Event Site Survey Checklist: What to Check Before Any Event

Why Site Surveys Matter

You arrive on event day with three lorries full of marquees, furniture, and equipment. The client said there is "plenty of access." Your drivers discover a gate that is 2.1 metres wide. Your lorries need 2.5 metres.

Now what?

Proper site surveys prevent these disasters. A thorough venue assessment spots problems weeks before event day when you can still solve them.

This checklist covers everything you need to assess during any outdoor event site visit, whether you are setting up a marquee, planning a festival, or coordinating a wedding.

When to Conduct a Site Survey

First Site Visit

Conduct your initial survey as early as possible:

• Ideally: Before you quote the job
• Minimum: Two weeks before event day
• Never: The day before the event

Early surveys give you time to:

• Identify and solve access problems
• Order additional equipment if needed
• Renegotiate pricing if site is more difficult than expected
• Plan alternative setups if original plan will not work

Follow-Up Visits

Some events need multiple site visits:

• Large festivals: Visit during planning, setup rehearsal, and pre-event check
• Complex builds: Visit after any site changes or construction
• Weather-dependent events: Check ground conditions closer to event date
• Multi-supplier events: Coordinate visit with other vendors

Paul, Monaco Events:

"Now 8 times out of 10 I build quotes with clients whilst on a site visit. Which my clients absolutely love because they are not waiting around for me to email them a price, they receive it instantly."

Essential Site Survey Checklist

1. Access & Vehicle Routes

Main access points:

• Gate widths (measure precisely, not estimate)
• Gate heights (check for overhead restrictions)
• Surface type (tarmac, gravel, grass, mud)
• Weight restrictions (can ground support loaded lorries?)
• Distance from road to setup area
• Any tight turns or narrow sections

Vehicle considerations:

• Can your largest lorry physically fit through access?
• Is there turning space for articulated vehicles?
• Can vehicles reverse to unloading area?
• Where will vehicles park during unloading?
• Is there alternative access if main route blocked?

Pro tip: Measure gate widths and turning circles. Do not trust "it should be fine." Bring a measuring tape or use GoodEvent Maps to measure distances accurately from satellite view.

2. Ground Conditions

Surface assessment:

• Ground type (grass, concrete, tarmac, gravel, sand)
• Ground firmness (walk the entire setup area)
• Slope gradient (measure or visually assess)
• Drainage (where does water go in rain?)
• Evidence of previous flooding or waterlogging
• Underground services (cables, pipes, irrigation)

Seasonal considerations:

• Current conditions (dry, wet, frozen)
• Expected conditions at event time
• Recent weather patterns
• Site drainage system effectiveness

For marquee companies: Ground condition determines pegging method. Hard ground needs drilling. Soft ground needs longer stakes or ballast. Concrete needs weights only.

3. Utilities & Power

Power supply:

• Location of power points
• Available capacity (amps/voltage)
• Distance from power to event areas
• Need for generators or additional power
• Cable route planning
• RCD protection requirements

Water supply:

• Water tap locations
• Water pressure
• Hose connection types
• Distance to areas needing water
• Drainage for grey water

Waste disposal:

• Bin locations and access
• Waste collection arrangements
• Recycling requirements
• Toilet waste disposal (if using portaloos)

4. Site Boundaries & Restrictions

Physical boundaries:

• Fence lines and walls
• Trees and vegetation
• Buildings and structures
• Underground services marked
• Overhead power lines or cables
• Protected areas or no-go zones

Access restrictions:

• Locked gates (who has keys?)
• Time restrictions for access
• Noise limitations
• Parking restrictions
• Neighbouring property considerations

Client restrictions:

• Areas that cannot be used
• Ground protection requirements
• Tree protection zones
• Grass damage concerns
• Historical or protected features

5. Safety & Emergency Planning

Emergency vehicle access:

• Can fire trucks reach all areas?
• Ambulance access to setup areas
• Emergency assembly points
• Evacuation routes
• Gate access for emergency services

Hazards to note:

• Uneven ground or trip hazards
• Overhead hazards (trees, power lines)
• Underground hazards (cables, pipes, wells)
• Water features (ponds, rivers, ditches)
• Public rights of way through site
• Wildlife or livestock considerations

Fire safety:

• Fire assembly points
• Extinguisher locations
• Nearest fire hydrant
• Equipment storage away from structures
• Emergency lighting requirements

