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

Funding issues can also be addressed in interagencyagreements. If it is known aheadof time who will be paying for various aspectsof the effort, confusion will be reducedand participation encouraged. In some instances,the agreements could specify that anon-public agency, such as the event organizer,is responsible for paying for certainparts of the planning and coordination effort.LegislationLegislation provides the legal authority for agovernment agency to take certain actions.In many instances, activities involved inspecial events planning have already beenaddressed by legislation. Examples includelaw enforcement responsibilities for the statepatrol on an interstate highway leading tothe event venue or the state department oftransportation being responsible for operationof a transportation management center(TMC) in the area of the event. However,there may be special circumstances not addressedin current legislation.Examples where special legislation may beneeded could include permitting agencies tooperate outside their current jurisdiction ortaking on activities they have not been givenspecific authority to undertake.Some important considerations in establishinglegislation during the program planningphase include:• Since creating and passing legislation isnormally a lengthy process, it is importantthat these needs are identified earlyso the process can be completed beforethe new law is needed.• In many instances, a request for legislationhas to go through many steps withinan agency before it is even presented tolawmakers. At a minimum, agencycounsel and executive managementneeds to be involved. Since these individualstypically would not be involvedin special events planning where theseneeds are first identified, it is also importantthat procedures be in place to beginthe legislative process.• Most agencies already have proceduresin place to bring legislative needs to theattention of lawmakers, but it is importantthat those who first identify theseneeds know what those procedures areand how to get the process started.Regional Planned Special EventsProgramKey ElementsA regional planned special events programis an ongoing process designed to address aregion’s needs for managing special events.It is not a program put in place to address aspecific special event, although a specificevent may trigger the formation of such aprogram.The program involves those agencies thathave a role in managing planned specialevents as well as those agencies that may bein an oversight or funding role.The program will put in place the frameworkfor handling regional planned specialevents including:• A template for groups created to dealwith specific special events.• Identification of funding to support suchplanning.• Identification of infrastructure improvementneeds in the region to better managespecial events.All of these elements used to implement aregional special events program can be con-4-6