Open Air Business November/December 2016

EVENTS
A Q&A with Rik Haines of Tarren Production on how to critique the viability
of a site for an outdoor event, and how to create a site plan
BE IT A festival, country show or
charity event, most outdoor events
of any notable size are likely be to
be held on land not designed to
host them. As part of their early
planning, event organisers need to
identify a location for their event
that fulfils their aspirations. There
is much to consider in assessing
a site’s suitability for a particular
event and then planning how best
to configure it.
Open Air Business asked for
some advice from Rik Haines, the
senior event producer at Tarren
Production.
Why is venue assessment
imperative when planning an
outdoor event?
The main purpose of a venue
assessment is to understand how
suitable a particular site is for a
particular event. We would look
at the size of the site, its location,
any existing infrastructure and
its natural features (woodland,
gradients, water etc.). The
feasibility study also considers
the best use of the space for
positioning of infrastructure
(stages / bars / markets etc.) and
how suppliers and contractors
can access the site with minimal
disruption to land or neighbours.
These early findings would
inform whether a particular site
would work for the event. After
these initial considerations we
would look at how guests would
get to the event (proximity to train
stations / major roads etc.) as well
as working out the amount of
space available for parking. Ideally
we would do this without having
to get in additional trackway as
these costs would then push up
the overall budget for the event. If
camping is required we would look
at how much space was available
for this and how we could split each
camp section up (crew / family /
general camping etc.).
Why are site plans so important
and who uses them?
If the feasibility study declares
that a site be deemed suitable for
an event, a site plan is drawn up
to work out how the event would
be laid out to realise its maximum
potential. The positioning of
areas is determined by a range of
factors; stages or arenas creating
considerable noise would be
positioned for minimal impact
to local residents. For example,
putting them as far away from
noise sensitive properties as
possible, in a wooded area or facing
away from properties - this would
be a start anyway. If required,
camping areas would also be
marked on to ascertain that there
were enough camping spaces for
the expected number of guests
Site plans would be agreed by
venue owners and also by the local
council. Versions would be agreed
by contractors and suppliers alike
way before the event. Market
traders would be marked on the
plan so they know which area they
are in. A more easy to read site map
is usually created for the public to
use during the event.
What should be included on a site
plan?
Each plan would feature each arena
or stage, camping areas, market
areas, parking etc, and also water
points, access / egress, and any
significant gradients and natural
geography that might minimise
the amount of usable space on the
site. If there are overhead pylons
or underground cables these are
marked onto the plan to ensure
that everyone knows where they
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