Pop-Up Event Logistics

We’ve helped over 3,000,000 attendees check in to events. Here’s what we learned. 1. Coach the check-in staff on how to greet attendees. That’s far more important than how to use the tech. 2. A 2-5 minute line is a good thing. Attendees chat. It warms up the ‘networking juice’. 3. Create a 'service desk' AND put it off to the side. Get people with issues out of line. 4. Let attendees make basic edits from the Kiosk - it will reduce service desk requests by 90%. 5. Make sure your platform supports offline check-in if the internet does go down. 6. If you have a big reg area, have little flags that check-in staff can raise if they need a printer tech to come over and restock. 7. Pre-printing the stock significantly increases print speed onsite. 8. The biggest attendee experience improvements came from events that consolidated registration and badge printing into a single platform. E.g. Accelevents 9. Look for what could go wrong. Story - we were running check-in for an event with 40 kiosks. The power strips were daisy-chained together. One of the check-in staff had a busy foot that unplugged the extension cord TWICE and took out half the printers. 10. Design your badges and do your test prints at least 30 days in advance but still order at least 100 badges for test prints on site. 11. Test crazy-long names, companies, and job titles on your badges. Your badge software should automatically adjust the font size to prevent text wrap. 12. Different roles require different colored shirts. Much easier to find help and route attendees. E.g. Service desk, printer tech, decision maker. 13. Have a plan for walk-ins. 14. Make sure everyone knows who can make executive decisions AND how to find that person. 15. Have a backup for 👆. Reminder: On event day, you can’t do everything. Empower your team to make decisions. There isn’t time to ‘find you’. And finally- Have fun. Attendees pick up on your energy. What did I miss? #events #eventmanagement #eventmarketing

Most teams don’t get better because they don’t take time to debrief. Last year, I had the honor of doing a bunch of leadership development work alongside my dear friend and amigo, Michael French. He’s a multi-time founder with successful exits, a fantastic family, and a heart of gold. One of the most powerful tools we taught together (really he, Michael O'Brien, and Admiral Mike McCabe taught, and I amplified in my sessions) was the concept of a Topgun-style debrief — and then we practiced it ourselves after every single session as a group. It’s a simple but transformative ritual. After every experience, we’d ask each other: What went well? What could have gone better? And what actions will we take to be even better next time? That’s it. Just three questions. But when asked in a space of trust, it opens the door to continuous improvement, honest reflection, and shared learning. The coolest part? Michael started doing it at home with his son — and now his son comes home from school excited to debrief the day with his dad. That’s when you know the tool is working. The origins of this approach go back to the Navy Fighter Weapons School — better known as Topgun. In the 1960s, Navy pilots were underperforming in air combat. So they changed the way they trained. But more importantly, they changed the way they debriefed. They created a culture of constructive, positive, inclusive performance reviews — grounded in trust, openness, and the pursuit of excellence. Led to a 400% improvement in pilot effectiveness. The philosophy was clear: the debrief is not about blame or fault-finding. It’s not about who “won” the debrief. It’s about learning. It’s about getting better — together. The tone is collaborative, supportive, and often informal. The goal is to build a culture of reflection where people feel safe enough to speak, to listen, and to grow. Most organizations only do debriefs when something goes wrong. But if we wait for failure to reflect, we miss all the micro-moments that help us move from good to great. Excellence isn’t a destination. It’s a mindset. It’s the discipline of always being open to improvement — even when things are going well. Especially when things are going well. So here’s my nudge to you: give this a try. Whether it’s with your team, your family, your partner, or just yourself at the end of the day — ask those three simple questions. What went well? What could have gone better? And what actions can we take to be even better next time? Let me know if you do. I’d love to hear how it goes.

