Keep Your Site Plan Current and Every Delivery Through the Right Gate

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, enter it in metres, and every place on the map shows its real size, from the length of a fence line to the area of a campsite. You plan the field you actually have, and nobody measures a pitch twice.

Put a street map or a satellite photo of your venue under the plan, line it up once, and your team draws on the real ground. The map underneath also gives you a quick way to set the scale, or to check the scale you set by hand, so pitch sizes and walking distances are in real 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. You keep months of work on the map through every revision of the drawing.

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

• Draw your event site map and share it

Put Every Stage, Bar, Toilet and Route on One Shared Map

Draw areas for the arena, campsites and car parks, 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, so the stage manager, the security lead and the bar manager are all looking at this week's plan.

Draw each trader pitch as an area and drag your approved traders onto their pitches, so the trader's pitch number 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. Each place shows who changed it last, and if two of you change the same place at once, the second save is stopped and the map shows your teammate's version, so nobody overwrites a colleague's work by accident.

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

• Lay Out Every Pitch by Your Rules and Invoice Your Share of Sales

Let Fai Check the Safety Essentials for Your Crowd

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

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

Fai can also read your map, add, move or remove a place, link it to a stage or a team, put a trader on a pitch, set the scale and publish or take down the attendee map when you ask her. She 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

Publish a Clean Map Your Attendees Can Follow

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, while your notes, private places and back-of-house areas stay with your team.

Your team's map and the attendee map are separate, so 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 it goes live, and 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 never reach the public map
• On your event page: under the line-up attendees already read
• Print: the plan and its key, or saved as a PDF

Give Responders and Suppliers a Live Map of the Places They Need

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, and the link adds them to the public map: exits, routes, first aid and places that must stay clear, or power, water, parking and backstage. Nobody needs to sign in, and the link always shows your site as it is now.

A moved fire point or a new route is on the map the next time the fire service opens the link, so you stop emailing a new PDF after every 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 actually using it. Give a link a new address or stop it the moment it reaches someone who should not have it, and Fai can 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 a stop at any time

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

Spread Your Deliveries Across the Build Day

Open arrival times for each gate or area, with how many vehicles each one can take, and your build day fills with a steady flow of deliveries. Each time shows how many places are booked and closes when it is full, so a busy morning slot never becomes 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, and every team reads it when they book. Times 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 every 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, picks an arrival time with places left and enters the number plate, vehicle, delivery company, driver and what it brings. They get a reference code and a code the gate can scan, and they can change the details, move the time or cancel until the vehicle arrives. You save the phone calls and the 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. Move or cancel a delivery and its place goes back to the arrival time for someone else.

For the deliveries that need a second look, such as a crane or an oversized load, add an approval rule. Each matching booking waits for the people named on the rule with its place held, the team reads your reason if you decline, and the gate cannot check it 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

• Give Everyone Who Works Your Event the Right Pass, Approved and Ready Before the Gates Open

Run the Gate From a Phone and Know Who Is on Site

Your gate team opens the gate on a phone or tablet and sees 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.

A vehicle booked for another day asks why you are letting it in first, and 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. Opening the gate and each lookup are recorded, because they show drivers' names and phone numbers.

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

• Gate view: every 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