Outdoor Event Site Design - Principles of Site Selection

When planning an event, selecting the right location can make all the difference in its success. The right site should accommodate all the logistics and the unique requirements of your event while also providing a great experience for attendees. The site will also need proper event insurance, this includes event public liability insurance, and event cancellation insurance. Depending on the site, event property insurance might also be important to consider. Here are some important principles when selecting a site for your event:

Access + Egress

Access and egress refer to the ease of entry and exit to the event location. It is important to consider how attendees will arrive and leave the event site, whether they will be driving, walking, or taking public transportation. Almost all outdoor events will need to accommodate vehicles entering and exiting the site; and in planning for this you should assess the number and size of entry/exit points, and determine whether they are suitable for the logistics of your event.  

It’s vital to also consider access for larger vehicles. In most cases, event suppliers will need to transport equipment and materials to your site, often using large lorries or trailers. Vehicles like this need generous space for access and egress - this means wider gateways, and larger turning circles. It’s always sensible to conduct a site visit with your key suppliers, so they can assess whether the access is suitable for their vehicles. For medium and large events, it’s considered best practice to have at least two entry/exit points - and if possible dedicate one of these solely to your attendees, and another to your suppliers and contractors. 

Topography, Topology, and Landscape 

Topography, topology, and landscape refer to the physical characteristics of the event site. The site's terrain, soil type, drainage, and vegetation should be considered when selecting the location. These factors can affect the suitability of the site for your outdoor event. From this perspective, there are very few “perfect” event sites, and so this exercise should focus on designing your event layout to suit the site you have identified. You should find out whether your temporary structures, including stages, need to be built on level ground, and you should consider the comfort of your audience who may prefer not to be sitting or standing on an uneven or sloping surface. Instances of dense vegetation, potholes, or poorly landscaped surface can be hazardous to your attendees - so make sure these are identified and made safe. Further, the soil type and drainage arrangements can affect how waterlogged a site becomes during heavy rain. For all matters of topography, topology, and landscape, you should begin with a site visit and record your findings for further analysis. A great source of advice is usually the land-owner. In many cases, the land-owner or their team will have extensive knowledge of the location, allowing them to advise on problematic areas.

Traffic and Transport

Traffic and transport are important considerations when selecting an event site. The site’s location should be accessible and easily navigable to attendees, vendors, and emergency services. Additionally, consider the availability of transportation options such as shuttles or public transportation, particularly if the event is expected to attract a large number of attendees. When selecting a site, ensure that the location has adequate parking or transportation infrastructure to accommodate the expected number of attendees. Additionally, consider the site’s proximity to major highways, airports, and public transportation stations. This will make it easier for attendees to get to and from the event. Many outdoor events feature a substantial amount of car parking - however it’s vital to offer alternative transportation. Doing so will bring not only logistical, but environmental benefits. For small events, it may be sufficient simply to advertise existing local bus and rail services to your attendees. For medium or large events, you should try to make special arrangements with transport companies for dedicated bus or train services, park and ride, and options for arriving on foot or by bicycle. 

Local Stakeholders

Local stakeholders are individuals or groups that may be impacted by your event, including residents and businesses. It is important to consider their interests and concerns when selecting an event site. Engage with local stakeholders early in the planning process to ensure that their needs and concerns are addressed. This will help to build good relationships with the community and prevent any potential issues that could impact the success of your event. It’s common for stakeholders to have concerns around traffic, noise disturbance, and pollution. These issues can often be mitigated through good planning and best practices. Firstly, producing a robust traffic management plan should ensure local stakeholders can still access their properties. Secondly, a noise management plan should identify noise sensitive locations and how these noise levels will be controlled. Finally, an environmental or sustainability policy should describe how waste will be properly collected and disposed of, and how carbon emissions will be reduced where possible. 

In conclusion, selecting the right site for your event requires a thorough assessment of various factors such as access and egress, topography, topology and landscape, traffic and transport, and local stakeholders. Taking the time to evaluate each of these factors will ensure that your event runs smoothly and that attendees have an enjoyable experience. By adhering to these principles, you will be able to select the best event site that suits the needs of your event and ensures its success. Many events will benefit from expert advice which is widely available from specialist contractors with years of industry experience. 

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.