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I have never run an organised day event like this but one thing I know from running clubs is: have a back-up. Preferably a person, but at least a plan.
Most of the time, everything will go smoothly as most people know what they’re about and get on with it once they find out what they need from you and what they need to come back with. The odd thing that comes up should easily be handled with a little common sense. When things get hairy is when multiple things come up at once that need handling.
With any luck, it’ll never come to be but I like to have someone else at the event, even if they’re there primarily as a player, who I know and is willing to stand in if I have to run out and sort something; as little as standing in to say “okay, we know, the person dealing with that will be back and with you shortly”. It can keep things running smoothly and people tend to have more patience when they feel that there is a plan.