Plan Event Sites on Real Maps
Plan festival sites, outdoor events, and large venues on real terrain. Drag stages, toilets, vendors onto Google Maps. See slopes and obstacles before you arrive. Share with crew in seconds.
Before & After Event Site Planning
Before
- ❌ Hand-drawn sketches that don't show actual terrain
- ❌ Expensive CAD software requiring professional training
- ❌ Planning blind without seeing slopes, trees, or obstacles
- ❌ Multiple site visits just to understand the layout
- ❌ Emailing static PDFs that are outdated within hours
After
- ✅ Plans built on satellite imagery showing real terrain
- ✅ Drag-and-drop interface—no training required
- ✅ See slopes, trees, buildings, and obstacles before site visit
- ✅ Plan entire site remotely, visit once to verify
- ✅ One live link—everyone sees updates instantly
What is Event Site Planning?
Event site planning is the process of designing the physical layout of an event venue before anything is built on-site. Site planning software maps where stages, tents, vendors, toilets, emergency routes, and infrastructure will be positioned across outdoor festivals, large-scale events, fairgrounds, and open venues. Event planners use site planning tools to visualize the entire event footprint, measure distances for safety compliance, coordinate with vendors, and provide crews with clear setup instructions.
For festivals, outdoor weddings, agricultural shows, and large events, traditional site planning with paper sketches or expensive CAD software creates problems: plans don't show real terrain, changes require starting over, and sharing updates means endless email chains with outdated PDFs.
GoodEvent Maps site planning replaces hand-drawn plans and complex CAD with drag-and-drop planning on real Google Maps satellite imagery. See exactly where your event will be, including slopes, trees, buildings, and obstacles. Drag stages, toilets, and vendors onto the actual site. Measure distances accurately. Share one live link with your entire team.
Why Hand-Drawn Plans Fail for Large Event Sites
Sketch-based planning works fine for a small indoor wedding. But when you're organizing a festival across 10 acres, an agricultural show with hundreds of vendors, or a marathon with aid stations across a city, paper sketches fall apart:
You Can't See the Real Terrain
You draw the main stage in the top-right corner of the field. Looks good on paper. But when you arrive on-site, that corner slopes 15 degrees and has three massive trees you didn't know about. Now you're re-planning on event day.
Site planning on satellite imagery shows slopes, trees, buildings, ponds, and obstacles before you commit to the layout. Plan around reality, not guesses.
Distance Measurements Are Guesswork
Safety regulations require emergency vehicle access within 45 meters of all structures. You estimate distances on your sketch. Council inspector arrives and measures with GPS—you're 60 meters. Event permit denied.
Built-in GPS measurement tools give you exact distances. Prove compliance before submitting permit applications.
Plans Become Outdated Immediately
You finalize the site plan Monday. Wednesday, you add three more vendor pitches. Friday, the client moves the VIP area. By Saturday setup, five different versions of the plan exist. Half the crew has the wrong one.
One live map means one version. Update it once, everyone sees the change on their phone within seconds.
Amy, The Marquee Hire Company:
"Made my life so much easier & it looks great for the customers, very professional! The online CAD has literally saved me hours per day... Very user friendly, absolutely love this system."
You Can't Share Plans Effectively
Email a PDF site plan to 30 vendors. Three didn't receive it. Five can't open the file. Ten are viewing last week's version. Everyone's confused about where their pitch is located.
Share a link. Vendors click it, see the interactive map, find their pitch, zoom in, get directions. No email attachments. No version confusion.
Changes Mean Starting Over
Client wants to move the food village 50 meters north. With hand-drawn plans, you're erasing and redrawing. With CAD, you're moving every element and hoping you don't break the file.
Drag-and-drop changes take 30 seconds. Grab the food village zone, drag it north, done. Everything updates automatically.
Crew Can't Access Plans On-Site
You print the site plan. Crew member leaves it in the van. Another gets it soaked in the rain. A third is looking at the version from three days ago. Setup chaos.
Mobile-accessible maps mean crew opens the link on their phone while standing in the field. Real-time access to the current plan, always.
Why GoodEvent Site Planning is Different
AutoCAD and SketchUp are powerful but require professional training and expensive licenses. Cvent and Social Tables are enterprise-priced for large venues. Generic design tools like Canva don't understand event-specific needs like emergency access routes or vendor pitch layouts.
