Site plans are an essential part of planning for an event, as they provide a visual representation of the site and help to ensure that aids planning and delivery. Site plans allow you to plan the layout of the site, locate infrastructure, and ensure that everything fits within the space available. They are also crucial for event insurance policies, for both event liability insurance and event cancellation insurance, for example for festival insurance, wedding insurance, or pride event insurance. Here is a guide to drawing site plans for an event:
There are several software packages available for drawing site plans. Some of the most popular options include AutoCAD, SketchUp, Vectorworks, and OnePlan. These software packages are powerful tools that allow you to create detailed and accurate site plans. They come with a variety of features, including 3D modelling, measurement tools, and the ability to import images or maps. In the United Kingdom, high quality mapping from Ordnance Survey can be imported into some of these software packages, giving you a properly scaled starting point on which to plan your event layout.
Some of these software packages are easy to use, whilst others need specialist training and extensive practice. At the easier end of the scale is Sketchup and OnePlan - which are mostly suitable for all users. More experienced site designers tend to use packages such as Vectorworks and AutoCAD.
If you do not have the expertise or resources to create a site plan yourself, you can hire a third-party contractor to do it for you. These contractors are experienced in drawing site plans and can help you to create a detailed and accurate plan that meets your needs. They can also provide input and suggestions on how to optimise the site plan for the event.
Site plans can also be used to procure infrastructure and equipment for the event. By providing a detailed site plan to suppliers, they can get a better idea of what equipment is needed and where it should be located. This can help to reduce the risk of errors and ensure that everything is in the right place when the event begins. A high quality site plan can help you calculate the volume of items such as fencing, barrier, and directional signs.
When drawing site plans for an event, here are some key considerations:
When drawing a site plan, it is important to consider the size and scale of the event. This includes the number of attendees, the size of the site, and the expected crowd flow. By understanding these factors, you can ensure that the site plan is appropriate for the event.
The site plan should include the location of infrastructure such as stages, toilets, and concession stands. This will help to ensure that everything is placed in the right location, with access to the right utilities and services, and that there is adequate space for each item.
The site plan should also take into account safety considerations such as fire exits, emergency access, and first aid facilities. These should be clearly marked on the site plan to ensure that anyone working at the event is aware of their location. It’s often useful to make a separate customer-friendly site plan, which may include less technical detail - making it easier to identify the location of entertainment, food and drink, toilets, and first aid facilities.
In conclusion, drawing a site plan is an important part of planning for an event. Whether you use software packages or hire a third-party contractor, it is important to consider the size and scale of the event, the location of infrastructure, and audience safety. By creating a detailed and accurate site plan, you can ensure that everything runs smoothly and that attendees have a safe and enjoyable experience. Additionally, using site plans for infrastructure procurement can help to reduce the risk of errors and ensure that everything is in the right place when the event begins.
If you'd like to talk to the Vento team about event insurance in the UK, and how this relates to the site design of your event, please contact us at support@ventoinsurnace.com or get a quote on our quote builder in minutes.