𝑻𝒉𝒆𝒚 𝒉𝒊𝒕 𝒕𝒉𝒆 𝒈𝒐𝒂𝒍. 𝑪𝒆𝒍𝒆𝒃𝒓𝒂𝒕𝒆𝒅. 𝑴𝒐𝒗𝒆𝒅 𝒐𝒏. 𝑻𝒉𝒆𝒏 𝒓𝒆𝒑𝒆𝒂𝒕𝒆𝒅 𝒕𝒉𝒆 𝒔𝒂𝒎𝒆 𝒎𝒊𝒔𝒕𝒂𝒌𝒆𝒔 𝒐𝒏 𝒕𝒉𝒆 𝒏𝒆𝒙𝒕 𝒑𝒓𝒐𝒋𝒆𝒄𝒕. Sound familiar? A team closed a major deal. Leadership congratulated them. Everyone moved on to the next quarter. No one asked: “What made this work? What would we do differently?” Three months later, they tried to replicate the success — couldn’t. Because no one had captured what actually drove the win. McKinsey found that organizations with structured learning processes are 2.5× more likely to sustain performance, yet most skip the debrief and wonder why progress doesn’t stick. 𝘊𝘰𝘯𝘵𝘪𝘯𝘶𝘰𝘶𝘴 𝘪𝘮𝘱𝘳𝘰𝘷𝘦𝘮𝘦𝘯𝘵 𝘪𝘴𝘯’t 𝘸𝘰𝘳𝘬𝘪𝘯𝘨 𝘩𝘢𝘳𝘥𝘦𝘳 — 𝘪𝘵’𝘴 𝘳𝘦𝘧𝘭𝘦𝘤𝘵𝘪𝘯𝘨 𝘴𝘮𝘢𝘳𝘵𝘦𝘳. 𝑻𝒉𝒆 𝑳𝒆𝒂𝒓𝒏𝒊𝒏𝒈 𝑳𝒐𝒐𝒑 High-performing teams don’t just execute. They learn, capture, and apply. 1. Execute → Deliver the outcome 2. Reflect → Ask: What worked (and why)? What didn’t (facts, not blame)? What will we do differently next time? 3. Capture → Store lessons where people actually use them (not slides no one opens) 4. Apply → Embed learnings into the next cycle Most teams stop at Step 1. The best close the loop. 𝑻𝒉𝒆 𝑹𝒉𝒚𝒕𝒉𝒎 𝒐𝒇 𝑰𝒎𝒑𝒓𝒐𝒗𝒆𝒎𝒆𝒏𝒕 Improvement isn’t a project. It’s a practice. Daily: 5-min huddles → “What’s working? What’s stuck?” Weekly: 15-min retros → “What did we learn this week?” Quarterly: Strategic debriefs → “What patterns are emerging?” If reflection only happens when things go wrong, you’re learning too late. 𝐂𝐨𝐦𝐦𝐨𝐧 𝐌𝐢𝐬𝐭𝐚𝐤𝐞𝐬 ❌ Celebrating wins without decoding success ❌ Repeating mistakes because no one reflected ❌ Treating improvement as a one-off project ❌ No feedback loops — teams flying blind 𝐋𝐞𝐚𝐫𝐧𝐢𝐧𝐠 𝐓𝐞𝐚𝐦𝐬 𝐃𝐨: ✓ Debrief every outcome — success and failure ✓ Make reflection part of weekly rhythm ✓ Capture insights in living systems, not cluttered docs ✓ Apply relentlessly 𝑻𝒉𝒆 𝒉𝒂𝒓𝒅 𝒕𝒓𝒖𝒕𝒉: If you’re not getting better, you’re getting beaten. The fastest teams aren’t the busiest — they’re the most reflective. Reflect: → When did you last debrief a success to understand what made it work? → Do you have a weekly rhythm for learning — or only during crises? 𝘊𝘰𝘯𝘵𝘪𝘯𝘶𝘰𝘶𝘴 𝘪𝘮𝘱𝘳𝘰𝘷𝘦𝘮𝘦𝘯𝘵 𝘪𝘴𝘯’t 𝘢𝘯 𝘦𝘷𝘦𝘯𝘵. 𝘐𝘵’𝘴 𝘢 𝘥𝘪𝘴𝘤𝘪𝘱𝘭𝘪𝘯𝘦. P.S. To build this discipline into your leadership rhythm → 𝑻𝒉𝒆 𝑰𝒏𝒏𝒆𝒓 𝑬𝒅𝒈𝒆 https://lnkd.in/gi-u8ndJ #TheInnerEdge #ContinuousImprovement #ExecutionExcellence #LeadershipRhythm #StrategicLeadership

