Onsite plan

If your show includes Onsite services, the Map D onsite team plans badge printing and registration at the venue: the check-in stations, printers and iPads, badge stock, staff and shipping. The Onsite Plan page is where you check that plan, confirm your part and sign it off. Open it from Onsite Plan in the show sidebar.

The plan is private. Only people in your organization who can edit the show, Onsite Partners assigned to it, and the Map D onsite team can see it. Nothing in it appears on your public floor plan, Homebase or app.

What is on the page

• Your checklist: the items your organization confirms, each with a due date counted back from the first check-in day. Select Confirm when one is done.
• What the onsite team brings: how many stations, and how many printers, iPads and other items.
• Schedule: each check-in day with its venue, check-in area and times, and the venue services it needs.
• Shipments: where the equipment is delivered, who receives it, and the tracking number once it is sent.
• Staff and Contacts: who from the onsite team is there each day, and your contacts at the show.
• Badge stock and Ordering and badge bank: your badge, holder and lanyard choices.
• Our equipment: anything your organization brings itself (see below).
• Map plan: where the stations, power and router go on your floor plan.
• Plan notes and Files.

What you can change, and until when

While the banner says Open for organizer changes, you can change:

• the expected attendance, with Edit attendance in the More plan actions menu,
• the check-in times on Schedule,
• the delivery address and who receives shipments,
• your badge choices.

The window closes 14 days before the first check-in day. After that the banner says Locked for organizer changes, and you ask the onsite team for any change. You can still add notes and files, keep Our equipment up to date, and confirm your checklist items at any time.

Changing the attendance after the onsite team has planned the equipment asks them to review the change.

Our equipment

If your organization brings its own equipment, such as your own printers, laptops or signage, list it under Our equipment with Add item. Give each item a quantity and update its status as it moves: Planned, Packed, Onsite, Returned. The onsite team can see the list, so they know what to expect at the venue. It is kept separate from the equipment the onsite team brings.

Sign off

When the schedule, delivery details and badges are right, select Sign off plan at the top of the page. If something in the plan changes after you sign off, the sign-off is cleared and you are asked to sign off again. To take a sign-off back, use Withdraw sign-off in the More plan actions menu.

Notes and files

Use Plan notes for anything the onsite team should know: the loading dock, parking, where staff collect their badges, or the venue Wi-Fi name. Select Add note, and tick Pin to the top to keep it first. Under Files, select Attach file to add the floor plan PDF, run of show, venue manual or venue order forms.

The map plan

Map plan shows your floor plan with the registration stations, printers, iPads, power and router placed on it, and opens on the part of the floor where they are. This layer is never shown on your public floor plan.

The plan also checks distances and layout, for example an iPad too far from its printer, a station with no power marked nearby, or a router too far from the stations it serves, and lists anything to look at under Checks. These are planning guidance, not electrical or network certification.

Onsite Partners

Sometimes the onsite crew is not Map D staff: a contractor, or your own AV vendor. Invite them to your organization with the Onsite Partner role and assign them to the show (see Roles). On their assigned shows they see the full Onsite Plan and plan stations, staff, shipping and the map, but never costs, and they cannot confirm your checklist items or sign off for you.

Asking the assistant

If your organization uses the assistant, open the More plan actions menu and select Ask the assistant. The onsite team uses it to draft stations and equipment and to place them on the map. Since those parts are planned by the onsite team, the assistant asks you to add a note when you want one changed.

Related: Onsite check-in