Site Planning

A map of your event site or venue is a necessary communication tool for you, your team, and all your planning partners. It is also useful in the event design process as you can plan how people will enter the site, how people will interact with the site and how people will move about the site.

The map should be gridded and numbered showing the location of some/all of the following features:

  • Staging/Temporary structures, ie marquees.
  • Fenced areas/Generators/Water points.
  • Emergency vehicle access/exit points/Routes.
  • First Aid/Info point/Lost Persons point.
  • Toilets.
  • Large pieces of infrastructure. e.g. Funfairs.
  • Entrances and exits.

The amount of detail required would depend upon the size and scale of the event and should reflect the level of detail in your Event Management Plan (EMP).

Accreditation

Accreditation is the catch all term for what often gets referred to as Passes, and they are primarily used to restrict access to different areas of your site or venue. There can be a variety of passes required on an event site, but the type and scale of your event will determine if you need many, or none at all.

People Passes:

  • AAA
  • Production / Crew / Staff
  • VIP / Guest / Friend
  • General Admission (only applicable if a re-entry policy is being used)

Vehicle Passes
. These can vary greatly, but some examples include:

  • Staff Car Park
  • Artist Car Park
  • Public Car Park
  • Delivery Vehicle Pass
  • Onsite Vehicle

Avoid meaningless passes. Don’t create a pass that does not enable access to anywhere restricted – this includes areas that you would like to be restricted, but have no security presence to enforce the restriction.

Create a pass sheet, containing pictures and descriptions of your passes to distribute to your security staff.

Types of accreditation
 can take any number of forms, however the most frequently used include:

  • Wristbands: Fabric, Vinyl or Tyvek
  • Laminated Passes on lanyards
  • Badges
  • Ink Stamps