One of the greatest strengths of the SEAL Teams, that often isn't apparent in movies or TV shows, is not the high-speed technology or rigorous physical fitness. It’s our ability to constantly innovate and adapt. We do this through a simple process: The DEBRIEF. After every mission, we’d review what went right, what went wrong, and what could to do to fix it. We'd take those lessons learned and roll them right into the planning and execution of the very next mission. And then repeat that process. But this tool isn’t limited to the military. The Debrief is one of the most underrated tools for performance improvement for any team. By getting your team together at the end of any project, work week, or training evolution, you can encourage everyone on your team to come up with ways to improve efficiency and effectiveness going forward. Here are a few guidelines to make it work for your team: 1. Let people know ahead of time to come up with at least two things: one thing that went well and one thing they think could be improved. 2. Take notes. This shows the team that their feedback matters and that lessons learned aren’t just lip service. 3. Have the most junior person speak first. Junior members bring a fresh perspective and, if they speak first, are less likely to be influenced by what others say. If they speak later, they might just echo the thoughts of more senior team members. Debriefs do more than identify areas for improvement. They build a culture of innovation, of continuous learning and improvement.

Just a thought came in my mind based on the incident that happened on 27th September 2025, when I heard the heartbreaking news from Karur, Tamil Nadu. A political rally had turned into tragedy. Nearly 40 people lost their lives and more than a hundred were injured in a massive crowd surge. Families went out to hear a leader, but many never returned home. This incident reminded me of the Bengaluru stampede, when young fans celebrating RCB’s win lost their lives in what was supposed to be a night of joy. Two very different events—but the same painful question: Could these lives have been saved if we had better systems in place? What usually happens after such incidents? An FIR is filed. People are booked for negligence. But in safety, we always say there are lag indicators and lead indicators. An FIR is a lag measure—it comes only after lives are already lost. The real question is: what are we doing on the lead side to prevent such tragedies? Across the world, safety systems are proactive. In the UK, no event is licensed without risk assessments, safe capacity planning, and a stop-show protocol. In the US, the Life Safety Code makes it mandatory to have one trained crowd manager for every 250 people. These are not optional—they are requirements, and they save lives. India urgently needs a central framework for mass gathering safety. Lead actions could include: Enforcing safe crowd density limits through real-time monitoring. Training and deploying dedicated crowd managers, not just guards. Having rehearsed stop-show protocols when congestion builds. Ensuring medical posts and emergency lanes are in every event plan. Making one named Safety Officer accountable for the safety of the crowd. Let’s shift focus after tragedies to building systems that prevent them in the first place. We are a country that celebrates life, culture, festivals, and democracy. Let’s make sure people return home safely from every gathering. Safety must move from being just a guideline to becoming our culture. #CrowdSafety #ZeroHarm #PublicSafety #SafetyFirst #SafetyCulture

Ahmedabad Crime Branch is leveraging advanced AI-based CCTV analytics to prevent stampede-like situations. Key Technology: Anti-Stampede Visual Analytics These systems use crowd movement detection, head count algorithms, and reference area mapping to estimate density and identify risk zones in real-time. How It Works: 1. Real-time Monitoring: AI-enabled CCTV cameras continuously analyse video feeds. 2. Crowd Density Estimation: 3. Pixel Analysis: Counts “black pixels” in greyscale images to approximate crowd size. 4. Object Detection: Models like Mask R-CNN detect heads or torsos to estimate numbers. 5. Threshold Triggers: Pre-set crowd density thresholds alert authorities when exceeded. 6. Anomaly Detection: Identifies abnormal behaviours such as: - Sudden surges or clustering. - Individuals falling or showing aggression. Response and Prediction: 1. Immediate Alerts: Sent to control rooms via LCDs or GSM messages. 2. Predictive Analytics: Forecasts crowd flow using real-time and historical data. 3. Reinforcement Learning: Improves evacuation strategies based on past incidents. Benefits: 1. Proactive Risk Prevention: Detects potential stampedes before they happen. 2. Real-Time Insights: More accurate than manual surveillance. 3. Public Safety: Reduces human error and enables fast response. 4. Resource Optimisation: Deploys personnel where needed most. 5. Data-Driven Planning: Informs future crowd management strategies. Challenges: 1. Accuracy Issues: Occlusions, lighting, and angles can impact detection. 2. AI Bias & False Positives: Poor training data may lead to misjudgments. 3. High Costs: Requires powerful processors and high-res cameras. 4. Privacy Concerns: Raises ethical questions around surveillance. 5. Infrastructure Integration: May be complex with legacy systems. 6. Threshold Calibration: Needs tuning to suit different environments. Human Role Remains Key: AI can alert, but response depends on ground personnel, as seen during past events like the Kumbh Mela. Use Cases: 1. Large Gatherings: Religious festivals, concerts, political rallies. 2. Transport Hubs: Airports, train stations. 3. Malls & Markets: Monitoring during high footfall. 4. Stadiums & Events: Managing entry/exit flows. 5. Tourist Spots: Preventing overcrowding.

