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

sidered the resources. These resources willvary depending on what is available in theregion and to the participants.Scope and BenefitsThe scope of such a program should focuson planned special events of regional significance.If an event can be wholly managedwithin and by a single agency or jurisdiction(e.g., through a planned special eventpermit program), then there is no need forthe regional plan to come into effect.However, those events that reach beyond asingle agency or jurisdiction would be addressedby this program. Regional eventsmay vary in size. For example, a paradethrough two towns would have limited regionalimpact and might require only minimalcoordination, but a mega-event, such asthe Olympics, would involve multiple regionsand a large number of agencies.Key benefits of a regional planned specialevent program include:• The primary benefit to the creation andmaintenance of such a program is that itestablishes a mechanism for agencies towork together before they are forced towork together as the result of an impendingevent.• By early identification of funding opportunities,agencies can address monetaryneeds prior to the event. Therefore,when an event is proposed, stakeholderscan focus on planning and not be concernedwith funding the planning.• Another benefit is that by early identificationof infrastructure improvements,there is a higher likelihood that the improvementscan be put in place beforethey are needed. Noting what improvementsare needed just before the eventmay mean they will not be availablegiven the lead time needed to make theimprovements.• Legislative and policy needs will also beidentified through this program. As withinfrastructure improvements, this will allowthese needs to be addressed prior totheir being required.• An intangible benefit accruing from aregional planned special events programis the development of relationships thatwill extend to other operational areas.• Better communication and cooperation islikely and will help in areas such as incidentmanagement and construction coordination.It is important that performance measures beplanned: (1) to note the performance benefitsof the regional planned special eventsprogram and (2) to demonstrate the differencesit has made to mobility and coordinationwithin the region. Since the goals andobjectives of the program are part of a collaborativeprocess, what is measured shouldalso be agreed to by the participants.Stakeholder OrganizationThe stakeholders in a regional program suchas this will vary from region to region. Table4-1 lists organizations that should beconsidered part of the program. Leadershipof the program will vary by region, but theagencies most likely to take the lead includestate DOTs, state law enforcement agencies,and MPOs.Program Development and SustainmentPerhaps the hardest step in the developmentof the program is the first step, creation ofthe program. A champion of the idea, whois willing to go through the difficulties inestablishing the program, is very helpful.This person can reach out to those people inleadership positions who will support the4EVENT PROFILE POST-EVENT ACTIVITIES DAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGOVERVIEW4-7