Participant management ensures the needs of every person who has a role in the event are met based on their active involvement in the event project.

Participant management is based on the following elements:

Participant Assessment

Before planning any event or project you need to identify the people who have a direct role. Specify your expectations from them and their expectations from your organisation which helps identify their essential requirements. You must meet their needs based on your agreement or contract with each party. The needs and expectations are to be practical and within your financial means.

Admittance System

An appropriate recruiting process is essential to ensure potential staff or contractors meet the requirements of your organisation for the event. Specify the requirements each person or organisation has to meet to be involved in the event. A successful admission process has no bias or “plays favourite”,  especially when recruiting or hiring personnel for the event.

Access Control

You need to restrict participants access to VIPs and other dignitaries, which includes important areas of the event. Communicate the entrances, exits and other routes to follow based on their roles in the event. For instance, VIPs can have different entrance and exit points to those used by general participants, with security personnel to restrict access. Provide identification tags for restricted areas or facilities.

Protocol Requirements

Clear communication channels need to be specified by each participant to address matters related to the event. As the events’ manager, delegate roles which leave you handling the important elements. Implement an order of precedence before issues are brought to you. Recognise appropriate forms of verbal and written address. Determine and implement order of precedence. Incorporate appropriate symbols as required. Identify and adhere to applicable ceremonial procedures.


Welcome each participant into the organisation in a friendly and generous manner. Provide comfortable facilities and services which cater for special needs. Ensure personnel rehearse and understand where and what services are available to maintain good relations with the attendees.

Effective participants’ management increases productivity and fulfilment, thus ensuring its success.