Introduction to event

2.9 BLUE PRINT OF FUNCTIONAL AREA
Finding the location and venue is important for the development of the event. There 
may be several attractive choices of venue, in which case the organisers need to 
check each venue and spot which of them matches the requirements of the event 
best, is best priced, and is professionally managed. Attention is to be paid to 
appearance and aesthetics, sound, smell, and cleanliness of facilities and 
equipment‘s. 
The selection of venue where the event is to be held will also depend on the purpose, 
concept and theme of the event. It is the responsibility of the event planner to ensure 
that the chosen site is suitable for the intended event and that all relevant information 
and approvals are obtained for the event. 
When deciding on a suitable venue the following needs to be considered: 
 the anticipated size of the event and expected visitors 
 entrances and exits and car parking provisions 
 indoor versus outdoor requirements related to activities 
 requirements of people with special needs 
 access to infrastructure - power, water, communications, washrooms, etc 
 risk management and occupational health and safety 

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Event Management HM-402 
Uttarakhand Open University 
29 
2.9.2 Site Plan 
A site plan is an overall framework indicating the ground layout of the event. 
Typically event site plans will indicate the site boundaries, street accesses, stalls 
locations etc. 
All key stakeholders can use the site plan as part of the planning process, with 
consultation as to its final layout.
A site plan should be easy to interpret and in case of large event, be posted 
strategically around the site for use by patrons. The site plan can be used by staff and 
volunteers in setting up the event and is also invaluable as a reference in an 
emergency situation.