A Site plan is a map of the event and is essential for event planning and management. All stakeholders can use it as part of the Pre-event Planning.

Important to determine attendee movement and structure dimensions. Outdoor venues require thorough planning with site inspections that can provide information for planning. There should be a consultation as to its final layout. The site plan must be easy to interpret and posted strategically around the site. Useful to know the distances between different objects and electrical supplies, locations of storage-areas and drop-off points. Creating different plans based on the information the manager requires.

The site plan should include services requirements, such as electricity points, water points, waste management plans.

The site plans should be drawn in a scaled and accurate manner, with a functional legend to explain all symbols used.

The site plan is a document that should illustrate:

  • The use of space for all the stakeholders involved.
  • All co-ordination and information centers.
  • Determine the designated evacuation points. Take note of fire extinguisher locations.
  • First aid and emergency access clearly indicated and free from blocking.
  • Allocated entrances, exits and ticket areas
  • Licensed liquor consumption areas.
  • Toilets
  • Stage location
  • Pedestrian routes
  • Restricted areas
  • Food/vendors/stalls
  • Media location
  • Vehicle access route
  • Camp location
  • Ticket selling booths
  • Road closures

A map for the general public should be made available beforehand. Together with the event schedule. The map should resolve any misunderstandings about the site. Should include a contact sheet.