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How Event Planners Can Use a Site Plan

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Event planning is not for the faint of heart: it requires great attention to detail, above average organizational skills, the ability to stay calm under pressure, and in many cases, a site plan. If you’re new to event planning or just thinking about breaking into the field, you may not have thought about the importance of using a site plan. When you need to set up a large physical space, however, a detailed blueprint of that area is essential. Here are just a few of the ways a site plan can serve you well.

Familiarize yourself with the topography of the event site. A good event planner needs to be flexible, and sometimes, that means figuring out how to set up an event around existing topographical features like trees, hedges, and bodies of water. Don’t let yourself be caught by surprise when you’re setting up your event (“Wasn’t that tree a few more feet to the left?”): get a site plan so you know exactly where every topographical feature is located.

Plan emergency exits. You want to make sure that event attendees have a good time, but safety is also a priority. Event planners are often responsible for doing a risk assessment. If the event is being held inside, you may need to look at a site plan to ensure that the space allows for emergency exits, and if the event is outside, you need to make sure that there are appropriate routes for emergency vehicles.

Direct the flow of event attendees. In order for event attendees to have a great time, you need to help ensure that there won’t be a lot of congestion from foot traffic or any confusion about the event layout. By using a site plan, you can figure out where to place signs, place crowd barriers, add stages, and set up a central information center.

Allow enough space for large-scale events. If you’re putting on a large-scale event like an outdoor wedding or a music festival, site plans can help you determine where to set up stages and viewing points. You may also be able to look at the topography to determine how best to create natural sound barriers.

Set up a parking area. If you know that a lot of people will be driving to your event, it’s absolutely essential that you set up a parking area large enough to meet your attendees’ needs. A site plan can help you determine exactly how much space is available to you so that you can plan accordingly.

This is just a small sampling of the ways that a site plan can help you plan an event; a site plan is going to be valuable for you in any situation where you need to work with an accurate visual representation of your space. In order to get a detailed blueprint quickly, place an order with MySitePlan. We use up-to-date satellite imagery, GIS information, County Parcel Maps, and other information sources to provide you with an accurate site plan within 2 working days. Order a site plan today to ensure that your big event goes off without a hitch. 

 

 

FAQ Answer
How does topography impact event layout decisions? Topography impacts event layout by influencing where stages, seating, and amenities are placed. Variations in elevation and natural obstacles like water bodies can dictate the flow of foot traffic and the placement of essential services.
What are the latest technological tools used in site planning? Recent tools include Geographic Information Systems (GIS), 3D modeling software, and drone surveys, which provide detailed and accurate maps, allowing for precise placement of event elements and better visualization of the space.
How do you coordinate with local authorities for emergency planning? Coordination involves sharing the event's site plan with local safety officials, discussing potential risks, and aligning the emergency response strategies and routes with local regulations and resources.
What should be considered when setting up large-scale event parking? Considerations include the number of attendees, the capacity of the venue, access routes, and safety measures. A well-planned parking layout should facilitate smooth ingress and egress while ensuring pedestrian safety.
How can natural features enhance event attendee experience? Natural features like trees, hills, and bodies of water can be utilized to create aesthetically pleasing environments, natural sound barriers, and comfortable shaded areas, thus enhancing the overall attendee experience.
What are common pitfalls in site planning and how can they be avoided? Common pitfalls include underestimating crowd size, poor signage, and inadequate emergency planning. These can be avoided by thorough risk assessment, using accurate site plans, and frequent collaboration with all stakeholders.

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  • Ryan Crownholm