Unpacking the Responsibilities of a Crowd Manager

The bigger the event, the more important it is to cover every base when it comes to planning, crowd control, and general safety. A crowd manager is responsible for overseeing those factors and ensuring everyone -- from performers and attendees to event workers -- has a safe and positive experience.

In this comprehensive guide, we’ll go over everything you should know about crowd management, including the responsibilities a professional crowd manager should be prepared to handle. We’ll also touch on key topics you should know about like essential equipment and important regulations.

What is a Crowd Manager?

Also sometimes referred to as an event safety manager or a crowd control manager, a crowd manager is a trained professional responsible for ensuring events of all sizes are safe and secure. Crowd manager duties vary from project to project but may include tasks related to planning for potential hazards, as well as monitoring and assisting attendees or emergency response workers during the event.

In most states, it’s mandatory to have one or more crowd managers on the job when putting together a large-scale event – usually one person per 250 people. Examples of events that may require professional crowd management include concerts, sporting events, festivals, and municipal assemblies.

Legislation and Regulations Governing Crowd Management

All guests, event staff, and volunteers should be able to take it for granted that a particular event will be safe, so a systematic approach to crowd safety is crucial. Naturally, there are multiple laws, regulations, and official protocols regulating crowd management to consider. Here’s a brief overview of some of the most important examples to know.

NFPA 101 Life Safety Code

The National Fire Protection Association (NFPA) dictates that indoor and outdoor events must include a minimum of one crowd manager per 250 attendees. The managers must also be trained in disciplines like fire safety, emergency response procedures, safety hazards, and professional crowd management techniques.

In addition to NFPA standards, certain states and municipalities enforce their own regulations. For instance, in Massachusetts venues such as nightclubs, dance halls, and bars with a capacity of over 100 people are required to have certified crowd managers on site. These managers must undergo training and re-certification every three years. Make sure to check your local regulations to confirm if there are any additional requirements specific to your area.

OSHA guidelines

The Occupational Safety and Health Administration (OSHA) also has safety guidelines all crowd managers should follow. These include:

• Plan ahead with thorough staffing and a detailed work schedule.
• Leverage measures like barricades and ropes to control crowds, taking care to include breaks or turns as needed.
• Designate specific staff members as emergency responders.
• Post clear signage to help attendees and personnel find key features like exits, entrances, restrooms, etc. Keep exits and paths clear at all times.
• Fully train all personnel in life-saving protocols, such as CPR.
• Keep first-aid kits, fire extinguishers, etc at the ready. Ensure all staff know where they are and how to use them. 

Event Safety Alliance standards

The Event Safety Alliance (ESA) offers guidelines, best practices, and workshops to help event planning teams better manage crowds safely and effectively. Examples of key priorities as dictated by the ESA include:

• Understanding crowd dynamics, including essentials like flow, density, etc.
• Knowing the warning signs of potential hazards and safety issues.
• Having a thorough understanding of various crowd control equipment options.
• Being familiar with important requirements for stage barrier systems.

The Importance of a Crowd Manager

Adding reliable, trained crowd managers to your event-planning team is about more than staying compliant with the law and current regulations. They really do play an essential role in how a particular event ultimately plays out.

Ensuring safety and order

Someone must oversee everything that goes into keeping event attendees and guests safe, from the moment they pass through the front gates until the moment they head home. That responsibility falls to the crowd manager. Examples of tasks a crowd manager might handle before and during events include:

• Making sure workers, performers, and attendees can leave the event safely.
• Preventing and diffusing altercations between those present at the event.
• Inspecting event premises and monitoring for potential safety hazards.

Emergency preparedness and response

Even pristinely planned events might find staff needing to respond to an emergency, so thorough preparedness is key. A crowd manager is generally the person in charge of briefing team members on emergency procedures, implementing proper training, and coordinating evacuation protocols to ensure fast, efficient responses to incidents.

Compliance and legal responsibility

A crowd manager also ensures that events are compliant with all laws and applicable regulations. This helps safeguard event planning companies against potential liability, fines, and other legal repercussions.

