Schedules, reports & exports

An event site goes out the same ways a housing site does — PDF, PNG, DXF, sketch sheets and review links — with event content in each: schedules of objects, zones and hire, the planning summary, the compliance close-ups, and a dedicated Event Safety Plan appendix.

Schedules on sketch sheets

A sketch sheet on an event site offers six schedules the housing and retail kinds never see:

• Event objects schedule — ref, description, parameters, on site (B · L · D) and quantity, one row per object type and parameter set.
• Event zones schedule — each zone with its area, its capacity ("1,234 @ 0.3 m²/p"), the farthest-exit distance the travel check measured, its phases and its basis.
• Hire schedule — the budget's rows with the indicative total and note.
• Ride capacity schedule — each ride and stall with its riders a cycle, cycle, riders an hour, minimum height, operators and kVA, and the total riders an hour and kVA; see Entertainment.
• Power schedule and Cable schedule — each source with its rating, load and what is spare or over, and each power run with its length, the load it carries and its protection; see Power runs. A Power cables legend keys the runs.

The planning report

📄 PDF planning report (see PDF report & PNG) opens on an event site with an Event Site — Planning Summary page: the attendance, the zones with their areas and capacities, the objects by category, trackway and barrier metres, the provided-versus-required headline, the queue line and the budget. The sketch plan follows, then the Compliance page for the event pack and the Event Compliance — Detail Views close-ups, each finding numbered and badged. A sheet pinned to a phase prints that phase.

The Event Safety Plan appendix

📄 Event Safety Plan appendix under 12 · Export, directly below 📄 PDF planning report, is the event site's own report, built for the organiser's safety file and the Safety Advisory Group. It saves as event-safety-plan-appendix.pdf. The button opens a short options dialog first — the security tick, the crowd simulation option where it is switched on, and the cover page's fields — and 📄 Create PDF builds it.

Cover page and contents

The first page is a cover: the report's title, the event name, the venue, the event dates and the build, open and derig windows, the organiser, who prepared it, the document reference, revision and date of issue, your organisation's logo (on a white-labelled workspace; otherwise the Airship mark) and, unless you untick it, a picture of the site plan in the live phase, taken with nothing selected. Its footnote says what the document is: indicative, prepared with Airship Event Designer, not an approved or certified safety plan and not a substitute for competent advice. The second page is the contents: every section with the page it starts on, each line a link to that page in a PDF reader, and every page after the cover numbered "Page n of N" to match. The Martyn's Law readiness section is never listed there, and nothing from the security layout is ever on the cover.

The cover's fields are in the options dialog under Cover page and are saved with the design: Event name, Venue, Organiser, Prepared by, Document reference, Revision and Include a site plan picture on the appendix's cover; the Security plan has its own Security plan reference, which when left blank is the appendix's reference with "-SEC" added. Every page's header names the venue (or, without one, the event name), and the footer of every page of an event report says it is indicative and not an approved event safety plan. A box left blank prints the grey default shown in it — the design's name, the map location you searched for, your account's company and your own name — or "not set". The same dialog holds the Security plan distribution list (one name or role a line, up to 60), printed only on the Security plan: on its cover, continuing on a "Distribution list (continued)" page when it is too long for the cover. A character the PDF cannot print (it would show as "?") is pointed out under the fields. Someone with view-only access sees the fields but cannot change them, and can still export.

After the cover and contents come up to twelve sections:

1. Event summary — the attendance, days, gate hours, profile, arrival profile, fire-risk level and escape time the checks ran on, the Martyn's Law line (qualifying event yes, no or unclear, and the status), and the note that this is not an event safety plan;
2. Site plan by phase — the plan in build, live and derig, one landscape page each;
3. Attendance & demand basis — every demand figure with its quantity, unit, basis, badge and source;
4. Provision — provided against required, line by line, with its status;
5. Zones & capacities — each zone's area, density, persons, exits drawn, and the farthest-exit distance against its limit;
6. Site conditions — the flood table (each zone and car park, the source that judged it, its higher and lower shares and status), one source line per nation with its definition and date, every "not checked" line, the ground reading with its caveats word for word and its credit, and the list of what is not assessed. See Site conditions;
7. Objects — the objects schedule by category, with parameters, phases and quantities. When the design has rides or stalls, the ride capacity table follows, with its totals and the reminder that each powered ride needs its ADIPS Declaration of Operational Compliance and each inflatable its inspection tag;
8. Compliance — the findings list, then the planning report's own compliance key view and close-up pages;
9. Egress & movement — the walking routes (length, minutes, detour, status) and the entry queue against the arrival curve, hour by hour;
10. Martyn's Law readiness — only when you tick Include security section and security layout (off by default): the status, the s.3(1) qualifying-event test, the checklist and the headcount with its method. Every page of it carries "Security-sensitive — restrict circulation". The tick is off again at the start of every export. Left off when the event may be a qualifying event, the Egress & movement section ends with one line: "Security material is not included in this document. Martyn's Law (s.7) provides for a separate security document." See Martyn's Law readiness;
11. Hire schedule & budget — the rows, the group totals, the total ex and inc VAT, the cost per attendee and the honesty line;
12. Provenance & limits — the rule pack and the rate card in force, every threshold that is ours with its value and basis, and the limits of the report.