See our new publication. The impact of #SocialGroups on crowd dynamics, particularly during evacuations, has long been a perplexing question. While there was limited evidence suggesting that social groups introduce inefficiencies to crowd movement, the reasons behind it were unclear. We revisited this in experimental settings, but went beyond pure observation. Our findings re-affirmed that evacuations involving social groups are significantly less efficient than those with solo individuals—and the larger the group, the greater the inefficiency. We determined that this inefficiency is largely attributable to the increased "spatial footprint" associated with group movement. https://lnkd.in/gEbnkMBz More importantly, we demonstrated that simple, easily-communicated interventions can reverse this effect. Encouraging groups to form a line (i.e., to platoon), rather than handholding, during movement almost completely eliminates this inefficiency.   This is another example of how information and training can allow crowds to self-regulate, a theory I introduced in 2020 with the notion of ‘self-optimising crowds.’ ⬇   https://lnkd.in/eqKGYT5n   In two recent publications ⤵⤵, we showed how targeted interventions to decision-making or physical movement of individuals could enhance crowd efficiency. This new finding, focused on social groups, adds another layer.   https://lnkd.in/eqhF-j6g https://lnkd.in/ezuyTuiz This reinforces my belief in the theory: the most efficient way to optimise crowd behaviour is from within, through self-optimisation. In doing so, the role of information, training, awareness raising, and formulating empirically-backed interventions cannot be overstated. It's a simple pragmatic approach in crowd management. It's different from what we are used to, but it works!

The World's Best Crisis Management Command Center: Saudi Arabia's Hajj Command Center In crisis management, few events match the scale of the Hajj pilgrimage in Saudi Arabia. Each year, millions of pilgrims gather in Mecca, presenting unique challenges in crowd management and emergency response. The command center dedicated to this task stands out globally for its best practices in technology, processes, and personnel competency. Why It Stands Out Scale and Complexity The Hajj attracts over two million pilgrims, necessitating advanced planning and rapid response capabilities. Technology Integration - Real-Time Monitoring: Surveillance systems and drones provide oversight of crowd movements. - Communication Systems: Integrated platforms ensure seamless coordination among emergency services and law enforcement. - Data Analytics: Big data helps predict crowd behavior and identify risks. Process Optimization - Continuous Improvement: Each pilgrimage serves as a live exercise for refining processes. - Multi-Agency Coordination: Various stakeholders collaborate for a unified response. This - Scenario Planning: Regular drills prepare the center for emergencies. People Competency - Expertise in Crisis Management: Staff undergo rigorous training in emergency response. - Cultural Sensitivity: Responses are respectful of the diverse backgrounds of pilgrims. - Dedicated Leadership: Experienced leaders make swift decisions during crises. Conclusion Saudi Arabia's Hajj command center leads in crisis management, setting a benchmark for centers worldwide through its integration of technology, optimized processes, and skilled personnel. #CrisisManagement #EmergencyResponse #Hajj2025 #SaudiArabia #ResilienceLeadership #CommandCenter #SmartTechnology #DataDrivenResponse #PublicSafety #ResilienceHubKSA

