Event Management Guide

Planning and managing your event in Moonee Valley

Site Plan Fact Sheet 1 A site plan is a map of the event location which includes all the things you plan to bring in to the site and where you plan to put them. It’s important in helping you to work out how the site will look and operate, and essential for providing information to everyone involved, including Council. All key stakeholders (including major equipment providers) in the event should be consulted in its development. The plan should be easily understood and distributed to all involved in setting up the event. During the event, a version of this plan should be posted at strategic locations for public information and as a guide in the case of emergency.

Choosing your event location

You may wish to hold your event in a park or public space. These spaces are for the use of everyone in the community, so you must consider how your event will affect the space itself and how it will affect other people’s use of the area. Things to keep in mind when choosing a space for your event include:

• Is it the right size for the people and equipment which will be there?

• Are there facilities or infrastructure already in place there, for example parking space, and toilets?

• Would your event be likely to damage the site?

• How will your event affect local residents and businesses, for example noise and parking?

• How accessible is the site: o By public transport? o For equipment delivery? o For people with limited mobility? o To emergency vehicles?

Event Management Guide

Planning and managing your event in Moonee Valley

Making your site plan

You will need to submit a proposed site usage plan with your event permit application to Council. If your event is being held one of Moonee Valley’s parks or gardens, you can download an aerial photo from the internet or alternatively Council can provide you an image of a local park from which you can draw your map. Contact Council’s Recreation Department on 9243 8888. Your site plan must include:

• The whole site including entry/exit points and permanent infrastructure

• Dimensions and placement of any temporary structures if required for your event

• Permanent and temporary fencing lines

• Public access points to the site

• Footpaths and roadways on site

• Public roadway closures if required

• Power access locations if required

• Emergency gathering points

• Emergency Vehicle Access

• Fire equipment locations

• Event Communication Centre

• Community Information Centre/s

• First aid points and other emergency centres (lost children, etc)

• Public toilets and disabled facilities locations

• Drinking water outlets

Event Management Guide

Planning and managing your event in Moonee Valley

ACTION PLANNER:

Action Notes Choose your event site Keep in mind all the factors you need to consider.

� Obtain a photo or plan of the site

Download one from the internet, or draw one up yourself.

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Mark all equipment and other placements

Consider the best layout for all the things listed above, including equipment, access points, stages and structures and existing facilities.

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Submit your site plan with your permit application

You may also need to submit this plan with other applications, such as permits for temporary structures.

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Update your site plan As you gather full details of everything you will need and develop other plans for your event, update the plan with, for example, final stallholder sites and structures. Send these updates to everyone who has your original site plan.

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Distribute copies Make sure everyone involved in your event has a copy of the final Site Plan so they know where everything is. You can also use the site plan to provide maps of the site for the public during the event.

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Event Management Guide

Planning and managing your event in Moonee Valley

Example site maps Woodlands Park