6. Weather Contingencies

Wind assessment:

• Exposed areas or wind tunnels
• Wind direction patterns
• Natural windbreaks (trees, buildings)
• Structures needing extra securing
• Alternative layouts for high wind

Rain planning:

• Low-lying areas prone to flooding
• Drainage effectiveness
• Mud management for vehicle access
• Ground protection needs
• Covered areas for setup in rain

Sun exposure:

• Areas in full sun all day
• Shaded areas
• Need for additional shade structures
• Timing of sun movement
• Guest comfort considerations

7. Measurements & Distances

Critical measurements:

• Total site dimensions
• Setup area dimensions
• Distance from access to setup area
• Distance between key elements (stage to toilets, etc.)
• Spacing for emergency vehicle access
• Clearances around structures

Use GoodEvent Maps to:

• Measure distances accurately from satellite view
• Calculate area sizes precisely
• Document measurements on visual site plan
• Share measurements with entire team
• Reference measurements during planning

Learn more about event site planning with accurate measurements.

8. Existing Structures & Features

Buildings:

• Location and dimensions
• Access to buildings
• Power/water availability
• Indoor backup space
• Storage possibilities

Permanent features:

• Permanent toilets
• Permanent power points
• Covered areas or shelters
• Tables or seating
• Signage or notice boards

Natural features:

• Trees (size, location, protection needs)
• Gardens or flower beds
• Slopes or hills
• Water features
• Rock outcrops or obstacles

9. Logistics & Setup Planning

Equipment placement:

• Where will each element go?
• Space for assembly areas
• Storage during multi-day setup
• Waste and packaging disposal
• Tool and equipment storage

Crew considerations:

• Crew parking locations
• Crew access throughout day
• Facilities for crew (toilets, shelter)
• First aid facilities
• Communication coverage (mobile signal)

Timeline planning:

• Setup start time allowed
• Noise restrictions during setup
• Other site users during setup
• Breakdown time restrictions
• Site clearance deadline

10. Documentation & Photos

Visual documentation:

• Photograph all access routes
• Photo of each gate with measurements
• Ground condition photos
• Power point photos
• Any hazards or concerns
• Overview photos from multiple angles

GPS tagging:

• Tag photos with location
• Note compass directions
• Mark photo locations on site plan
• Date stamp all photos

Notes and sketches:

• Detailed notes for each area
• Rough sketches during visit
• Measurements and dimensions
• Contact details for site manager
• Access codes or key locations

Site Survey Best Practices

Bring the Right Tools

Essential items:

• Measuring tape (50m or longer)
• Camera or smartphone
• Notepad and pen
• Site plan or map
• High-vis jacket
• Appropriate footwear (wellies if wet)

Digital tools:

• Smartphone with GoodEvent Maps loaded
• GPS location enabled
• Offline maps (if poor signal expected)
• Checklist on mobile device

Involve the Right People

Who should attend:

• Site operations manager
• Setup crew leader
• Health and safety representative
• Client or site owner
• Other key suppliers (if coordinating)

Why multiple perspectives help:

• Operations sees logistical challenges
• Crew sees practical setup issues
• Safety rep spots hazards
• Client clarifies restrictions
• Suppliers coordinate shared resources

Document Everything

Do not trust memory. Document findings immediately:

1. Take photos as you walk the site
2. Make notes on the spot (not later)
3. Measure critical dimensions precisely
4. Record GPS coordinates of key points
5. Mark findings on site map in real-time

Kirsty, Pembrokeshire Marquee Hire:

"The floor planner tool sold me at the start, but there are so many things that help me keep control of what's going on. I am far from a computer wizard but from the very start, the support I had from the team was amazing!"

Share Findings with Team

Site survey information only helps if your team can access it:

• Create visual site plan: Use GoodEvent Maps to plot findings on satellite imagery
• Share immediately: Send site plan to crew before event day
• Include photos: Add photos to relevant areas on map
• Note restrictions: Highlight access issues or hazards
• Update as needed: Revise plan if conditions change

Using GoodEvent Maps for Site Surveys

Before the Site Visit

1. Search for venue location
2. Switch to satellite view
3. Get overview of site and surroundings
4. Identify potential access routes
5. Note any obvious obstacles
6. Plan what to check during visit

During the Site Visit

1. Open map on smartphone
2. Mark actual access routes walked
3. Plot gate locations and measure widths
4. Document hazards at exact locations
5. Measure distances between key points
6. Add notes and photos to map
7. Share live updates with office team

After the Site Visit

1. Complete site plan with all findings
2. Add equipment placement plan
3. Calculate area capacities
4. Plan vehicle routes and parking
5. Share final plan with entire team
6. Print maps for crew on event day
7. Keep digital copy for reference

Learn more about creating event site plans with GoodEvent Maps.

