Layout & Site Map

Whether you are running an indoor or outdoor event, a detailed site plan must be completed. You may find that a number of maps are required such as a general information map, access map and evacuation/emergency map. The following is a suggested list of items that should be clearly located on the map. The items underlined are essential for all events and must be included:

• Proposed road closures (outdoor) 
• Parking 
• Accessible parking 
• Emergency access route (outdoor) 
• Vehicle access routes 
• Lighting 
• Stalls - food, businesses, crafts etc 
• Staging - main performance areas 
• Location of litter bins 
• Information stand 
• Entrances & exits 
• Accessible pathways 
• First Aid locations 
• Toilets 
• Accessible toilets 
• Power 
• Drinking water taps 
• Liquor licensed areas (if applicable) 
• Fire extinguisher equipment 
• Lost children (if applicable) 
• Event amusements & attractions 
• Placement of rubbish and recycling bins 

It is useful to have this information at your event on a map for visitors or on boards, particularly if it is a major event and covers a reasonably large area or if there are different precinct areas. It will also assist in providing an ‘Access for All’ event if your make your site map available prior to the event clearly marking accessible elements of your site.

When deciding upon layout, think about how different areas and attractions will complement each other. The layout of your event whether it is indoor or outdoor can provide a different experience for your audience. The following is a list of suggestions to consider when deciding your layout:

• Food areas should be in sections where people can make the most of the entertainment/program. 
• Toilets, water and First Aid should be located in prominent and accessible locations. 
• Accessible parking needs to be clearly marked and managed during the event. Accessible pathways need to link the parking area to the event site. 
• Allow space in your layout for people to congregate. You do not want to create areas where there is risk to the audience due to over crowding. 
• If you are organising an outdoor event, consider the use of natural shade and plan your activities in those locations so that the audience can participate in a safe environment. 
• If you are using equipment that requires power, locate them close to the power source whether it be mains power or through a generator. You need to manage the risk of power cords in areas where the public can access and walk. 

In the section of your event plan, include a copy of the site map.