Building Safe and Orderly Spaces with Effective Crowd Management India, a land of vibrant festivals, passionate celebrations, and bustling megacities, presents unique challenges when it comes to crowd management. From the joyous multitudes of Kumbh Mela to the fervent processions of Durga Puja, ensuring the safety and well-being of millions demands a multi-pronged approach, one that transcends mere control and embraces proactive planning and community engagement. Beyond Barriers: A Holistic Perspective Gone are the days when crowd management was synonymous with imposing restrictions and maintaining order through sheer force. Today, the focus shifts towards creating safe and orderly spaces that cater to the specific needs and cultural nuances of Indian crowds. This requires a holistic perspective, encompassing: ●     Crowd analysis and forecasting: Understanding the expected size, composition, and dynamics of the crowd is crucial. Anticipating potential flashpoints and bottlenecks allows for proactive measures. ●     Infrastructure development: Adequate crowd circulation spaces, designated entry-exit points, and essential amenities like hydration stations and sanitation facilities are fundamental. ●     Communication and awareness: Clear and concise information disseminated through multiple channels, including local languages, ensures everyone understands safety protocols and evacuation procedures. ●     Crowd psychology and cultural sensitivity: Recognizing and respecting cultural norms and sensitivities is crucial for building trust and cooperation with the crowd. ●     Technological integration: Utilizing tools like real-time crowd monitoring, CCTV surveillance, and mobile communication apps can enhance responsiveness and situational awareness. From My Insights to Everyday Action: The success of such strategies hinges on community engagement and collective responsibility. Here's how each one of you can contribute: ● Be informed: Familiarize yourself with safety protocols and emergency procedures for frequented venues or events. ● Plan and cooperate: Follow designated routes, adhere to instructions, and exercise patience to ensure smooth crowd movement. ● Report concerns: Don't hesitate to inform authorities of any potential hazards or suspicious activity. ● Practice empathy: Remember, everyone is a part of the crowd; respect fellow participants and prioritize their safety. Building a Culture of Safety: By adopting a collaborative and proactive approach, we can transform crowd management from a reactive measure into a proactive culture of safety. This requires not just the expertise of professionals but also the conscious participation of every individual. Let's work together to build spaces that are not only vibrant and celebratory but also safe and orderly, reflecting the true spirit of our diverse and dynamic nation. Remember, every responsible action, every informed decision, contributes to a safer crowd experience for all.

If you think a debrief is only about receiving feedback, I've got news for you. You're overlooking the most important part of the learning process. Too often, debriefs are treated as a one-way download. The instructor talks at you. You listen and nod. Then move on. But how useful is that really? Modern debriefs aren’t about a red pen and a list of errors. They’re about learning how to think about your own performance. The instructo'rs role is to guide that learning. Nothing more. Because improvement doesn’t come from being given answers. It comes from understanding why things happened and what you’ll do differently next time. Here are 7 simple questions cadets (and instructors) can use after any sim to unlock real value and learning: 1️⃣ What happened and why? ⮑ Describe things objectively. No judgement, no excuses. If you can’t explain why something happened, you don’t understand it yet. 2️⃣ What worked well, what didn’t? ⮑ Don’t skip the positives. Good decisions and actions under pressure need reinforcing just as much as errors need correcting. 3️⃣ How do we repeat, or avoid this, next time? ⮑ Identify what to repeat and what to change. Insight only matters if it shapes your future behaviour. 4️⃣ How was your capacity? ⮑ Most sim problems aren’t technical. They’re capacity problems that show up when pressure increases. The key is understanding why. 5️⃣ Was safety impacted? If so, how? ⮑ Think in margins, rather than outcomes. A safe landing doesn’t automatically mean the situation was handled safely — but recognising strong safety margins matters too. 6️⃣ What patterns are emerging? ⮑ A single event may mean very little. Repeated behaviours tell you what habits are forming. 7️⃣ What do you want to work on before next time? ⮑ Cadets already have plenty to manage. A long to do list just creates overload. So agree on one specific focus area. Remember: Feedback is just data. It’s not personal. What matters is what you do with it. What's your favourite debrief question?