Regulations for Calculation and Control of Exhibition Visitors
1. Standards for Calculation/Qualitative Analysis of Visitors
Obligatory calculation of:
total number of visitors
number of national visitors
number of foreign visitors
percentage of specialist visitors/trade visitors of the total number of visitors
The qualitative composition of visitors, in particular specialist visitors, is determined by questionnaires. Questionnaire survey is carried out for all visitors or by sampling.
Survey Sample Size depends on the total number of visitors and on the demanded accuracy of the analysis.
- For an event with up to 3,000 visitors, at least 8 % of visitors must be surveyed.
- For an event with 3,000 to 5,000 visitors, at least 250 visitors must be surveyed.
- For an event with 5,000 to 10,000 visitors, at least 5% of visitors must be surveyed.
- For an event with 10,000 to 25,000 visitors, at least 500 visitors must be surveyed.
- For an event with 25,000 to 50,000 visitors, at least 2% of visitors must be surveyed.
- For an event with over 50,000 visitors, at least 1,000 visitors must be surveyed.
Surveys must be conducted during all operating days of the event. The questionnaire questions must be stated very clearly. Having been collected, the filled out questionnaires are processed by computers.
Upon the organizer’s request, additional questions concerning qualitative parameters not listed in the obligatory standards can be included into the questionnaire. All details have to be discussed with the auditor in advance.
The number of visitors can be determined with a different degree of accuracy. It depends on conditions set for data calculation.
2. Data Accuracy Degree:
Maximum Accuracy of Visitors Calculation:
- Maximum accuracy of visitors’ calculation is reached by inspecting the data obtained in the result of mandatory electronic registration of visitors.
- Each visitor must undergo registration by filling out an electronic questionnaire, in return s/he receives a unique visitor’s badge.
- A visitor can enter the venue only with the unique visitor’s badge.
- The calculation of entries of the same visitor in the following days is by mandatory registration of their unique badges at all exhibition entrances, followed by calculation of the received data.
- When the event has finished, the collected data is computer processed to avoid duplication, and random verification phone calls are made based on the visitor database. After that the final conclusion on the total number of visitors is made. Sample size for phone calls is based on the total number of visitors and is regulated by the international standards (see paragraph Survey Sample Size).
- To insure maximum accuracy of calculation, the exhibition statistics auditor must have a right:
- to check the electronic registration system;
- to check visitor database for duplication;
- to check the credibility of visitor database by random phone calls to the visitors.
High Accuracy of Visitors Calculation
- High accuracy of visitors calculation is reached by mandatory non-electronic registration at the site of the event.
- Each visitor must undergo registration by filling out a questionnaire, in return s/he receives a visitor’s badge.
- A visitor can enter the venue only with the visitor’s badge.
- After the end of the event, the questionnaires are hand counted, and random verification phone called are made. After that the final conclusion on the total number of visitors is made. Sample size for phone calls is based on the total number of visitors and is regulated by the international standards (see paragraph Survey Sample Size).
- The calculation of repeat entries of the visitors in the following days is carried out by mandatory calculation of all exhibition visitors by special equipment and analysis of the received data.
- To insure high accuracy of calculation, the exhibition statistics auditor must have a right:
- to check the visitor questionnaires credibility;
- to install the equipment to count visitors at all the exhibition entrances.
Sufficient Accuracy of Visitors Calculation
- Sufficient accuracy of visitors calculation is reached by counting sold tickets/individual tickets, then correcting the number by measuring visitors flow per time unit at every entrance, followed by interpolation of received data.
- The organizer is obliged to provide a note stating the number of sold tickets/individual tickets affixed with the seal and signature of the designated individual.
- To insure sufficient accuracy of calculation, the exhibition statistics auditor must have a right:
- to install the equipment to count visitors at all the exhibition entrances;
- to daily receive information on the number of sold tickets/individual tickets.