Yeah, I agree that the setup of and communication during activities needs to be improved.
I was a retainer for the Speed Run area during the morning and I noticed that the information all of the retainers had received somehow wasn't the same.
I was told to tell people not to change their keybinds and hotbars until everyone in the area sat down, then everyone was supposed to be given the same amount of time to do so.
But I guess the retainers on the other side of the rows were telling people that it was fine so a lot of times people were either angry and/or confused as to whether or not they could start adjusting things.

The area itself wasn't setup well either.
None of the rows had walking room so there was no way to easily get in there to help people if they had questions or any issues with their gamepad, UI, etc.

Then during the second day of the event, it was decided to let the team that technically lost continue to try to finish if they were already fighting Diabolos or at least close enough to him.
The thought was so that those teams could still get their winner stamp.
But doing that made it so that everyone in line, who were either doing it for the first time or trying again from not winning earlier, have less of a chance of actually getting in to try >_>;
It was just a huge mess.