GoodEvent Maps was built for events from day one. We understand you need:
- Real satellite imagery showing actual terrain, not blank canvases
- Event-specific icons (stages, toilets, tents, generators) not generic shapes
- Measurement tools in meters and feet for regulatory compliance
- Shareable links for vendors, crew, councils, and emergency services
- Multiple maps for setup day, event day, and breakdown phases
- Mobile access for on-site crew checking plans in real-time
- Free access without enterprise pricing or per-user fees
Built-in features others charge extra for:
- Unlimited event sites and maps
- Google Maps satellite and street view integration
- Distance and area measurement tools
- PDF and image export for permit applications
- Shareable links with view-only or edit permissions
- Works on any device—desktop, tablet, phone
- Real-time collaborative editing for teams
Easy access for everyone involved:
Your team, vendors, and crew don't need accounts or training:
- Share a link via email, WhatsApp, or SMS
- Recipients click and see the interactive map immediately
- Zoom in, measure distances, comment on specific locations
- View on any device—no apps or downloads required
Perfect for coordinating large teams, external vendors, and stakeholders who need to see the plan but don't need full editing access.
Kirsty, Pembrokeshire Marquee Hire:
"I came across Good Event at the most perfect time! I must say, signing up was the best decision I had made for my business. I am far from a computer wizard so was initially concerned if it was for me. But from the very start, the support I had from the team was amazing! 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."
How Event Site Planning Works
Planning an event site with GoodEvent Maps takes minutes, not days. Here's the complete process:
1. Search for Your Event Location
Type the venue address, festival field, park, or fairground location into the search. Our integration with Google Maps finds it and loads satellite imagery showing the actual site.
Time to complete: 10 seconds
2. Find the perfect spot.
See real terrain—slopes, trees, existing buildings, water features, access roads. Understand the site before planning anything.
Time to complete: 5 seconds
3. Define Site Boundaries
Draw the event perimeter using the boundary tool. Mark the edges of your available space. System calculates total site area automatically.
Time to complete: 1-2 minutes for a 10-acre site
4. Add Major Infrastructure
Drag stages, toilets, generators, and water points onto the map. Position them based on terrain—avoid slopes for stages, place toilets away from food areas, position generators with vehicle access.
Time to complete: 5-10 minutes depending on complexity
5. Plan Access Routes
Draw vehicle access routes for setup, emergency services, and breakdown. Measure route widths to ensure large trucks can navigate. Mark delivery and collection points.
Time to complete: 5 minutes
6. Add Vendor Zones
Create numbered vendor pitches. Drag vendor icons onto each pitch. Measure each area to confirm it meets vendor requirements. Label zones (Food Village, Craft Market, Trade Exhibitors).
Time to complete: 10-15 minutes for 50 vendor pitches
7. Plan Safety Features
Mark fire assembly points, first aid posts, emergency vehicle access, and evacuation routes. Measure distances to prove compliance with safety regulations.
Time to complete: 5 minutes
8. Add Labels and Notes
Label all zones clearly. Add notes about power requirements, water access, setup times. Use color coding for different zones or event phases.
Time to complete: 5 minutes
9. Share with Stakeholders
Generate shareable link. Send to client for approval, council for permits, vendors for pitch allocation, crew for setup reference. Set view-only or edit permissions based on recipient.
Time to complete: 30 seconds
10. Export for Permits
Export high-resolution PDF showing entire site plan with measurements, labels, and legend. Submit with permit applications to councils and authorities.
Time to complete: 30 seconds
Complete planning time: 30-45 minutes for a complex festival site. Compare that to 2-3 days with CAD or multiple site visits with hand-drawn plans.
Jodie, Sami Tipi:
"Thanks to Good Event we can send absolutely stunning quotes and give our customers an unbeatable service."
Event Site Planning Capabilities That Save Time
Real Satellite Imagery Base
Plan on actual Google Maps satellite imagery updated regularly. See trees, buildings, slopes, ponds, parking areas, access roads—everything that affects your layout.
Time saved: No site visits just to understand basic terrain features. Plan remotely, visit once to verify.
Terrain Elevation Visualization
Switch to terrain view to see slopes and elevation changes. Avoid planning stages on slopes or placing camping on the lowest point that floods.
Mistakes prevented: Every "we didn't know it sloped that much" crisis avoided.
Drag-and-Drop Asset Library
Choose from 100+ event-specific icons: stages (small to main stage), marquees, tents, toilets, generators, bars, food stalls, first aid posts, security points, vehicle gates, and more.
Links to: All icons designed specifically for festival and outdoor event planning.
