Developing a site plan

A site plan is a diagram that shows the area that the event is being held on and any temporary equipment that is being used to stage your event.

A site plan needs to show information such as the placement of equipment, existing services etc.

This is so you can manage the site safely and determine in the planning stages how many people can attend the event at any one time and the best location for the event’s services and equipment.

Why is a site plan required?

A good site plan will assist you in applying for permits, position equipment and communicate with contractors, suppliers, vendors, performers, participants and spectators.

A user-friendly version of the site plan could also be used in promotional information and made available at the event site.

The site plan will also be used to communicate with emergency services providers during planning phases as well as during the event.

How to make a good site plan

Start with a good map. This map will become the basis for the site map.

Find a map on Google Earth or ask your Events Officer for assistance.

The map should show the immediate area surrounding the event site and include the names of the main roads or streets. It should also include all of the area’s pathways, roadways, buildings and fences.

Ideally this plan is to scale, and includes measurements of the area and its structures.

Use a program or engage a professional to start adding your event's infrastructure / equipment to the map to build a site plan.

Programs such as PowerPoint can be useful in building a site plan.

Depending on the scale of your event, event contractors may be able to assist in developing the site plan. This can be a good idea, especially if the event is of a larger scale and complex.

Maintaining access of the building line and for emergency vehicle access

Many events are held in an area where the road is closed and it is assumed that the whole area including the roadway and the footpath is available for the placement of infrastructure and equipment.

This is not the case. Event organisers are required to keep the following areas clear and free of infrastructure:

  • On a footpath: an access path 1.8 metres out from the building line. This is to ensure that vision impaired people are able to use the building line as a guide to access the area safely.
  • On a roadway: a 4 metre wide access path from the start of the road closure to the end is required to be maintained and be free of infrastructure and equipment for the purpose of emergency vehicle access.

Making a site plan for a Division 2 Occupancy Permit (POPE) or for siting approval for prescribed temporary structures

If your event requires a Division 2 Occupancy Permit (POPE) or siting approval for prescribed temporary structures, then your site plan will need to be detailed and meet the requirements related to Occupancy Permit planning.

Extra plans

Some areas shown on your site plan may also need to have separate detailed plans.

For example:

  • a catering marquee may need to show how the equipment is positioned within the marquee
  • a stage may need to show the wings, ramps, speaker stacks, canopies etc
  • a seating area may need to show how the rows or seating are to be positioned the distance between each, the aisle widths shown, measured and marked.

The clearance between rows of fixed seats should not be less than:

  • 300 millimetres if the distance to an aisle is less than 3.5 metres
  • 500 millimetres if the distance to an aisle is more than 3.5 metres

What information should be on a site plan?

We have developed a checklist of what should be included on your site plan.

The site plan should include every single bit of infrastructure that you plan to put on or use at your event site. This includes pre event promotional signage.

The City of Greater Geelong has a Recreation Reserve Signage Policy which can permit pre event promotional signage of a non commercial nature to be placed on the site prior to the event. Your events officer can provide you with a copy of this policy for your information.

The checklist we have developed prompts for existing and temporary site elements that need to be shown on the site plan.

If you are applying for a Division 2 Occupancy Permit (POPE) your site plan will be assessed by other agencies as well as the City of Greater Geelong.

Your Events Officer will mark other items on the checklist if they are also required to be included on the site plan.

This list should also be used to prompt the you as the event organiser as to what information needs to be shown on the site plan.

If an application for a Division 2 Occupancy Permit (POPE) or Siting Approval is required, then make sure that you include on the site plan the items that are shaded in the POPE or SITING column. 

Note: the Dimensions of Structures (Temporary and Permanent), the distance between immovable objects and the square meterage of the overall site must be shown on all plans also.

Page last updated: Wednesday, 28 August 2019