Draw your site to scale and time each delivery

Start from the plan your site team already uses

Upload the site plan your team already works from as an image, and draw straight on it. Mark two points you know the distance between and enter it in metres. Every place on the map then shows its actual size, from the length of a fence line to the area of a campsite. You plan the field you have, and nobody measures a pitch twice.

Put a street map or a satellite photo of your venue under the plan and line it up once. Your team then draws on the actual ground. The map underneath also gives you a quick way to set the scale, or to check a scale you set by hand. Pitch sizes and walking distances are then in true metres. Choose how strongly the map shows, so your own drawing stays easy to read.

When the plan changes, upload the new version and everything you drew stays where it was. Months of work on the map carry through every revision of the drawing.

• Your own plan: the drawing your site team already uses
• Set the scale: lengths and areas in true metres
• Map underneath: a street map or satellite photo under your plan

• Draw your event site map and share it

Give your whole team the same up-to-date site map

Draw areas for the arena, campsites and car parks. Add points for stages, bars, food, toilets, first aid, entrances, exits, drinking water and power, and lines for routes and fences. Name each place your way, such as VIP bar or Camping Gold, and link it to a stage or a team. Your whole team opens the same map on a computer, tablet or phone. The stage manager, the security lead and the bar manager all work from this week's plan.

Draw each trader pitch as an area and drag your approved traders onto their pitches. The trader's pitch number then matches the map, and their own trader page shows where they are. Enter how many toilets a block holds, and Fai counts them when she checks your map. When your team reports an incident, they can pick the spot on the same site map, so the control room sees where it happened.

Two people can work on the map at the same time, and each place shows who changed it last. If two of you change the same place at once, the second save stops and you see your teammate's version. Nobody overwrites a colleague's work by accident.

• Areas, points and lines: with undo and redo always to hand
• Linked to stages and teams: your map and your event plan agree
• Traders on their pitches: drag each approved trader onto the map
• Team editing: with who changed each place last

• Put traders on the right pitches and collect your share

Know your map has the safety essentials for your crowd

Tell Fai how many people you expect at the busiest time. She checks your map for first aid, ways out, drinking water, toilets and accessible viewing for a crowd that size. She tells you in plain words what is still missing and how many of each you need. One press puts each missing point on your plan, ready to drag where it belongs.

It replaces the sums you would otherwise do with a calculator and a printout the night before the safety advisory group meets. Run the check again after each change to the plan, and you go into the meeting knowing the essentials are on the map.

When you ask, Fai can also look over your map and add, move or remove a place. She can link a place to a stage or a team, put a trader on a pitch and set the scale. She can also publish or take down the attendee map. Fai shows you each change and waits for your yes before she makes it.

• Check my map: first aid, ways out, water, toilets and accessible viewing
• Sized to your crowd: from the people you expect at the busiest time
• Place it: each missing point added to your plan

Help attendees find their way with a clean map

Choose the places attendees need, such as the stages, bars, toilets, entrances and first aid, and publish. Attendees see your plan with only those places, under the line-up on your event page. Your notes, private places and back-of-house areas stay with your team.

Your team's map and the attendee map are separate. You can carry on with next week's changes without attendees seeing a half-finished plan. When you are ready, Update attendee map lists exactly what attendees will see before you publish. You can take the attendee map down at any time. Print the plan with its key for the production office wall, or save it as a PDF for a briefing pack.

• Only what attendees need: your notes stay off the public map
• On your event page: under the line-up attendees already look at
• Print: the plan and its key, or saved as a PDF

Give responders and suppliers a live map of your site

Make a private map link for the fire service, the ambulance crew, an accessibility team or a power supplier. Choose Emergency services, Accessibility, Suppliers or the exact kinds of place. The link adds those places to the public map: exits, routes, first aid and places to keep clear, or power, water, parking and backstage. Nobody needs to sign in, and the link always shows your site as it is now.

When you move a fire point or add a route, the fire service sees it the next time they open the link. You no longer email a new PDF after each change. The page shows names, shapes and symbols, never your notes or who is on your team.

Each link counts how often it was opened, so you can see that the safety advisory group is using it. Give a link a new address or stop it the moment the wrong person has it. Fai can also make, renew or stop a map link for you after you confirm.

• Emergency services: exits, routes, first aid and places to keep clear
• Accessibility: accessible places, toilets, routes and parking
• Suppliers: power, water, parking, entrances and backstage
• Stop or renew: a new address, or stop it at any time

• Share a private event site map with emergency services and suppliers

Keep lorries off the access road on build day

Open arrival times for each gate or area, with how many vehicles each one can take. Your build day fills with a steady flow of deliveries. Each time shows how many places are booked and closes when it is full. A busy morning slot never turns into a queue of lorries on the access road.

Choose who can book each time: your outside teams, your traders or both. A trader load-in and a staging delivery then share the same gates without getting in each other's way. Add what drivers need to know, such as which entrance to use and that hi-vis is required on site. Each team sees it when they book. Times can run into the next morning when you need an overnight get-in.

• Arrival times: by day, gate or area and number of vehicles
• Who can book it: outside teams, traders, or both
• What drivers need to know: shown to each team as they book

• Book delivery times for your event and check vehicles in at the gate

Let suppliers and traders book their own vehicles

Each outside team opens its own page, with no account, and picks an arrival time with places left. They enter the number plate, vehicle, delivery company, driver and what it brings. They get a reference code and a code your gate team can scan. They can change the details, move the time or cancel until the vehicle arrives. You save the phone calls and email chains, and every booking arrives complete.

Teams get an email when a delivery is booked, moved, cancelled or decided, and when you change its arrival time. When a supplier phones a booking in, book it for them and email them the code. If you move or cancel a delivery, its place goes back to the arrival time for another team.

Add an approval rule for deliveries that need a second look, such as a crane or an oversized load. Each matching booking waits for the people named on the rule, with its place held. If you decline, the team sees your reason. Your gate team cannot check the vehicle in until it is approved.

• Bookings on their page: plate, vehicle, driver and load
• Reference and gate codes: for the driver to show on arrival
• Approval rules: the people who decide each kind of delivery

• Issue crew, artist and press passes your door team scans

Know which suppliers are on site, from a phone

Your gate team opens the gate on a phone or tablet. They see how many vehicles are expected, here, gone, late, did not arrive and waiting for approval. They find a vehicle by its code or number plate, check it in, and check it out when it leaves. You always know which suppliers are on site and which are running late.

If a vehicle is booked for another day, your gate team is asked why they are letting it in first. A wrong tap is undone in one step. Once an arrival time has ended, mark a vehicle as not arrived, and check it in as usual if it turns up later. Each time someone opens the gate or looks up a vehicle, it is recorded, because the gate shows drivers' names and phone numbers.

Ask Fai in your own words which deliveries are due this afternoon. You can also ask her to book, move or cancel a delivery, add an arrival time or check a vehicle in. Fai shows you the change and waits for your yes first.

• Gate view: each vehicle under its arrival time
• Reference or number plate: find a vehicle booked for any day
• Check in and out: with undo, late and did not arrive