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

Table 4-7Event Organizer Special RequirementsTASK DEADLINE SPECIFICATIONSGain interjurisdictionalapproval• 30 days before• Secure appropriate approval if temporarily closing roadways underevent. 1 the control of another jurisdiction.Notify transitservice• 1 month before event. 2 • Communicate street closure specifics for bus re-routing.Deliver publicpresentation • 30 days before event. 1 • Present special event management plan to appropriate neighborhoodassociations or local planning board for review and recommendation.ConfirmpersonnelresourcesSecure parkingareasNotify emergencyservicesInform affectedproperty ownersDisseminatepublicadvertisementPrepareimplementationplanPrepareoperations detailHire on-sitecoordinator• 21 days before event. 3 • Use private staff to patrol private parking lots (not responsibility of• Obtain written confirmation from stakeholders that sufficient trafficmanagement team personnel resources will be available on the dayof-event.on-duty law enforcement officers).• Off-duty law enforcement officers must be hired to provideVIP/dignitary escorts and to staff traffic control posts.--• Obtain written confirmation to use private parking lots (schools,churches, businesses).• 14 days before event. 3 • Inform fire departments and emergency medical service of the exactlocation, date, and time of planned road closures.• 30 days before event. 4• 14 days before event. 5 • Distribute an approved road closure notice to all property ownersadjacent to a planned road closure.• 10 days before event (14days for review). 3 • Notify property owners, residents, and businesses within 300 feet ofthe event venue.• Minimum 2 days before• Distribute parking passes and/or escort passes issued by governingevent and 7 days maximum.6 jurisdiction.• 2 days before event. 7 and parking restrictions, and a map of the street use event route.• 15 days before event. 2• Publicize the special event through the media, including newspapers,radio and/or television stations.• 7 days before event. 3 • Identify the event date and time, contact information, any traffic• Require review of announcement by public stakeholders.• 7 days before event. 3 • Summarize traffic management plan specifics.• Require plan for review by public stakeholders.• Complete before event.Day-of-eventactivities --Post-eventactivities--• Indicate traffic management team personnel assignments and dayof-eventoperations activities.• Specify radio or cellular interface between agencies comprising thetraffic management team.• Hire a public employee as an overall on-site coordinator, havingdecision-making authority, whose responsibility will be to ensurethat all services are provided, the event runs smoothly, and all governingregulations and ordinances are complied with.• Install temporary signs and traffic control devices.• Maintain an approved copy of the permit application during theentire special event.• Remove temporary signs and traffic control devices.• 2 hours after eventclose. 8• File post-event report.• Participate in post-event debriefing with public agencies, affected• 30 days after event forreport. 9 citizens, and other involved stakeholders to address issues thatarose during the event.2 Louisville, KY mandate.4 San Luis Obispo, CA mandate6 Minneapolis, MN mandate.8 Larimer County, WY and Kane County, IL mandate.Notes: 1 Miami Beach, FL mandate.3 Larimer County, WY mandate.5 Reno, NV and San Diego, CA mandate.7 Pitken County, CO mandate.9 U.S. Bureau of Land Management mandate.4-18