Main Responsibilities of a Crowd Manager

Exact crowd manager responsibilities can vary greatly from one project to the next, depending on the size and type of event. However, some individual examples are standard across the board.

Here are a few to know.

Pre-event planning

As any good event coordinator knows, planning is essential when it comes to facilitating safe, effective events that achieve their goals. Some examples of planning tasks you might expect a crowd manager to handle include:

• Getting to know the venue layout and assessing it thoroughly for potential hazards or safety issues.
• Putting together detailed plans for managing, directing, and safeguarding crowds once the event is underway.
• Coordinating with security personnel and safety staff to create airtight emergency response plans.
• Mapping out evacuation plans and drilling event staff on proper procedure.

During-event duties

Once an event is underway, a crowd manager’s focus shifts to actively protecting, monitoring, and assisting guests with anything they might need to stay safe. Examples of common duties include:

• Facilitating clear, reliable communication between staff members, volunteers, security personnel, etc.
• Monitoring crowd behavior for potential issues or safety problems.
• Ensuring exits, entrances, and pathways remain clear and accessible.

Post-event activities

A crowd manager’s job isn’t necessarily done once the event is over. Here’s a quick rundown of some tasks they might take care of once a project has concluded:

• Putting together incident reports for anything that may have occurred during the event.
• Debriefing staff members and workers once they’ve completed their service.
• Assessing the overall success of the event from a safety standpoint and recommending future improvements.

Equipment Used by Crowd Managers

Understanding the available options when it comes to crowd control equipment and implementing the best possible choices is an important part of putting together a successful, safe event.

Which equipment picks are right for you will depend on the type of event you’re planning and the size of the crowd you need to manage. Here are some popular examples.

Barricades

Barricades are popular, effective ways to guide crowds, as well as to create clear barriers as needed for a wide range of events. Examples of applications of these barriers include concerts, large-scale festivals, and municipal assemblies. Among the different types of barricades available, pedestrian steel barriers are the most common choice for their versatility. 

Belt barriers

For events or activities that might require attendees to form long, organized queues, belt barriers are a cost-effective, efficient choice for a crowd manager. Consider belt barriers as potential options for carnivals, film premieres, concerts, fairs, and similar examples.

Temporary fencing

Temporary fencing is an economical, versatile option for creating secure perimeters for event purposes. There are many different types available, each with its own ideal use or purpose.

For example, chain-link temporary fencing is terrific for protecting the larger perimeter of an outdoor fair or festival, while vinyl event fencing is a great crowd control choice for delineating areas inside the venue, where aesthetics matter (e.g., weddings or red-carpet galas).

Challenges Faced by Crowd Managers

Smooth, efficient crowd management isn’t always easy, especially when you’re planning a massive event like a major concert, festival, fair, or expo. However, a little preparedness goes a long way. Here are some common event-related challenges every crowd manager should be prepared for.

Managing large or unpredictable crowds

A large crowd can be a mixed bag, so you can never be sure what to expect. A good crowd manager needs to be prepared for sudden surges, as well as sudden shifts in crowd tone or behavior. This is especially the case when crowds are large.

Emergency situations

Emergencies can take many forms at an event. Examples include people-related incidents like medical emergencies or security breaches. However, a crowd manager should also be prepared for possibilities like high-risk weather, gas leaks, fires, etc.

Overcrowding and crowd congestion

Not only can crowds be unpredictable, but they can also swell or grow unexpectedly. Efficient crowd management means having a plan in place for handling overcrowding, as it can easily lead to stampedes and resultant medical emergencies like suffocation.

Professional Crowd Management Leads to Stellar Events

There’s so much that goes into ensuring an event is not only fun and successful but safe, too. Well-trained, thorough crowd managers help take the frustration out of the process by ensuring every possibility is considered, covered, and planned for.

Ready to learn even more about planning events your guests will be talking about for years to come? Check out our handy guide on planning an event like an absolute pro for more actionable tips!