--- title: "Festival Site Map, Equipment Hire and Delivery Management" description: "Get your site ready before the gates open. Map your site, hire exactly the backline and production your acts need, and get each delivery in on time." canonical: "https://www.ticketfairy.com/event-operating-system/site-and-logistics" --- # Get your site ready before the gates open Your whole team works from one site map, and your hire lists come straight from each act's rider. Suppliers and outside teams book every delivery into an arrival time. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Get started free](https://manage.ticketfairy.com/registration) ![Ticket Fairy Event Operating System: Site & logistics](https://www.ticketfairy.com/embeds/posters/marketing-event-site-map--site-map.png) - Your whole team working from one map - Hire lists worked out from each rider - Each delivery booked into an arrival time ## Plan a safer site and help attendees find their way Upload your site plan, mark areas, points and routes, set the scale and measure distances. Fai checks that you have enough first aid, exits, water and toilets for your crowd. Your team can edit the map together, and when it is ready you publish an attendee map to your event page. - **Areas, points and routes**: on your own plan, to scale - **Safety check by Fai**: first aid, exits, water and toilets for your crowd - **Team editing**: your team works on the map at the same time ![Ticket Fairy Event Operating System: Plan a safer site and help attendees find their way](https://www.ticketfairy.com/embeds/posters/marketing-event-site-map--essentials.png) ## Hire exactly what your acts and stages need Your backline hire list fills in from each act's technical rider, and your shopping list from hospitality riders and your standard packages. Ticket Fairy works out how many to hire for you. Gear shared on a stage counts once, and reusable gear is hired once for the busiest day. The stage's own kit and yours come off first. Send each supplier their lines and let them confirm or ask for changes on their own page. Then count what arrived and what went back. - **Backline and production hire**: filled in from riders and worked out for you - **Shopping list**: from hospitality riders and standard packages - **Supplier page**: suppliers confirm their lines and add their quote ![Ticket Fairy Event Operating System: Hire exactly what your acts and stages need](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--worked-out.png) ## Get each delivery and vehicle in on time Open arrival times by gate or area, each with a number of vehicles. Outside teams book each vehicle into an arrival time on their own page and get a reference code. On the day, your gate team finds a vehicle by code or plate on a phone. They check it in and out and see who is late. - **Arrival times**: by gate or area, for deliveries and vehicles - **Bookings from outside teams**: plate, driver and what the vehicle carries - **Gate view**: check vehicles in and out from a phone ![Ticket Fairy Event Operating System: Get each delivery and vehicle in on time](https://www.ticketfairy.com/embeds/posters/marketing-event-arrivals--gate.png) [Book Demo Call](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Get Started for Free](https://manage.ticketfairy.com/registration) ## Go Deeper Into Site and Logistics See how your team does each job in the dashboard, set it up step by step and get answers to your questions. - ### [Site map & deliveries](https://www.ticketfairy.com/event-operating-system/site-and-logistics/site-map-and-deliveries) Draw your site to scale and let Fai check the safety essentials. Publish a map for attendees, share a live map with responders and give every delivery an arrival time at the gate. - ### [Hire, kit & suppliers](https://www.ticketfairy.com/event-operating-system/site-and-logistics/hire-kit-and-suppliers) Your acts' riders build one backline and production hire list. Suppliers confirm and quote on their own page, your crew counts deliveries in and out, and your kit desk knows who has each radio. - ### [Dressing rooms](https://www.ticketfairy.com/event-operating-system/site-and-logistics/dressing-rooms-and-riders) Plan dressing rooms around each set with Fai and catch overlapping bookings. Turn hospitality riders and standard packages into a shopping list for each day. ## See It in Your Dashboard - ![Ticket Fairy backline hire list for a festival, with CDJs, mixers, a drum kit and guitar amps](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--backline.png) See all the backline your festival needs, worked out from each act's rider. - ![Ticket Fairy page a hire supplier opens from its link, with the lines ordered from it to confirm](https://www.ticketfairy.com/embeds/posters/marketing-event-hire-suppliers--supplier-page.png) Suppliers confirm their lines or ask for changes on their own page. - ![Ticket Fairy dialog to book a delivery for an outside team, with the team, the arrival time and the vehicle](https://www.ticketfairy.com/embeds/posters/marketing-event-arrivals--book-a-delivery.png) Outside teams book each vehicle into an arrival time and get a reference code. - ![Ticket Fairy purchase order for a hire supplier, with each line ordered, arrived and gone back](https://www.ticketfairy.com/embeds/posters/marketing-event-hire-suppliers--what-arrived.png) Count what arrived and what went back against each line you ordered. ## Get your site, kit and suppliers ready - ### Site map Mark areas, points and routes on your plan to scale, and publish an attendee map - ### Hire and shopping Production hire, backline hire from riders and a shopping list, with each line followed from To order to Returned - ### Suppliers Email each supplier their lines, let Fai add their quote to the list