Start with a floor plan of the venue. Map out the walking routes for the three key moments: arrival, break, and departure. Identify bottlenecks: narrow hallways, staircases, and doors that open in only one direction. Identify where large groups will gather at the same time (after the plenary session, at the buffet, at the coat check) and determine whether the space can accommodate that flow. Add signage at key decision points: at intersections, forks in the path, and room doors. Discuss the routing during the team briefing and ensure everyone knows where to direct guests in case of deviations from the schedule.
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