4. Planning for the event

Selection of a venue

The selection and design of the venue will have a significant impact on all components of event planning and on the overall safety and success of the event. In the selection of a venue consider the following:

• services and utilities available on site;
• movement of people within the site;
• crowd regulation and overspill areas;
• access to site for patrons;
• access to site for emergency vehicles;
• hazards in and around the area;
• potential impact on the local environment;
• road access in wet weather;
• traffic flows/parking;
• provision for disabled people;
• agreement of key stakeholders on selection of site/venue.

Site plan

A site plan is a map of the event and an essential tool in event planning and management.

Firstly, as a way of communicating during the planning of the event, the site plan can be distributed for comment, and any problems or conflicts can be sorted out early in the planning phase. It may be that some stakeholders have not been to the venue before and a well detailed site plan may help them in their organisation.

Secondly, a site plan can be a worthwhile resource for setting up the event. Staff can use the plan to erect temporary first aid stations, food stalls, position seating, bins and to create walkways.

A site plan is invaluable in the event of an emergency. Security staff, police, first aid personnel and emergency services personnel should carry a copy of the site plan. The site plan can quickly determine the exact location of an incident or emergency thereby assisting in speedy responses.

NOTE
Remember:

• For the site plan to be most useful it should be set out clearly on a grid format.
• Surrounding landmarks and streets will help to identify the venue layout.
• Entrances, exits, vendor locations, first aid posts, toilets, phones, security and licensed areas should be numbered, and/or indicated by a symbol.
• Include a legend explaining all symbols and numbers.
• All access roads and pathways should be clearly marked to indicate use by patrons, vendors, performers and emergency service vehicles.

Download an example of a site plan

Event promotion and ticketing

A clear and well sequenced promotion and media strategy can significantly influence the expectations and subsequent behaviour of patrons.

Pre-event messages should promote:

• the focus of the event
• restrictions on the provision and consumption of alcohol
• safe drinking practices
• availability of food
• entertainment and transport

Event managers may choose to structure the ticketing so that they can predict and control the crowd size, segment the crowd by using a number of entrances, or stagger crowd arrival by specifying entry times. Tickets are also an important means to disseminate quality information such as:

• maps
• patron information regarding restrictions
• services and their location
• safe drinking information
• transport arrangements
• gate opening and closing times
• personal health and safety warnings, e.g. water, sunscreen and hats

Signage

Clear and appropriate signs help inform and direct patrons to:

• Parking
• entrance conditions
• first aid services
• toilet facilities
• rules relating to the serving and consumption of alcohol

Signs should be strategically placed so patrons are informed before entering the event. This minimises conflict and congestion at entry and exit points.

Signs must be displayed at all licensed areas. The Department of Gaming and Racing can assist event managers to obtain and develop signage.

Transport

A range of widely publicised and economical transport options will help patrons to get to and from the event. Liaison with transport providers, police and local council personnel is necessary to coordinate an effective transport plan. It is also wise to advise local taxi companies and establish a taxi/bus queueing system with a controller in place. Including the cost of transport in the ticket price can encourage use of public transport. Parking facilities, waiting areas and pickup/drop-off zones are also an important part of a transport plan. There will also need to be contingency plans for cancellation of the event, wet weather during the event or a delayed finish. (See also the section on weather)

Noise

Noise from amplified music, motors, refrigeration equipment, generators and patrons can create problems for local residents and businesses. If complaints are received regarding excessive noise, the event may not be able to be held in the future.

If the event will provide amplified entertainment there will need to be an agreement with the local council. Any liquor licence in operation for the event may also include specific conditions limiting noise levels and trading hours.

Weather

For outdoor events in particular, the prevailing weather conditions should be a major factor in choosing the date and time for the event. Adequate space, freely available water and shade need to be provided before, during and after the event. Technology now provides event managers and emergency service personnel with access to regular weather and storm reports and the opportunity to develop a range of contingency plans in response to an anticipated adverse weather change.

Information centre and communications

A well-identified, well-located, and well-publicised information centre on site, serviced by knowledgeable staff, can provide a full range of information services to patrons.

Remember to mark the location of the information centre on the site plan.

Communication between event staff is vital to ensure safety and security for both staff and patrons. Communication between the organisers and patrons must also be adequate to cope with emergency situations. Battery operated megaphones or back-up generators may be necessary to ensure that communication is maintained at all times.

Food

The availability of high-quality, affordable and accessible food can enhance patron comfort, reduce levels and effects of alcohol consumption and increase event revenue. Having a variety of food options is particularly important in or near 'wet' areas to encourage drinkers to eat. This will also reduce the need for patrons to move through other areas to buy food thus avoiding possible disruptions in 'dry' or family areas. Food vendors will be required to meet council health standards.

Water

For outdoor events (e.g. rock concerts, raves and some sporting events) especially during the summer period, patrons require access to drinking water to prevent dehydration and reduce consumption of alcohol. Clean, easily accessible drinking water should be available, free of charge, with an additional option to purchase chilled bottled water.

Lighting and power

Even in venues darkened for performances, lighting should always be adequate to identify exits, corridors and aisles. Auxiliary battery power or generators should be in place to provide minimum light in a power break, as well as to power the public address system, which can be used to give directions to patrons during a power failure.

As many concerts are performed with only stage lighting, access to the main lighting or house lights is essential in case of an emergency. The location and means of activation of lighting and power must be known to those on site who are responsible for emergencies. It is worthwhile to have an electrician on call.

NOTE.
Lighting can also be used to control crowd movement as people tend to move towards stage lighting and leave an area when the house lights are turned on. Use of the site plan to determine dark and isolated areas can help organisers to identify possible safety concerns.

Toilets

Provision of adequate toilet facilities are necessary to obtain licences to sell liquor at a function. If existing toilets are inadequate, additional portable units must be made available.

Toilet locations should be:

• well marked;
• well lit (including surrounding area) if night use is required;
• serviced (including pump-out portables) on a 24-hour basis during the event;
• conveniently placed to allow service vehicle access to the toilets.

Other considerations for toilets are:

• toilets for people with disabilities;
• the safe disposal of sharps in containers away from the reach of children;
• a supply of condoms at some events;
• the duration of the event;
• the type of crowd;
• the weather;
• whether alcohol will be consumed.

Remember to mark the location of toilets on the site plan.

NOTE: The numbers of toilets should be discussed with the local council.

Entry and exit details

Efficient entry and exit points will prevent congestion and frustration and create a positive atmosphere for the event. These points should allow for:

• large crowds initially;
• adequate staff;
• space for bag and identification checks;
• quick response to problems;
• wet weather provisions;
• clear venue information to assist patrons to move to a specific location;
• identifiable drop-off and pick-up points;
• separate entrances and exits for entertainers and staff.

Gates should be opened allowing sufficient time for all patrons to enter the venue before the entertainment starts.

Waste Management

You need to ensure that you have waste management procedures set up. Contact the local council and find out whether there are certain requirements for the collection of waste, both recycled and non-recycled waste. Also, there needs to be enough garbage bins to adequately cater for the expected population attending the event.

Download the planning for the event form  (pdf)

Next - 5. Health and safety issues