Common Site Survey Mistakes to Avoid

Mistake 1: Relying on Client Information

The problem: Clients often overestimate access and underestimate challenges.

The solution: Verify everything yourself. Measure gates. Walk access routes. Test ground conditions.

Mistake 2: Only Checking in Good Weather

The problem: Site in sunshine behaves differently than site in rain.

The solution: Consider seasonal conditions. Check drainage. Plan for worst weather scenario.

Mistake 3: Forgetting Emergency Access

The problem: Layout works for setup but blocks emergency vehicle access.

The solution: Plan emergency routes first. Then arrange other elements around them.

Mistake 4: Not Documenting Measurements

The problem: You think you remember dimensions. You do not.

The solution: Write down every measurement. Photograph measuring tape showing distances. Mark on map.

Mistake 5: Ignoring Neighbouring Properties

The problem: Noise complaints, parking issues, access conflicts on event day.

The solution: Check surroundings. Note residential areas. Plan noise management. Respect neighbours.

Mistake 6: Solo Site Visits

The problem: One person misses things another would spot.

The solution: Bring crew leader or operations manager. Two sets of eyes catch more issues.

Mistake 7: Not Testing Vehicle Access

The problem: Assume lorries can access. Discover on event day they cannot.

The solution: Drive the route if possible. Measure tight spots. Test turning circles. Confirm vehicle can physically reach setup area.

Site-Specific Considerations

Private Gardens & Estates

Additional checks:

• Ground protection requirements
• Lawn damage concerns
• Tree and plant protection
• Building access restrictions
• Historical features protection
• Reinstatement expectations

Public Parks & Spaces

Additional checks:

• Public access during setup
• Permit requirements
• Noise restrictions
• Time limits for access
• Council approval needed
• Public safety considerations

Agricultural Land & Fields

Additional checks:

• Livestock considerations
• Crop damage concerns
• Gates and fencing
• Track and field access
• Seasonal ground conditions
• Farmer access needs during event

Beaches & Coastal Sites

Additional checks:

• Tide times and high water marks
• Sand anchoring requirements
• Wind exposure planning
• Beach access for vehicles
• Environmental restrictions
• Weather contingencies

Urban & City Locations

Additional checks:

• Road closure requirements
• Parking restrictions
• Pedestrian access
• Noise level limits
• Power and utilities location
• Waste collection access

Creating Your Site Survey Process

Step 1: Standardize Your Checklist

Create a reusable checklist covering:

• All items from this guide
• Your company-specific requirements
• Equipment you typically use
• Common challenges you face

Use GoodEvent Docs to create digital checklists that work offline and sync when back online.

Step 2: Train Your Team

Ensure everyone conducting site surveys:

• Knows what to check
• Understands why it matters
• Can use your documentation tools
• Reports findings consistently

Step 3: Build a Template Library

Save site plans for recurring venues:

• Annual festivals at same location
• Venues you use regularly
• Similar site types for reference
• Best practice examples

Step 4: Review and Improve

After each event:

• What did you miss in survey?
• What surprised you on event day?
• How can survey improve?
• Update checklist based on learnings

Start Planning Better Events

Thorough site surveys prevent problems. Visual site plans solve them.

GoodEvent Maps turns your site survey findings into professional site plans your entire team can access.

Next steps:

1. Create your first site map - Free to use, no limits
2. See example event maps - Learn from real event layouts
3. Read the complete site planning guide - Master event site planning

Related resources:

• How to plan festival site layouts
• Emergency access planning for events
• Creating professional site plans in minutes
• Event safety and compliance documentation

Built for event professionals. Used by marquee companies, event planners, corporate event teams, and festival organisers worldwide.

Mica, Ohana Marquees:

"Creating and editing a quote in minutes while the client is still on the phone is definitely a huge deal for us and makes us stand out from the crowd. From quotes to floor plans to accounts it is such an easy system to use."