managing travel for planned special events - FHWA Operations ...

special events. These could include areassuch as traveler information, interagencycommunications, and the planning processitself.For recurring events, a file providing thecumulative benefit of lessons learned willhelp sharpen the traffic management plandeveloped for each new occurrence. It isalso important to remember that with recurringevents, slight changes in circumstanceswill require modifications to the plan.Participant EvaluationParticipant evaluation includes: (1) stakeholderdebriefing, (2) patron survey, and (3)public survey.Stakeholder DebriefingAt the conclusion of the planned specialevent, a debriefing session should be held.The stakeholder debriefing is an opportunityto bring together those involved and impactedby the planned special event. In it,these individuals, and the groups they represent,can compare what the plan called forand what actually took place. They can alsoexamine areas the plan may not have addressedbut turned out to be issues in hindsight.All of those who were involved increating the traffic management plan, aswell as key people who played a role duringthe event itself, should be present for thissession. This includes stakeholders formingthe event planning team and traffic managementteam. Table 3-42 lists elements ofa stakeholder debriefing.Patron SurveyAlthough the goal is to keep traffic movingon all of the transportation facilities, the patronsare the ultimate customers of everyoneinvolved in the traffic management of theplanned special event. It is largely for theirbenefit the traffic management plan was createdin the first place, and they are the oneslikely to suffer the greatest consequences ifthe plan does not work. Therefore, theviewpoint of event patrons is needed if acredible evaluation of the plan is to be done.Table 3-42Elements of a Stakeholder DebriefingELEMENT• Introductions of individuals and the roles theyplayed (if not obvious)• Explanation that the debriefing is not designedto find blame for anything which may havegone wrong, but to identify areas of improvementfor future planned special events• Distribution of a chronology of the specialevent, preferably one which melds individualagencies’ own chronologies• Review of the timeline of events• Discussion of other areas of concern• Next steps to incorporate lessons learnedSample questions for possible inclusion in apatron survey include:• Were you aware of any special travelinformation before the event?• Did you find information provided enrouteto the event (e.g., via signs, radio)helpful?• Did you experience any unexpectedproblems approaching the venue?• Do you have any suggestions or othercomments you wish to offer?Public SurveyThe public survey takes in a wider audiencethan the patrons. This includes those whomay have been impacted by the plannedspecial event even though they did not attendthe event. Since this is a larger andmore diverse group of stakeholders, it maybe more difficult to identify and surveythem.3EVENT PROFILE POST-EVENT ACTIVITIES DAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGOVERVIEW3-57