Even the best attraction won't help if people are stuck in a queue or don't know what to do. The same goes if one small technical problem brings a whole zone to a halt. A plan B isn't pessimism. It's the standard for good delivery. It protects the budget and the organiser's reputation.
Most "breakdowns" at events aren't about equipment – they're about logistics. Not enough space. An unclear entrance to the zone. Badly routed cables. Nobody to staff it. An activity that takes too long. All of this can be foreseen and solved before the start.
Try thinking of an attraction as a process. People come over, understand the rules, play, finish and make room for the next person. If any stage gets stuck, the queue grows. And a queue means guests are wasting time instead of enjoying the event.
How to predict a queue before it forms
The most common mistake is assuming: "it'll be fine, because people will be keen to have a go". It'll only be fine if the throughput matches the number of guests and the length of the breaks.
If an activity takes 2 minutes, one station can in theory serve 30 people an hour. In practice it's fewer, because of pauses, explaining the rules and people swapping over. With 300 guests and 2 hours, one station won't cope.
For a quick calculation, use a cautious assumption. One person needs 3–4 minutes from walking up to walking away. That includes questions, instructions and stepping off the station. Then one station will serve more like 15–20 people an hour. That figure better reflects what actually happens at an event.
The second issue is peaks. If everyone has a break at the same time, you calculate throughput per break, not per day. Sometimes it's better to set up the activity in two places than to have one big attraction with a queue in front of it.
Power and space – the minimum you must have
- A 230 V socket in a sensible place, with safely routed cables.
- A separate entrance and exit to the zone, so people don't block the walkway.
- Visibility, if the attraction is meant to draw guests in rather than just stand in a corner.
An attraction placed in a walkway annoys guests. The venue staff may also make you move the zone during the event. That's what you want to avoid. So check in advance where people walk and where it gets crowded.
Leave a buffer too. Next to the station there should be space where 2–3 people can wait. Without a buffer, the queue spills across the room and blocks access to other zones.
What a backup plan should include
A plan B doesn't have to be complicated. It just needs to answer three questions. What do we do when the queue grows? What do we do if something breaks down? Who makes the call on site?
Three things usually help. An extra person to staff the zone. A simple replacement activity during downtime. A clear procedure for when we pause or move the zone.
An example plan B for queues: when more than 6 people are waiting, we shorten the time per go. Or we introduce rotation – two goes and swap. That's better than waiting for the queue to "clear by itself".
An example plan B for breakdowns: if the problem can't be fixed within 5 minutes, the zone switches to show or demo mode. Staff direct people to another point. Guests don't need to know it's a backup plan. They should just keep enjoying themselves.
What to agree with the supplier before the event
Make sure someone is responsible for tech and coordination on site. If you want it off your plate, take a look at TechCoord technical event production.
Good delivery is about anticipating problems, not firefighting. With a plan B, you can focus on your guests, not on cables.
Also agree who decides on changing the zone layout, shortening rounds or pausing an activity for a while. If nobody has that role, decisions get put off and the problem grows.
Remember to communicate with guests. Even a short note like "game time: about 2 minutes" reduces frustration. People put up with waiting better when they know how long it will take.
Warning signs during the event
- Guests stand and watch, but nobody comes over. The barrier to entry is too high.
- The queue jumps after a break. You need to shorten the time per go or spread the traffic.
- Staff keep explaining the same thing over and over. The instructions are too long and need simplifying.
React quickly. It's better to make a small change after 20 minutes than to struggle all evening with a problem everyone can see.
Let's plan the zones and a backup plan for your event
Tell us how many guests there will be, what the format is and where the event is taking place. We'll advise on how to lay out the zones, calculate throughput and prepare a plan B, so the attractions work from the first minute to the last. Get in touch.
