Perform Pre Event Site Inspection using eAuditor
Performing a Pre Event Site Inspection using eAuditor ensures a thorough evaluation of the event location before setup and commencement, confirming that the site is safe, compliant, and fully prepared to host the event. A structured digital Pre Event Site Inspection helps organizers identify hazards, infrastructure gaps, and logistical risks early, capture evidence in real time, and implement corrective actions efficiently to support smooth and safe event execution.
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Purpose and Scope of Pre Event Site Inspection
A Pre Event Site Inspection is conducted to verify that the selected site meets safety, regulatory, and operational requirements prior to event setup and attendee arrival.
1.1 Objectives
- Ensure compliance with health, safety, and local authority requirements
- Identify site-specific hazards and environmental risks
- Confirm the readiness of infrastructure and utilities
- Validate site suitability for the expected crowd size and event type
- Maintain digital inspection records for accountability and audits
1.2 Inspection Scope
A Pre Event Site Inspection using eAuditor typically covers:
- Site access, layout, and boundaries
- Ground conditions and structural safety
- Utilities and temporary installations
- Crowd flow, entry, and exit routes
- Emergency access and evacuation planning
- Environmental and weather-related risks
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Preparing the Pre Event Site Inspection in eAuditor
2.1 Digital Checklist Configuration
Create a Pre Event Site Inspection checklist in eAuditor that includes:
- Event name, date, site location, and inspection date
- Inspector details and inspection type
- Expected attendance and risk level
- Section-wise inspection checkpoints
Checklist functionality should include:
- Yes / No / Not Applicable response options
- Mandatory comments for unsafe or non-compliant findings
- Photo and video evidence capture
- Automated corrective action assignment and tracking
2.2 Standards and Policy Alignment
Align the Pre Event Site Inspection with:
- Local health, safety, and fire regulations
- Event safety and crowd management guidelines
- Organizational event planning policies
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Site Access and Layout Assessment
During the Pre Event Site Inspection, assess:
- Site access roads and parking availability
- Clear demarcation of event boundaries
- Suitability of layout for stages, stalls, and seating
- Accessibility for emergency vehicles and persons with disabilities
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Ground Conditions and Structural Safety
A key part of the Pre Event Site Inspection using eAuditor includes:
- Ground stability, drainage, and trip hazards
- Load-bearing capacity for stages, tents, and equipment
- Condition of existing structures and fixtures
- Identification of uneven surfaces or unsafe areas
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Utilities and Temporary Installations
As part of the Pre Event Site Inspection:
- Verify availability and safety of electrical supply
- Inspect temporary cabling, generators, and lighting
- Check water supply, sanitation, and waste facilities
- Confirm safe installation of temporary structures and fencing
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Crowd Flow, Entry, and Exit Routes
- Assess planned entry and exit points for capacity and flow
- Verify emergency exits and evacuation routes
- Check signage, lighting, and wayfinding arrangements
- Identify potential congestion or bottleneck areas
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Emergency Access and Preparedness
The Pre Event Site Inspection using eAuditor should confirm:
- Clear access routes for emergency services
- Designated assembly and muster points
- Availability of fire safety equipment
- Communication plans for emergency situations
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Environmental and Weather Risk Assessment
- Identify environmental hazards such as nearby water bodies or traffic
- Assess weather-related risks and contingency plans
- Verify noise control and environmental compliance
- Check lighting adequacy for evening or night events
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Non-Conformity Identification and Corrective Actions
9.1 Classification of Findings
Inspection findings should be categorized as:
- Critical: immediate corrective action required before site approval
- Major: significant issue requiring resolution prior to event setup
- Minor: low-risk issue to be managed during preparation
9.2 Corrective Action Management
Using eAuditor:
- Record findings with clear descriptions and evidence
- Assign corrective actions to the responsible teams
- Track completion, verification, and closure digitally
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Reporting and Continuous Improvement
10.1 Inspection Reporting
Generate Pre Event Site Inspection reports that include:
- Site readiness and approval status
- Identified hazards and infrastructure gaps
- Corrective action responsibilities and timelines
10.2 Continuous Improvement
- Review recurring site-related issues across events
- Improve site selection and planning processes
- Enhance event safety and operational preparedness
Final Summary
Conducting a Pre Event Site Inspection using eAuditor provides a structured and digital approach to confirming site safety, compliance, and readiness before event setup. Standardised inspections, real-time evidence capture, and tracked corrective actions help reduce risks, support regulatory compliance, and ensure successful event delivery.