Beyond Toilets and Tents: Designing the Flow of an Event Site

When most people think about a site visit, they imagine ticking off checklists: toilets, power points, entry points. And yes, those things matter. Great events aren’t designed on logistics alone. They’re crafted through strategy and experience design and how people will move, feel, and connect in the space.

Here are a few examples of other details that are important to consider during your next site visit:

Toilets & Queues: Small Details, Big Impact

Placement matters. At one past event I visited, portaloos were set directly on a main walkway. The result? Congestion, doors swinging into pedestrians, and a flow that didn’t feel good. Small details like this can make or break the experience.

Emergency Exits: From Maps to Reality

On paper, exits often look straightforward. Though in reality, the questions matter: Can people move easily in an emergency? Are the paths wide enough for a crowd? Will they naturally follow the flow even if signage fails?

Signage: Intentionally Placed

Not just “stick a sign up.” It’s about guiding people where they’ll pause or decide and move through the venue. Clear signage = less frustration, more enjoyment.

Zones: Balancing Energy and Rest

Food stalls and activations bring energy, but people also need space to chill, recharge, or pause points for a shareable photo. Those rhythms shape how long they stay and how they’ll remember the event.

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Because at the end of the day, a site map isn’t just a diagram.

It’s a storyboard of an experience.

Every decision shapes how people feel, how safe they are, and the memories they take home.

Think back to an event you loved. What little design detail made the biggest difference for you?

The importance of a site visit for event planning