and count deliveries in and out - ### Arrivals and parking Arrival times for deliveries and vehicles, with a gate view for the day - ### Kit and equipment Hand out and take back kit by scan or search, see who has what and plan radio channels - ### Kit orders from outside teams Offer kit from your stock with prices, and hold the units once you approve an order - ### Documents from outside teams Ask for insurance, risk assessments and certificates by a due date, and Fai picks out the expiry date in each file - ### Forms Start from a ready-made form, a blank form or a draft Fai prepares from your description. Ask for files and signatures, and show questions based on earlier answers - ### Add applicants to your teams Add each form applicant to your volunteers, traders, press, crew or an act's contacts - ### Dressing rooms and production days Book rooms around set times and add build and break days with standard cues - ### Traders Take trader applications, place traders on pitches and share power sheets [Learn more about Traders & markets](https://www.ticketfairy.com/event-operating-system/traders-and-markets) - ### Private map links Share the live site map with the emergency services, an accessibility team or a supplier, showing the places they need - ### Accessibility Plan interpreters, captioning, hearing loops, wheelchair access, large-print materials and other provisions, each with its provider, cost and progress - ### Local suppliers found by Fai Describe what you need in the Production section, and Fai lists local suppliers with their website and contact details - ### Street and satellite map underneath Line your site plan up once with a street or satellite map of your venue. Then use the map to set or check your plan's scale ## Map your site, hire your kit and book deliveries - [Draw your event site map and share it](https://www.ticketfairy.com/guides/draw-your-event-site-map-and-share-it) - [Work out the backline and production to hire for your event](https://www.ticketfairy.com/guides/work-out-the-backline-and-production-to-hire-for-your-event) - [Build a dressing-room shopping list from your event's artist riders](https://www.ticketfairy.com/guides/build-a-dressing-room-shopping-list-from-artist-riders) - [Send your event hire lists to suppliers](https://www.ticketfairy.com/guides/send-your-hire-lists-to-suppliers) - [Get hire suppliers to confirm orders and count deliveries for your event](https://www.ticketfairy.com/guides/get-hire-suppliers-to-confirm-orders-and-count-deliveries) - [Book delivery times for your event and check vehicles in at the gate](https://www.ticketfairy.com/guides/book-delivery-times-and-check-vehicles-in-at-the-gate) - [Hand out radios and kit to your event crew](https://www.ticketfairy.com/guides/hand-out-radios-and-kit-to-your-event-crew) - [Let outside teams order kit and equipment for your event](https://www.ticketfairy.com/guides/let-outside-teams-order-kit-and-equipment-for-your-event) - [Collect insurance and certificates from your event's outside teams](https://www.ticketfairy.com/guides/collect-insurance-and-certificates-from-your-outside-teams) - [Take act and trader applications for your event](https://www.ticketfairy.com/guides/take-applications-with-a-form) - [Add everyone who sends your event form to your volunteers, traders or crew](https://www.ticketfairy.com/guides/add-form-applicants-to-your-event-teams) - [Book dressing rooms and plan build and break days for your event](https://www.ticketfairy.com/guides/book-dressing-rooms-and-plan-build-and-break-days) - [Share a private event site map with emergency services and suppliers](https://www.ticketfairy.com/guides/share-a-private-site-map-with-emergency-services-and-suppliers) ## Questions About Site and Logistics ### Site & logistics #### What plan files can I use for the site map? A JPG, PNG or WebP image of your plan, up to 20 MB. If your plan is a PDF, export it as an image first. #### Does the hire list change when a rider changes? Yes. The list updates to match, except lines your team changed by hand, which are flagged for you to review. #### Can forms take payments? A form can ask the applicant to accept a fee. Traders pay their invoice on their own trader page. #### How do we scan kit in and out? Use a USB or Bluetooth barcode scanner, or search for the item or the person. #### What happens when an arrival time is full? Each arrival time has room for the number of vehicles you set. Once it is full, outside teams cannot book into it. #### Can I see my site plan over a street or satellite map? Yes. You need an uploaded plan first. Find your venue's address, then move, turn and size the street or satellite map until it sits under your plan. The map then shows under your plan in the site map, on private map links and on the printed map. [Previous **Show day**](https://www.ticketfairy.com/event-operating-system/show-day) [Next **Fai & automation**](https://www.ticketfairy.com/event-operating-system/fai-and-automation) Ticket Fairy in full: [event ticketing and registration platform](https://www.ticketfairy.com/event-ticketing/), with the features, pricing and support behind this page. Book a live demo, and we will set up your first event on the [Event Operating System](https://www.ticketfairy.com/event-operating-system) with your team. ## Start Selling Tickets Online Sign up without a credit card and build a test event before you commit. Go on sale in minutes when you are ready. No monthly subscription required for ticketing Start selling tickets immediately Ticketing tools included in the service fee [Get Started for Free](https://manage.ticketfairy.com/registration) No credit card required The Ticket Fairy, Inc. is a fintech company and technology platform. 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