Events and gauges: how do you prove that you are doing things right?

Why did it become a real question

Concerts, festivals, markets, heritage days, associative or institutional events...
More and more events are taking place in open spaces, sometimes without ticketing or formal access control. However, the question of gauge is essential. To guarantee safety, reassure the authorities or promote your event, it is becoming essential to know and document flows.

What the law imposes (and why it is better to anticipate)

Organizing a public event, even a modest one, involves meeting several regulatory obligations:

• The prefectural declaration is required for any event taking place on public roads or involving more than 1,500 people. It must be sent at least one month before the scheduled date, accompanied by a complete safety file.
• A municipal decree is often necessary, especially if the event has an impact on traffic, public order or the tranquility of the neighborhood.
• If the place is considered to be a temporary or permanent ERP (Establishment Receiving the Public), strict standards apply: PMR accessibility, maximum capacity, emergency exit markings, safety register.
• A certificate of assembly of temporary structures (capitals, bleachers, stages) is mandatory.
• The emergency response system (DPS) is required beyond a certain attendance threshold, with the presence of approved first aiders.
• Checks may be carried out by the security commission or the police, before and during the event.

In all cases, you must be able to justify the planned gauge, demonstrate control over it, and provide tangible data if necessary.

A gauge cannot be improvised (and it is justified)

Estimation “at sight” or counting by teams at the entrance is no longer sufficient to meet the expectations of the authorities or partners. In particular for events with free access or multi-entry.

Being able to precisely quantify the number of people present at each moment, by zone or by type of access, makes it possible to:

• Sizing human and logistical resources
• Distribute flows to avoid bottlenecks
• Meet the requirements of the authorities (prefecture, town hall, safety commission)
• Prove, after the fact, that the instructions were respected

A reliable and quick solution to implement

To face these challenges, Kiomda offers an autonomous counting solution that is simple to deploy on all types of sites:

• Boxes without electrical connection or power supply, to be fixed to a Vauban barrier or pole
• Data collection every 15 minutes, viewable on a clear interface
• An automatic export of statistics to feed safety reports, balance sheets or grant applications
• An installation possible the day before the event, without the need for technical expertise

What the data often reveals

The events where our boxes are used systematically reveal unexpected information:

• Peaks in attendance sooner or later than expected
• Over- or under-used entry areas
• Real flows that are lower or higher than expected
• Different uses between opening days

This data makes it possible to immediately adapt the signage, security personnel or animations. And they greatly facilitate the preparation of the next edition.

And after the event?

The attendance data collected has value well beyond the logistical organization:

• They make it possible to document and promote the event with funders, partners or sponsors
• They serve to justify the authorizations obtained.
• They provide a solid basis for improving the reception and management of flows in the future.
• They can be reused in grant, communication or evaluation files.

In summary

Proving that you are in control of the gauge means first and foremost guaranteeing public safety, complying with legal obligations and avoiding unpleasant surprises. But it also means valuing the work done, gaining credibility with institutions, and professionalizing the management of its events.

With simple, autonomous tools that are accessible to all types of structures, it is now possible to precisely document what was once an approximation.

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