Planning an outdoor event involves coordinating dozens of interdependent elements across a compressed timeline. A missed step in site planning rarely surfaces as a minor inconvenience — it usually becomes an emergency on show day.
This checklist covers the core areas a site manager should have confirmed before the build begins.
Site Design and Layout
- Site plan finalised and distributed to all contractors, local authority contacts, and key stakeholders
- Access routes marked for vehicles, pedestrians, emergency services, and contractors
- Exclusion zones identified and communicated
- CAD drawing or scaled site plan produced where required by local authority or safety advisory group (SAG)
- Overnight security plan in place for multi-day builds
Power and Utilities
- Generator position agreed — fuel access route confirmed, safe distance from structures maintained
- Power distribution plan completed — load calculations checked against available supply
- Cable routes agreed and protection measures (cable ramps, cable trays, underground routing) specified
- Water supply and drainage confirmed — temporary connections approved by relevant authority
- Backup power provision for critical systems identified
Welfare and Waste
- Toilet provision calculated against expected attendance (UK HSE guidance: minimum 1 WC per 75 attendees for public events)
- Handwashing facilities confirmed alongside toilet provision
- Crew welfare area identified — catering, rest space, shelter
- Waste management plan agreed — segregation, collection frequency, licensed contractor appointed
- Recycling provision confirmed
Fencing, Barriers, and Crowd Flow
- Site perimeter fencing specification agreed and contractor briefed
- Crowd barrier positions agreed with safety manager and security
- Entry and exit gate positions confirmed against emergency evacuation routes
- Queue management plan agreed for anticipated peak entry times
Contractor Management
- All contractors confirmed with contact details, vehicle registration, crew numbers
- Arrival and departure slots assigned to prevent site congestion
- Site induction content prepared — site rules, emergency procedures, welfare locations, reporting line
- Contractor risk assessments and method statements (RAMS) requested and review scheduled with safety manager
- Permit to work system in place for high-risk activities (hot works, work at height, etc.)
Local Authority and Licensing
- Event licence conditions reviewed — all compliance requirements mapped to responsible team members
- SAG engagement completed — meeting minutes filed, any outstanding actions resolved
- Environmental Health notification submitted where required
- Noise management plan agreed and monitoring provision confirmed
- Temporary structure notifications submitted where required (stages, large marquees)
Emergency Planning
- Emergency action plan distributed to all department heads and key contractors
- Emergency assembly point marked on site plan and physically identified on site
- Communication cascade confirmed — who calls who, in what order
- First aid provider briefed and positioned — coverage hours confirmed
- Fire extinguisher positions mapped and inspected
This checklist covers the essentials — but every event site has unique characteristics that will require additional considerations. If you're planning an outdoor event and need an experienced site manager, get in touch.