Overview

For a parish council village event, the map should be used to plan the event itself, identify locations and access arrangements, and demonstrate that emergency and local access have been considered.

Note: this is work in progress and under review. The different sections have a suggested name for the layer to be created and the geometry of the features to be stored in that layer.

Method

1. Define the event
   
   
• Establish the date, opening/closing times and expected attendance.
• List all activities: stalls, food vendors, children's activities, fairground rides, toilets, first aid, entertainment, parking, entrances and exits.
• Identify who is responsible for the event and who will manage safety.
  
  
2. Use Parish Online
   
   

o    Open in Parish Online the village and surrounding area.

• Use aerial imagery, as this helps identify field entrances, buildings, tracks, hedges and other physical features.
• Mark the boundaries of the proposed event area.

o    Open in Parish Online the village and surrounding area.

o    Relevant Knowledge Base Articles in sequence of their use:

Details on how to create a fresh new layer - Creating Map Layers
Adding features to the new layer - Add, Edit and Delete Map Objects (Points, Lines and Polygons)
Giving a unique ‘look’ to the features in the new layer - Styling a Map Layer
Creating a map for a newsletter/noticeboard or use in a site visit - Using the Print Tool

• Visit the site and check that the map accurately represents current conditions.
  
  
2. Study the surrounding area
   
   Identify on the map:
• Public roads and junctions.
• Footpaths, bridleways and cycle routes.
• Houses and other occupied buildings.
• Car parks and potential overflow parking areas.
• Nearby farms, businesses and public facilities.
• Streams, ponds, steep slopes, woodland and other hazards.
• Access points suitable for emergency vehicles.
  
  
3. Divide the field into functional zones – In Parish Online - Create Layer = Closure Points – Geometry = Polygon
   
   Use the map to produce a preliminary site plan. Allocate separate areas for:
• Stalls and trading: arranged in rows with adequate pedestrian space.
• Rides: positioned away from normal pedestrian routes, with appropriate safety exclusion zones.
• Food and cooking: located where deliveries and waste removal can be managed safely.
• Entertainment: positioned so crowds can see it without obstructing emergency routes.
• Toilets: accessible but away from food preparation areas.
• First aid and welfare: clearly accessible and easy to reach.
• Parking: preferably separated from pedestrian areas.
• Entrances/exits: sufficient for expected numbers and clearly identified.
  
  
4. Plan pedestrian movement – In Parish Online - Create Layer = Pedestrian Routes – Geometry = Line
   
   Draw pedestrian routes on the map. Consider:
• Where visitors are most likely to enter.
• Routes between the car park, stalls and rides.
• Areas where queues could form.
• Keeping pedestrians away from moving vehicles and ride equipment.
• Providing accessible routes for wheelchair users, pushchairs and people with reduced mobility.
• Avoiding bottlenecks at gates, narrow paths and junctions.
  
  
5. Plan vehicle access - Parish Online - Create Layer = Access Points – Geometry = Point
   
   Mark separate routes for:
• Stallholder deliveries.
• Ride installation and removal.
• Food deliveries.
• Emergency vehicles.
• Waste collection.

           Where practical, keep vehicles away from visitors once the event is open. Clearly identify an emergency access route and                           ensure it remains unobstructed.

7. Carry out a map-based risk assessment - Parish Online - Create Layer = Hazards – Geometry = Point
   
   Examine each proposed location against hazards such as:
• Traffic and vehicle/pedestrian conflicts.
• Slopes, holes or uneven ground.
• Overhead or underground services.
• Watercourses.
• Fire risks.
• Weather-related risks such as flooding, high winds or muddy ground.
• Crowding and restricted movement.
• Nearby residential properties and noise.
• Ride and equipment operating areas.

             Record the hazard, who could be affected, existing controls and any further measures required.

8. Plan emergency arrangements - Parish Online - Create Layer = Emergency Points – Geometry = Point
   
   Put the following on the site map:
• Emergency vehicle entrance and route.
• Assembly/muster areas.
• First-aid point.
• Fire-fighting equipment.
• Emergency exits.
• Location of stewards/security.
• Utility isolation points where relevant.
• A suitable location for emergency services to access the site.

             Ensure the emergency plan works even if the main entrance or part of the field becomes inaccessible.

9. Consult relevant people
   
   Share the proposed map and arrangements with the landowner, event team, ride operators and stallholders. Depending on the event, consult the local authority, emergency services, highways authority, landowner and other relevant organisations.
   
   
10. Produce a final site plan
    
    Create a clear, scaled map showing:
• Event boundary.
• All stalls and rides.
• Entrances/exits.
• Pedestrian and vehicle routes.
• Emergency access.
• Parking.
• Toilets and welfare facilities.
• First aid.
• Fire equipment.
• Assembly points.
• Hazards and restricted areas.

            Give the final plan a north arrow, scale, legend, date and version number so everyone is working from the same document.

11. Check the site immediately before opening
    
    Walk the entire site using the map. Check that:
• Emergency routes are clear.
• Barriers and signs are correctly positioned.
• Rides and stalls are in their agreed locations.
• Ground conditions remain suitable.
• No unexpected obstruction or hazard has appeared.
• Stewards know their positions and emergency procedures.
  
  
12. Monitor and review during the fete
    
    Stewards should report crowding, blocked routes, accidents, weather problems or other hazards. The event manager should be able to close or alter an area if conditions become unsafe.
    
    

           Key principle: use the map not just to show where things are, but to model how people, vehicles and emergency responders
           will move through the site. Aerial imagery, detailed mapping and a physical site inspection should be used together, because no             map will show every temporary or changing hazard.