Accurate GPS Measurement Tools
Measure distances between points ("45 meters from stage to toilets"), calculate area of zones ("Food village is 2,400 square meters"), verify emergency access routes meet regulations.
Compliance benefit: Prove to councils and fire services that safety requirements are met before event day.
Multiple Map Layers
Create separate layers for infrastructure (power, water), structures (stages, tents), vendor areas, safety features. Toggle layers on/off to see different aspects of the site plan.
Flexibility: Show clients the public-facing map without seeing infrastructure details.
Timeline-Based Planning
Create different map versions for setup day (crew access routes, delivery zones), event day (final layout), and breakdown (collection points, waste removal).
Crew clarity: Setup crew sees setup map. Event day staff sees event map. No confusion about which phase they're working on.
Vendor Pitch Numbering
Number vendor pitches automatically. System generates vendor allocation list matching pitch numbers to vendor names. Export vendor pack showing their exact location.
Time saved: No manual pitch allocation spreadsheets or answering "where am I located?" emails.
Street View Integration
Switch to Google Street View to see ground-level photos of access roads, gates, and site entrances. Plan delivery routes based on actual road conditions.
Links to: Delivery route planning feature for detailed logistics.
Commenting and Collaboration
Team members and stakeholders comment directly on specific map locations. "The toilets are too close to the food area—move them 20m south." See all comments in one place, address them, mark as resolved.
Communication benefit: No more email chains trying to describe which part of the map you're talking about.
Print-Ready Exports
Export maps as high-resolution PDFs scaled to any paper size. Print for on-site crew folders, council submissions, or client presentations.
Professional appearance: Better than hand-drawn sketches, cheaper than hiring CAD designers.
How Festival Organizers Use Site Planning
Festival production teams manage complex multi-zone sites with stages, vendors, camping, facilities, and safety infrastructure. Site planning determines whether 10,000 people have a smooth experience or a chaotic mess:
Typical festival site planning workflow:
- Week 12 before festival: Find venue using the address search.
- Initial layout (Week 12): Position main stage based on prevailing wind direction (sound carries away from residential areas), mark camping zones avoiding slopes and wet areas, place toilet blocks at maximum 100m from any camping area
- Infrastructure planning (Week 10): Add generator locations with vehicle access, plot water points connected to mains supply, mark power distribution points for vendor zones
- Vendor allocation (Week 8): Create 50 numbered food vendor pitches at 5m x 5m each, create 100 craft vendor pitches at 3m x 3m, label zones (Street Food Village, Craft Market, Trade Area), export vendor allocation list
- Safety and compliance (Week 6): Draw emergency vehicle access routes (minimum 4m wide), mark three fire assembly points equidistant across site, position two first aid posts, plan evacuation routes from all zones, measure all distances for council submission
- Client approval (Week 6): Share view-only link with client, client comments "move VIP area closer to main stage," adjust in 30 seconds, client approves
- Council submission (Week 5): Export professional PDF with all safety features marked, measurements shown, zone labels clear, submit with festival license application
- Vendor communication (Week 4): Send each vendor their pitch location link, they see exactly where they'll be, directions from entrance, distance to facilities
- Crew briefing (Week 1): Share map with setup crew, color-code zones by setup day (Day 1: infrastructure, Day 2: stages and structures, Day 3: vendor setup)
- On-site setup (Event week): Crew opens map on phones while walking the site, places markers at exact GPS coordinates shown on map, checks off completed items
- Real-time adjustments: Discover ground is too soft in planned VIP area, drag VIP zone 30m north to firmer ground, crew sees update instantly on their phones
- Event day: All staff access live map showing toilet locations, first aid posts, lost child points, emergency exits
Time investment: 4-6 hours total planning time spread over 12 weeks.
Old method with CAD: 2-3 days of CAD designer time at £500-£1,500, plus multiple site visits to measure terrain, plus revision fees every time something changes.
Becki, South Coast Marquees:
"Good Event has revolutionised the way we work here at South Coast Marquees. It's saved us time, enabled us to respond quickly to prospective clients with a far more professional looking quotation system and therefore won us more business. Not only that but as an employer, we've been able to be more organised and professional giving staff the accurate information they need to deliver a job."
