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

Sample questions for possible inclusion inpublic survey include:• Were you aware of the event before ittook place?• If you were aware of the event beforehand,would you have altered your plansbased on that information?• Did you change your plans or scheduleas a result of the event?• How would you evaluate the effectivenessof traffic management efforts forthis event (poor, good, excellent)?• Do you have any additional comments orsuggestions based on your experience?Post-Event DebriefingA post-event debriefing should be held toreview what took place. The purpose of thedebriefing is to: (1) examine what tookplace, (2) compare it to what was expectedto happen, (3) identify what worked well,and (4) determine areas of improvement forfuture planned special events.It is important to remember that the posteventdebriefing is not designed to be a timeto blame individuals or agencies for whattook place during the event.Table 3-43 lists the broad topic areas thatshould be covered in the post-event debriefing.Table 3-43Post-Event Debriefing MeetingAgenda TopicsTOPIC AREA• Purpose of meeting• The planning process• Interagency communications• Traffic management in and around the venue• Traffic management outside of the event site• Traveler information, including media• Lessons learnedThe purpose of the post-event debriefing isnot to just identify what could have beendone better but to note what was successful.The successes and lessons learned must bechronicled so that those stakeholders whoare responsible for planning the nextplanned special event will be able to tap thewisdom of those who have done this before.Post-Event ReportTable 3-44 presents an outline of a typicalpost-event report.Table 3-44Outline of Post-Event ReportREPORT ORGANIZATION• Outline report topics.• Document products of the event operationsplanning phase.• Identify key successes.• Present lessons learned.• Identify improvements for future events.• Configure to serve as a working document forfuture special event planning.• Review chronologically what took place.• Summarize both positive and negative aspects.• Include all stakeholder viewpoints.OPERATIONAL COST ANALYSIS• Examine operational costs.• Include staffing, overtime, and equipment foreach involved agency.• Identify potential cost savings.o Reallocation of personnelo Division of responsibilitieso Use of technology• Include total staffing, overtime, and equipmentfor all agencies.QUALITATIVE EVALUATION• Include survey of stakeholders.• Include survey of event patrons.• Include survey of public.QUANTITATIVE EVALUATION• Provide numerical picture of the event.o Costso Hours savedo Traffic incidents handledo Passengers carried on various modes.• Present cost/benefit analysis.3-58