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

egion. Appendix A contains WashingtonState DOT guidelines for street use eventsconducted on state highways. (3) Key eventorganizer actions typically performed uponreceipt of an approved special event permitinclude:• Notifying emergency service agencies oftemporary road closures and access restrictions.• Informing property owners and residents,located in the immediate vicinityof the event venue, of traffic and parkingrestrictions.• Disseminating travel and parking informationto community residents, representingpotential event patrons, via mediaadvertisements.Application ComponentsAPPLICATIONCOMPONENTEvent sponsor/organizerPrimary contactand coordinatorEvent name/type of eventEvent date andtimeTable 4-8 summarizes the various items thatappear, in a questionnaire format, on a specialevent permit application. The applicationserves to communicate event operationscharacteristics to a jurisdiction, thus permittingit to impose appropriate impact mitigationrequirements and/or advise the eventorganizer to change event operation parameters.Key items include the event purposethat may signal the need to develop contingencyplans in response to possible securitythreats or demonstrations. Information regardingevent history and expected attendanceassists in achieving a more predictableevent travel forecast. The applicationshould prompt the event organizer to indicatetravel demand management initiatives,including use of carpools and other modesof travel. Appendix A contains a samplespecial event permit application from VirginiaBeach, VA.Table 4-8Planned Special Event Permit Application ComponentsSPECIFICATIONS• Organization, corporation, community group, etc. sponsoring event in addition toprofessional firm/agency contracted to produce the event.• Decision-making authority and continuously available through the day-of-event activitiesphase.• Mailing address, e-mail address, phone (day/night/cell/radio frequency), and fax.• Location on day-of-event.• Name used to advertise event.• Event date(s).• Hours of operation on each event day.• Duration of event (if street use event).• Proposed timeline of activities through the event day(s).• Rain date.Event location • Location (e.g., street address).• Venue attendance capacity.• Temporary venue, permanent venue, on-street.• Zoning classification of property and/or present use of venue site.• Alternate location.Event purpose • Description of event.• Indication whether event differs from previous years.• Indication if event is political in nature.4EVENT PROFILE POST-EVENT ACTIVITIES DAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGOVERVIEW4-19