How Agricultural Shows Use Site Planning
Agricultural shows and county fairs spread across massive rural sites with livestock areas, exhibition tents, vehicle displays, catering, and public facilities. Sites often include existing farm buildings, water troughs, and terrain features that must be incorporated into planning:
Typical agricultural show planning workflow:
- Search for showground location on Google Maps
- Satellite view reveals existing barns, livestock pens, vehicle tracks across the field
- Draw event boundary avoiding marshy areas shown on satellite imagery
- Position main exhibition tent using largest flat area
- Create livestock zones downwind from public areas (based on prevailing wind)
- Plan vehicle display area on hardstanding visible from satellite
- Position catering village near main entrance with vehicle access
- Mark toilet blocks at intervals across large site
- Create numbered exhibitor pitches for trade stands, craft tents, and machinery displays
- Plan emergency vehicle access connecting all areas
- Measure distances for compliance with fire safety regulations
- Export map with exhibitor allocations, send to each exhibitor showing their pitch
- Share with council for event license approval
- On setup day, stewards use map on tablets to direct exhibitors to correct pitches
Complexity managed: 200+ exhibitors, 15+ livestock areas, public facilities, vehicle movements—all coordinated from one visual plan.
Mistake prevention: Satellite imagery showed existing water trough in planned machinery area—moved machinery zone before setup day, avoiding crisis.
Common Event Site Planning Mistakes
Event organizers make the same planning mistakes repeatedly. Here's how to avoid them:
1. Planning Without Seeing Real Terrain
The mistake: You design the perfect layout on a blank canvas. Arrive on-site to discover a 10-degree slope right where the main stage should be.
How to avoid: Always plan on satellite imagery. Terrain view shows slopes. Street view shows ground-level obstacles. See reality before committing to layouts.
2. Not Measuring Emergency Access Routes
The mistake: You think emergency vehicles can access all areas. Fire inspector measures and finds three zones more than 45 meters from vehicle access. Fail inspection.
How to avoid: Use built-in measurement tools to prove compliance before submitting permits. Measure from access points to furthest structures in each zone.
3. Forgetting Prevailing Wind Direction
The mistake: Place main stage with sound blowing toward residential area. Noise complaints shut down the event early.
How to avoid: Check prevailing wind for your location and date. Position stages so sound carries away from residential areas. GoodEvent Maps shows nearby buildings on satellite view.
4. Under-Estimating Toilet Requirements
The mistake: Calculate toilets based on total attendance, place all toilets in one location. Far end of site is 300 meters from nearest toilet. Long queues, angry attendees.
How to avoid: Distribute toilets across the site. Rule of thumb: maximum 100 meters from any point to nearest toilet. Use measurement tool to verify coverage.
5. Not Planning Separate Setup and Breakdown Access
The mistake: Plan one vehicle access route through the middle of the event. During breakdown, vehicles must drive through public areas while event is still running.
How to avoid: Create separate access routes for setup (before public arrive) and breakdown (after event ends). Mark service roads that remain vehicle-accessible during event.
6. Sharing Outdated Map Versions
The mistake: Email a PDF map to 30 vendors on Monday. Make changes Wednesday. Email updated PDF. Five vendors still using Monday's version. Chaos on setup day.
How to avoid: Share one live link. Update the map once, everyone sees the current version automatically. No PDF email chains.
7. Forgetting Drainage and Wet Areas
The mistake: Position camping area in the lowest part of the field. It rains event week. Camping zone becomes a swamp.
How to avoid: Satellite imagery often shows vegetation patterns indicating wet areas (darker vegetation, different plant types). Terrain view shows lowest points. Avoid positioning camping or parking in natural drainage areas.
Choosing Event Site Planning Software
Built for Events vs Generic Design Tools
Most design tools were built for architects, web designers, or marketers. They assume you're working on a blank canvas with perfect conditions. Event site planning is different:
- You're working with real terrain that has slopes, obstacles, and existing features
- You need event-specific elements (stages, toilets, generators) not generic shapes
- Multiple stakeholders need access: crew, vendors, councils, emergency services
- Plans change constantly—you need fast updates, not file version chaos
- On-site teams need mobile access to current plans in real-time
- Regulatory compliance requires accurate measurements and documented safety features
What to look for in event-specific site planning software:
- Satellite imagery base: See real terrain, not blank pages
- Event asset libraries: Stages, tents, toilets, generators built-in
- Measurement tools: Accurate distances and areas for compliance
- Mobile access: Crew can view on phones on-site
- Live updates: One map, one version, everyone sees changes instantly
- Shareable links: Send to vendors and stakeholders without requiring accounts
- Export capabilities: PDF and images for permit applications and printing
Questions to ask vendors:
- "Does it show real satellite imagery or just blank canvases?"
