Incorporating Marshals and Stewards for Maximum Impact

Planning an event, whether it’s a festival, corporate gathering, sporting event, or public celebration, requires careful coordination, strategic planning, and attention to detail. One crucial but often overlooked aspect of event planning is the role of marshals and stewards. These individuals play a vital role in ensuring safety, organisation, and overall event success.
From guiding attendees to managing crowds and providing first aid assistance, marshals and stewards contribute significantly to the smooth operation of an event. In this blog, we’ll cover the best tips for event planning and how to effectively incorporate marshals and stewards to create a well-organised and successful event.

1. Define Your Event Goals and Objectives
Before diving into logistics, start with the foundation of your event:
• What is the purpose of the event?
• Who is your target audience?
• What experience do you want attendees to have?
Whether you’re hosting a music festival, charity run, conference, or private function, having clear goals will guide your planning decisions, budgeting, staffing, and logistics.

2. Choose the Right Venue
Your venue sets the stage for the entire event. Consider factors like:
✅ Capacity – Can the venue accommodate your expected number of attendees?
✅ Accessibility – Is it easy for guests, staff, and suppliers to reach?
✅ Facilities – Are there enough restrooms, parking spaces, and catering options?
✅ Safety & Security – Does the venue meet safety regulations, and can it be secured?
Marshals and stewards are especially important at larger venues or outdoor events, where their presence helps direct attendees and manage safety protocols effectively.

3. Develop a Detailed Event Plan
A well-structured event plan should outline key aspects such as:
✔ Event schedule – Timelines for setup, performances, and breakdown.
✔ Staffing – Who is responsible for what, including security, catering, and tech support?
✔ Health & safety measures – First aid stations, emergency exits, and risk assessments.
Including marshals and stewards in your plan ensures they are strategically placed to maximise efficiency and attendee experience.

4. The Role of Marshals and Stewards in Event Planning

Event marshals and stewards enhance safety, security, and crowd management, making them a crucial part of any successful event. Here’s what they do:
Marshals: The Event’s Guiding Force
Marshals play a key role in:
• Directing traffic & managing parking – Ensuring smooth entry and exit of vehicles.
• Guiding attendees – Helping guests find entrances, exits, seating areas, and facilities.
• Emergency response – Assisting with evacuations and directing people to safety.
Stewards: The First Point of Contact for Attendees
Event stewards act as on-the-ground support, helping with:
• Crowd control – Managing queues, preventing overcrowding, and maintaining order.
• Customer assistance – Answering questions, giving directions, and providing general support.
• First aid and emergency handling – Some stewards are trained in basic first aid to assist in medical situations.
By integrating marshals and stewards into your event strategy, you enhance guest experience, minimise risks, and create a secure atmosphere.

5. Organising Security and Crowd Control
Large gatherings require efficient crowd management. Here’s how marshals and stewards contribute:
✅ Entry & exit control – Preventing congestion at entrances and ensuring a smooth flow.
✅ Queue management – Reducing wait times and improving attendee experience.
✅ VIP & staff access control – Ensuring restricted areas remain secure.
✅ Monitoring for potential risks – Identifying and resolving issues before they escalate.
For high-profile events, marshals and stewards work alongside security teams and law enforcement to ensure safety.

6. Communication and Coordination
A successful event relies on clear communication between all team members. To improve coordination:
• Equip marshals and stewards with radios or mobile devices for quick updates.
• Establish designated meeting points for briefings and emergency situations.
• Provide identifiable uniforms so attendees can easily spot event staff.
A well-informed team means a well-organised event!

7. Ensuring Health and Safety Compliance
Safety should always be a priority. Follow these best practices:
✔ Conduct risk assessments to identify potential hazards.
✔ Ensure first aid stations are accessible and marshals/stewards are trained in emergency response.
✔ Set up fire exits and evacuation routes.
✔ Have a lost child/person protocol in place for family-friendly events.
Marshals and stewards play a key role in handling emergencies, ensuring attendees remain safe and informed.

8. Training Marshals and Stewards for Maximum Efficiency
To get the best performance from your marshals and stewards, provide:
• Pre-event training – Covering event layout, emergency procedures, and responsibilities.
• Scenario-based training – Practicing how to handle common situations, such as lost attendees or medical emergencies.
• Customer service training – Teaching staff how to interact with guests in a polite and helpful manner.
A trained team ensures your event runs smoothly, efficiently, and safely.

9. The Impact of Marshals and Stewards on Event Success
When properly incorporated, marshals and stewards enhance the overall event experience by:
Improving attendee satisfaction – Guests feel more comfortable and supported.
Ensuring smooth operations – Reducing delays and confusion.
Enhancing event reputation – A well-managed event increases positive feedback and repeat attendance.
By prioritising organisation, safety, and guest engagement, your event is set up for success.

10. Post-Event Evaluation and Feedback
After the event, review performance and gather feedback from:
✔ Attendees – Conduct surveys to understand their experience.
✔ Marshals and stewards – Get insights on what worked well and what can improve.
✔ Event organisers – Analyse safety reports, crowd management efficiency, and overall event success.
Use this feedback to refine your future events and make them even better!

Planning the Perfect Event with Marshals and Stewards

Event planning is a complex yet rewarding process, and incorporating marshals and stewards elevates organisation, safety, and attendee experience. These professionals ensure smooth operations, providing guidance, security, and crowd control for a stress-free event.
By following best practices, training your team, and prioritising safety measures, you can host an event that is not only successful but also memorable for all the right reasons.
Ready to plan your next event? Make sure to include marshals and stewards to take it to the next level!