EPMS

Venue /Site Map

With the exception of cyberevents, all events have to exist in 3D space. It sounds obvious but it can be easily overlooked. The place of the event can create so many problems and provide so many opportunities. All the event managers I have worked with and spoken to about this issue, place the site of the event as their highest priority. Most event mangers will not bid on an event unless they have carefully looked at the site. Professional conference organisers will stay a few days in the conference hotel venue just to make sure that nothing is overlooked.

This section will also explore major constraints and show the advantages of another part of event documentation - the venue or event site map.

The map can be used in these areas:

• Communication
• Planning - event design and logistics
• Promotion
• History and evaluation

However the map is only effective if it can be understood and this section finishes with a checklist to help in creating an effective map.

Site constraints and Opportunities

The site of an event may range from a purpose built stadium through to an abandoned car park to a jungle clearing. I have organised events in all those places. The site/venue visit must go hand in hand with the event design. It is too easy to promise all kinds of experiences at an event only to find that the venue won't allow it.

The types of venue constraints can be classified as :

• Physical - the most obvious - such as the entrance ways, the poles and posts, strength of the floor.
• Legal - this covers local state and federal regulations , Safety Regulations....
• Historical - what can happen in a venues can often depend on the event history of the venues. If has been used for conferences then it stands to reason that it much of the workload will be reduced.
• Ethical - is the venue appropriate for the event.
• Location - this does not just refer to transport and parking but also to the region. Is it safe? Is it near to emergency services?
• Environmental - this is becoming an increasing concern and deserves a special section

 

MAP of EVENT SITE/VENUE - What's on it Scale and direction (North) A list of symbols used on the map Entrance and exits Roads and parking Administration centre Information booths First aid areas and emergency road access Lost children area Electricity and water outlets Toilets Food and market stalls Tents and marquees Equipment storage areas Off-limit areas and danger spots, e.g. creeks, blind corners Green room Maintenance area Pathways Telephones EFTPOS Media area ....... more on EPMS CDROM

Woodford Festival - a celebration map!

Map of Event Site/Venue - detailed information on this is to be found on the CDROM

Some of the many questions to ask when putting together a site map of the event are:

Who will be reading it? Is it the attendees? - Are they map literate? - What sort of maps are they familiar with? ................

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© W.J. O'Toole