- "Can I add event-specific elements like stages and toilet blocks?"
- "Can crew access maps on their phones without accounts?"
- "How do I prove compliance with safety access distances?"
- "What happens when I make changes—do I have to re-send files to everyone?"
- "Can I create separate maps for setup, event day, and breakdown?"
Red flags:
- "You'll need CAD training" - Too complex for fast-paced event planning
- "Blank canvas planning" - Doesn't show real terrain or obstacles
- "Desktop software only" - Crew can't access on-site
- "Export and email updates" - Version control nightmare
- "Enterprise pricing" - Built for Fortune 500, not event companies
Why event-specific matters for site planning:
Architectural CAD optimizes for building design with precise angles and engineering specs. Graphic design tools optimize for visual appearance and branding. Event site planning needs to coordinate logistics, safety, terrain, vendors, and crews—all while adapting to constant changes.
A generic tool will make you work around its limitations. An event tool does what you actually need.
Ryan, UK Marquee Hire:
"Started using Good Event 2 years ago and it has transformed our business. Logistically it has saved us so much time and money. Super easy to use, full support from the team, very good value for money and endless features to help with the running of our company."
Event Site Planning Access & Compatibility
Access from Any Device:
- Works on desktop, laptop, tablet, and mobile phone
- No downloads or installations required
- Always up-to-date automatically
- Plan from office, review on-site, share with anyone
Easy Stakeholder Access (No Login Required):
- Shareable links: Send map link via email, WhatsApp, or SMS—recipients view instantly
- QR codes: Print QR codes on vendor packs—scan to see pitch location
- View-only or edit permissions: Control who can change the map vs just view it
- Perfect for vendors, crew, councils, and emergency services who need to see plans but don't need full system access
Google Maps Integration:
Built directly on Google Maps platform:
- Satellite imagery updated regularly by Google
- Street View for ground-level site views
- Terrain view showing elevation and slopes
- Directions and route planning for delivery logistics
- Measure distances using GPS accuracy (±1-2 meters)
Works with other GoodEvent tools:
- GoodEvent Business - Link site maps to specific event bookings
- GoodEvent Layout - Create site overview in Maps, then detailed indoor layouts in Layout
- GoodEvent Docs - Attach site survey forms and safety checklists to map zones
- GoodEvent Time - Assign crew to specific map zones with geofenced clocking
- Delivery route planning - Plan logistics using the same site map
Getting Started with Event Site Planning
Plan your first event site in under 15 minutes:
1. Search for Your Venue
Enter the address, park name, or fairground location. Google Maps finds it and loads satellite imagery.
Create your first site map →
2. Define Your Site
Draw the event boundary. See the exact area you're working with. System calculates total site size.
3. Drag Event Elements Onto the Map
Choose from stages, toilets, tents, generators, and more. Drop them onto the satellite imagery based on real terrain.
See example festival site maps →
4. Measure and Label
Measure distances for compliance. Add labels for zones. Color-code different areas.
5. Share with Your Team
Generate shareable link. Send to crew, vendors, and stakeholders. Set permissions based on who needs to edit vs just view.
Time to value: Plan a complex festival site in 30-45 minutes. Share with entire team in 30 seconds.
Megan, Raj Tent Club NZ:
"Our switch to Good Event just over a year ago has been a game-changer. Quicker and more accurate quotes and bookings. Our clients love that it's so easy to view quotes and pay invoices. I also love the option to add floor-plans to quotes."
Related Resources
Other GoodEvent Maps Features
- Google Maps Integration - Satellite imagery, Street View, and terrain visualization
- Delivery Route Planning - Plan logistics and vehicle access
- Shareable Site Maps - Send maps to vendors and crew
- Printable Site Plans - Export PDFs for permits and on-site use
Industry Resources
- Festival Event Management - Complete event operations for large-scale festivals
- Marquee Hire Software - Tools for outdoor wedding and event suppliers
- Tent Rental Software - Built for US tent rental businesses
- Corporate Event Planning - Manage outdoor corporate functions
- Wedding Planning Software - Coordinate outdoor wedding logistics
- Equipment Rental Operations - Track gear across multiple event sites
Complementary Tools
- GoodEvent Layout - Detailed floor plans for marquees and indoor venues
- GoodEvent Business - Link site maps to event bookings and quotes
- GoodEvent Docs - Site safety checklists and inspection forms with GPS stamps