with parking management. Security can help to direct traffic, enforce parking rules, and keep an eye on vehicles. This is especially important for events that are expected to attract a large number of people.

Another operation plan could be to have volunteers help with parking – a good option for smaller events where security might not be necessary. Volunteers can help direct traffic, answer questions, and provide assistance as needed.

For instance, FIFA has its volunteer program for all big footballing events such as the World Cup, Euro and Arab Cup. Volunteers are trained to help with parking – they are taught in advance where they need to be and what their roles are – so that the event can run smoothly and to help avoid any confusion.

Make sure you have a clear plan for where event attendees will be able to park. This should include reserved parking spots, handicap-accessible parking, and any other special parking needs. In short, having multiple operations plans in place will help to ensure that there is a smooth parking experience for all types of events.

5. Have a Good Signage System

image source

A well-designed signage system is essential for directing drivers to available parking spots and event entrances. The signs should be large and visible, and they should be placed in strategic locations.

For instance, at the entrance of the parking lot there can be a digital sign that would indicate the number of available parking spots. Similarly, it can also direct attendees to turn in the direction where there are a lot of parking spaces available.

In addition, you can ask staff or volunteers to use directional signs to lead drivers to the different parking areas such as the ones for handicap parking, VIP parking etc. To make it easier for attendees to find their way around once they have parked, you should have signs leading attendees from the parking area to the event entrance.

To avoid any problems, it is important to have a contingency plan in place for bad weather conditions such as snow or rain.

Having plenty of signage to direct attendees to the correct parking areas will help avoid congestion or any confusion that the incoming attendees might have.

6. Get Feedback and Implement It

A successful event is one in which the attendees are happy and have a memorable time. As an event planner, even if you think you have done everything right, there might still be some inconveniences faced by the attendees. To ensure that even those minor problems are eliminated, it is important to get feedback from the guests after the event.

What you need to do is simple: implement the feedback of the guests even if it means reviewing your policies and procedures on a regular basis as it will help you make changes to the areas that need improvement.

It is also a good idea to solicit feedback from event staff as they can help you to identify any problems that might not be apparent.

Parking management is an important part of event planning as it it probably the first impression that guests will get about your excellence in event planning. Imagine, guests come to an event and cannot find a parking spot and have to walk a very long way to reach the event hall. It is unlikely that they will be fully satisfied and have a nice perception of your event planning.

Therefore, if you aim to have a smooth and stress-free experience for everyone, you need to making your parking management excellent.

Summing Up The Ways to Prevent Parking Management Problems

By following the aforementioned tips, you can help make sure your event goes off without a hitch and that includes parking!

As with any event, it is important to be prepared for the unexpected. Having multiple plans in place will help you be ready for whatever comes your way.

Additionally, you can also leverage technology to help you provide clear instructions and real-time updates to help keep things running smoothly. Making use of technologicy and mobile applications can ensure that everyone knows where they are supposed to go and can find a spot without any problems.

Moreover, having staff or volunteers available to help direct traffic and answer questions about parking can go a long way in making sure your event is successful. A well-designed signage system will help to direct drivers to available parking spots and event entrances. Therefore, do not forget the importance of signage!

Lastly, by constantly improving your parking management procedures, you can help to ensure a smooth experience for all.

Author Bio:
Osama Zahid is a technology content strategist who is passionate about content marketing and all things SEO. He has helped various companies rank their content on the first page of search engines. In his free time, Osama loves to play football and travel.

Comments on this guide to Prevent parking management problems in event planning article are welcome.