---
title: "Festival Site Map, Equipment Hire and Delivery Management"
description: "Your site is ready before the gates open. You can 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"
---

Site & logistics

# Get your site ready before the gates open

Your whole team works from one site map, and suppliers book every delivery into an arrival time.

A small team that works like a big one.

  [Get started free](https://manage.ticketfairy.com/registration) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

- No credit card required
- The [Event Operating System](https://www.ticketfairy.com/event-operating-system) on every plan, Free included
- Unlimited events with no monthly fee

     ![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

## Make your site safer and help attendees find their way

You can upload your site plan, mark areas, points and routes, set the scale and measure distances. Fai, your AI teammate, 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: Make your site safer 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. You hire gear shared on a stage once, and reusable gear once for the busiest day. Kit the stage already has, and kit you own, comes off the list first. Each supplier gets their lines and can confirm or ask for changes on their own page. Then you 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

You can 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**: your gate team checks 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)

## More on 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

  ### [Draw your site plan to scale and time each delivery](https://www.ticketfairy.com/event-operating-system/site-and-logistics/site-map-and-deliveries)

  You draw your site to scale and Fai checks the safety essentials. You can publish a map for attendees, share a live map with responders and give every delivery an arrival time at the gate.
- Hire, kit & suppliers

  ### [Hire what you need and see who has what](https://www.ticketfairy.com/event-operating-system/site-and-logistics/hire-kit-and-suppliers)

  One backline and production hire list comes from your acts' riders. Suppliers confirm and quote on their own page, your crew counts deliveries in and out, and your kit desk team knows who has each radio.
- Dressing rooms

  ### [Give each act the right room and every rider item](https://www.ticketfairy.com/event-operating-system/site-and-logistics/dressing-rooms-and-riders)

  You plan dressing rooms around each set with Fai and catch overlapping bookings. Your shopping list for each day comes from hospitality riders and standard packages.

[Get started free](https://manage.ticketfairy.com/registration) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

## 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)
  *You 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)
  *You count what arrived and what went back against each line you ordered.*

## Get your site, kit and suppliers ready

- ### Site map

  You mark areas, points and routes on your plan to scale, and can publish an attendee map
- ### Hire and shopping

  Your production hire, backline hire from riders and shopping list stay together, and each line moves from To order to Returned
- ### Suppliers

  Each supplier gets their lines by email, Fai adds their quote to the list and you count deliveries in and out
- ### Arrivals and parking

  You open arrival times for deliveries and vehicles, and your gate team checks them in from a gate view on the day
- ### Kit and equipment

  Your team hands out and takes back kit by scan or search, sees who has what and plans radio channels
- ### Kit orders from outside teams

  You can offer kit from your stock with prices, and the units are held once you approve an order
- ### Documents from outside teams

  You ask for insurance, risk assessments and certificates by a due date, and Fai picks out the expiry date in each file
- ### Forms

  You can start from a ready-made form, a blank form or a draft Fai prepares from your description. Forms can ask for files and signatures, and show questions based on earlier answers
- ### Applicants into your teams

  Each form applicant can join your volunteers, traders, press, crew or an act's contacts
- ### Dressing rooms and production days

  You can book rooms around set times and add build and break days with standard cues
- ### Traders

  You 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

  You can share the live site map with the emergency services, an accessibility team or a supplier, showing the places they need
- ### Accessibility

  You 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

  You describe what you need in the Production section, and Fai lists local suppliers with their website and contact details
- ### Street and satellite map underneath

  You can 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)
- [Build an application or sign-up form 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?

You set how many vehicles each arrival time takes. 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 lines up 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)

See how the Ticket Fairy [event ticketing and registration platform](https://www.ticketfairy.com/event-ticketing/) helps you sell more tickets, with every feature, the pricing and the support you get.

Get started free and plan your next event today, or book a demo to see it on an event like yours.

## Start free with the Event Operating System

Sign up and plan your next event, from the first advance to show day.

The Event Operating System on every plan, Free included

Unlimited events with no monthly fee

Fai drafts the admin, and you approve it

   [Get started free](https://manage.ticketfairy.com/registration)

No credit card required

The Ticket Fairy, Inc. is a fintech company and technology platform. The Ticket Fairy, Inc. is not a bank, financial institution, or regulated financial services provider. Vault banking services are provided through regulated banking partners. Ticket Fairy Capital financing is provided by third-party private credit partners. The Ticket Fairy, Inc. does not make credit decisions, and all funding terms, approvals and conditions are determined by those lending partners.

Ticket Fairy is not a direct lender and does not make credit decisions. Ticket Fairy acts solely as a technology provider, connecting event businesses with third-party lending partners. All funding decisions, terms, and conditions are determined by the respective lending partners.

---

This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)