Without that tick the whole security layout stays out of the appendix: no vehicle security barrier, HVM opening, control room or safer area on its plans, no row for them in the Objects or Zones tables (the E and Z refs run on without a gap), and no vehicle-approach, perimeter or safer-area note among the findings. A fire-route crossing at an HVM line is still listed, as a "barrier". Text pages are A4 portrait; the phase plans and the compliance pages are landscape. Building the phase plans switches the view phase for a moment — your own phase choice (including All) is put back exactly as it was afterwards.

It says only what the checks and schedules already computed — nothing is re-derived for the report — and a figure that was never set prints as "not set", never as zero. It needs the Pro plan with the events beta, like the mode itself, and on the iPad it goes to the share sheet like every other export.

The Security plan (restricted)

🔒 Security plan (restricted)…, directly under the appendix, is a separate PDF holding the whole security layout — the barrier runs and HVM openings, the control room, the CCTV, the safer areas, the security findings and the readiness checklist — with "Security-sensitive — restrict circulation" on every page. Only an editor is offered it, after a confirmation every time. Its cover is marked RESTRICTED with the handling note "Contains security-sensitive material. Share only with those who need it.", carries the same event details and document reference as the appendix's cover, and ends with a distribution list: the names from the options dialog with a copy number each (a long list continues on the next page), or ruled blank lines to fill in by hand when there are none. The Security plan's cover has no site plan picture: its security layout pages follow. RESTRICTED is the tool's own handling mark, not a government protective marking. A copy to send leaves the distribution list and the Security plan reference out, and a design whose only security content is a distribution list is offered one too. What it holds is listed under Martyn's Law readiness.

DXF

Export DXF puts event content on its own layers so it can be switched off or restyled in CAD: EVT_OBJECTS and one layer per category (EVT_PERF, EVT_STRUCT, EVT_WELFARE, EVT_SAFETY, EVT_TRADE, EVT_MOVE, EVT_WASTE, EVT_ENT, which also carries the rides' IN and OUT marks), EVT_ZONE for the zones, EVT_TRACKWAY for trackway, EVT_VEH_ROUTE for an indicative vehicle route, EVT_PATHWAY for an indicative pathway and EVT_PARKING for temporary event parking spaces (all three dashed, and each declared only on a design that has one, so an estate's layer table is unchanged). A Heras run's privacy screen is a dashed polyline on the screened face, 0.5 m off the run on the ground at every scale, on EVT_SCREEN (colour 32), also declared only when a run is screened, and left out when the view being exported hides privacy screens (Model geometry only ignores the view and carries every screened run) or when Show privacy screens is unticked (every path, model-only included).

On an event site the DXF dialog adds Include emergency and walking routes. Ticked, the export records the emergency route on EVT_FIRE_ROUTE (for each zone a fire appliance can reach along a road, trackway or indicative vehicle route — with none drawn, that layer is empty), the named walking routes on EVT_WALK_ROUTE and the farthest-exit paths on EVT_EGRESS, each with a label at its midpoint (the name and the length; a route that uses an indicative vehicle route adds the indicative metres and dashes those legs). Unticked, nothing extra is drawn. The option belongs to the drawing export: with Model geometry only ticked it is not used.

Below it, Include security layout (HVM, HVM openings, control room, Safer areas, security findings) is off by default on every export. Off, the DXF carries no vehicle security barrier, HVM opening, control room or safer area, no vehicle-approach, perimeter or safer-area note on the CHK_* layers, and no schedule row naming them. On, the barrier runs go on their own layer, EVT_HVM, so they can be frozen. An estate's DXF has no such layer.

Sharing with the Safety Advisory Group

A review link gives each recipient their own read-only view of the design — the plan in every phase, the schedules and the findings — and they can leave comments on it without an account. A review link — and a share link, and an admin (support) view — leaves the security layout out of the plan, the 3D view, the checks, the schedules and their CSV, and does not offer the Martyn's Law readiness check or the Security plan (see who sees the security layout). To hand over the design itself, export a copy to send, which leaves the security layout out of the file. The demand schedule copies as tab-separated text from the demand dialog, the hire schedule as CSV, and the rule pack and rate card export as JSON so a council or a client can see every figure you were held to.