Planning an event—whether it’s a community gathering, private function, or large public event—requires careful organisation. There are many moving parts: people, structures, safety, access, and services.An event site plan brings all of this together into one clear drawing. It shows council, contractors, and stakeholders exactly how your event will be set up.
A well prepared site plan helps to:
- Clearly communicate your event layout
- Support safety and emergency planning
- Assist with council approval
- Coordinate vendors, staff, and services
- Identify potential issues before the event
Practical tips for creating a site plan
Before you start creating your site plan:
- Visit the site in person and take note of slopes, access points, trees and existing structures
- Measure key distances or obtain a property/site survey
- Thank about how people will move through the space
- Starting with a rough sketch is fine, clarity is more important than perfection.
Where to start with your site plan and what information to include
Your event site plan doesn’t need to look like a professional architectural drawing—but it does need to clearly tell the story of your event.
- Use simple tools (hand drawn, PowerPoint or basic design software)
- Use different line colours or line styles to separate elements
- Include a legend/key (guide in the corner of a map to explain what the symbols, colours or line styles represent) if needed
- Keep updating your plan as details change
- Share it with others (team, Council, vendors) for feedback
Key Elements to Include in an Event Site Plan
1. Site Boundaries & existing features
- Property boundaries
- Existing buildings and structures
- Trees, landscaping, fences
- Paths, driveways, and hard surfaces
This forms the base of your plan
2. Temporary Structures
Show everything you are adding to the site:
- Marquees or tents
- Stages
- Seating areas
- Food stalls or vendor setups
Make sure sizes and locations are reasonably accurate so everything fits safely.
3. Access & Movement
Think about how people and vehicles will move:
- Entry and exit points
- Emergency access routes
- Pedestrian pathways
- Vehicle access (including deliveries)
Clear movement is essential for both safety and functionality.
4. Crowd Areas & Capacity
Your plan should demonstrate how people will use the space:
- Main gathering areas
- Queueing zones
- Open space for movement
- Barriers or fencing (if required)
Avoid overcrowding and allow enough room for safe circulation.
5. Amenities (Toilets, Waste and Water)
These are critical for user experience:
- Toilet locations (portable or existing)
- Handwashing stations
- Waste and recycling bins
- Drinking water points (if applicable)
Poor planning here is one of the most common event issues.
6. Parking & Traffic Management
If your event involves vehicles, include:
- Parking areas
- Drop-off zones
- Traffic flow direction
- Road closures or signage (if relevant)
This helps reduce congestion and confusion.
7. Power & Services
Events often require temporary services:
- Generators or power sources
- Lighting
- Electrical distribution
- Water connections
Make sure these are positioned safely and don’t interfere with movement.
8. Safety & First Aid
Council will expect safety considerations:
- First aid locations
- Emergency assembly points
- Fire extinguishers (if required)
Your plan should show that risks have been considered.
9. Entrances, Exits & Emergency Egress
Clearly identify:
- Main public entry points
- Staff/vendor access, Emergency exits
These should be easy to find and unobstructed.
What makes a good site plan?
Before submitting your application, it’s important to understand what makes a site plan effective—and what can lead to delays or requests for more information. Council officers rely on your plan to quickly understand how your event or proposal will function on the site, particularly in terms of layout, safety, and access.
The following guidelines highlight the key qualities of a strong, easy-to-read plan, along with some of the most common issues that can cause confusion or slow down the approval process.
A strong site plan should be:
- Clear and easy to read
- Drawn to scale (even approximate scale is helpful)
- Well-labelled (no guesswork required)
- Visually organised (not cluttered)
- Consistent with your application details
It doesn't need to be overly technical - but it must be easy to understand.
Common mistakes to avoid when preparing a site map
- Leaving out key elements (toilets, access, waste)
- Overcrowding the layout
- Not showing how people move through the space
- Missing scale or north direction
- Unclear messy drawing
- Forgetting safety and emergency planning
If someone unfamiliar with your event can look at the plan and understand:
- What is happening
- Where things are
- and how people move safely around your site
...then you are on the right track.