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

Table 4-8 (cont’d.)Planned Special Event Permit Application ComponentsAPPLICATIONCOMPONENTSPECIFICATIONSPersonnel • Number of volunteers and staff working the event.• Intended volunteer work assignments.• Number of staff working in a supervisory capacity.• On-site communications, cellular or radio.Event notificationandadvertisementDismantling andclean-up• Notification of other involved jurisdictions and whether a permit has been obtained.• Use of media to advertise event (radio, television, print, Internet).• Use of a process to notify affected property owners and residents.• Restoration of roadway right-of-way and other public property.• Clean-up start and end times.4OVERVIEWTable 4-9 lists supplemental requirements toa special event permit application, requiredof the event organizer either at the time ofinitial application submission or after jurisdictionreview of the application questionnaire.Traffic flow plans that specify a streetuse event route should identify any: (1) hinderingof access by authorized emergencyvehicles, (2) conflict with bus transit routes,and (3) interference with non-event attendeeaccess to hospitals, airports, transit stations,businesses, churches, and other public buildings.Traffic control plans should address indetail the service and protection of eventpatron traffic, the accommodation of emergencyvehicles and background traffic, andthe necessary traffic control equipment andpersonnel resources. The event site plan andparking plan must provide accessible parkingand routes to the event venue. As anexample, Table 4-10 shows Miami Beach,FL special event parking and site planguidelines for compliance with the Americanswith Disabilities Act.Jurisdictions require event organizers to signa hold harmless agreement and post a certificateof insurance, typically $1 million,before issuing a special event permit. AppendixA contains a sample hold harmlessagreement from Evanston, IL.Permitting RequirementsJurisdictions maintain the following generalrequirements for planned special events: (1)event restrictions, (2) impact mitigation andtraffic control, (3) legal, and (4) funding. Asindicated in Table 4-11, the municipal codesof jurisdictions across the Nation specify awide range of requirements for managingtravel for planned special events, all ofwhich become incorporated in the specialevent permit process. The previous sectionshighlighted several requirements and associatedexamples under the first three citedcategories. With regard to traffic control,Appendix A contains a Hot Springs, ARchecklist of traffic control requirements forstreet use events using a particular citystreet. This checklist serves as a trafficmanagement and operations plan for recurringstreet use events on the cited street, thuspermitting traffic management team membersto become proficient at efficiently managingtraffic for events on the designatedroute. Appendix A also contains a detailedtraffic control resource checklist, completewith equipment specifications, used inMontgomery County, MD and special eventdirectional sign regulations maintained inMarco Island, FL.DAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGPOST-EVENT ACTIVITIESEVENT PROFILE4-21