EventScotland Events Management - A Practical Guide

Below is a list of some of the elements that may appear on your site ‘master’ plan.
If this plan is particularly complex, it may be an idea to prepare simplified plans for
individual user groups or purposes, e.g. showing emergency routes of access/egress
for services/audience. If the site is extensive with multiple entertainment locations it
would be advisable to include a very basic plan in the printed event programme and
on display at the site itself with a ‘you are here’ marker clearly displayed.
Site layout often changes throughout the planning stages. Make sure you keep the
plans up-to-date and distribute to necessary parties as required.
For outdoor event site plans the final version is likely to feature:
> A grid running ‘a,b,c’, etc one way and ‘1,2,3’, etc the other. This allows for easy
reference when communicating with others – particularly the emergency services
and event security during the live event
> The compass direction showing ‘north’
> The scale
> Points of access and egress. Note – mark all points including ones being used by
emergency services, disabled access, etc
> Pathways, routes and roads
> Entertainment/staging/field of play areas
> Other activities such as children’s activity area, funfair, medal presentation
locations, etc
> Audience areas – seated and standing
> Accredited areas
> Front of house and sound delay tower positions
> Venue operations centre/joint agency control centre
> Media points
> Services and utilities points, e.g. toilets, first aid/ambulance location, lost property
and persons, information, meeting point, disabled platform, telephones, ATMs,
drinking water, etc
> Police and security points
> Sterile areas and emergency rendezvous points
> Parking and transport
> Box Office/ticket points
> Rubbish points
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chapter nine event production: operations, equipment, facilities, health & safety