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

Table 4-9 (cont’d.)Planned Special Event Permit Application Supplemental RequirementsAPPLICATIONSPECIFICATIONSCOMPONENTHold harmlessagreementCertificate ofInsurance• Specify that event organizer agrees to defend, indemnify, and hold a municipality,including its officers and employees, harmless from any liability or claim caused bythe event organizer failing to fulfill all obligations.• Require event organizer to obtain and name the governing municipality and its employeesas insured.• Name transportation agencies as insured.• Ranges from $500,000 to $1,000,000.4OVERVIEWTable 4-10Guidelines for Compliance with theAmericans with Disabilities Act (4)REQUIREMENT• All on-site accessible pedestrian routes fromaccessible parking to the event must beequipped with curb cuts or temporary ramps.All ramps must meet applicable codes.• Additional disabled parking must be providedand staffed. A disabled parking area must bedesignated and located near to the main entranceand accessible to pedestrian routes.Necessary signs must be provided to indicatethis parking area. An accessible shuttle maybe used for remote parking areas.• All Americans with Disabilities Act considerationsmust be identified on the site plan.Section 12200 of the California VehicleCode defines a special event monitor as aperson who has completed a traffic controlprogram approved by the California HighwayPatrol. Use of special event monitorsreduces demand on law enforcement staffneeded for security detail and highway patrol.Jurisdictions in California require thesetrained monitors, when the day-of-eventtraining program is available, during permittedspecial events. For instance, the Countyof San Diego, CA specifies the followingtraffic control requirements during plannedspecial events:Table 4-11Municipal Code Provisions on PlannedSpecial EventsPROVISION• Special event definition• Conditions for permit requirement• Permit restrictions• Content of permit application• Permit application submission and reviewdeadline• Notification of city/town officials• Notification of abutting property owners andresidents• Permit approval criteria• Event organizer duties• City/town authority to restrict parking andclose local roads• Hold harmless clause• Insurance requirements• Recovery of expenses• Procedure for appealing a denied permitDAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGPOST-EVENT ACTIVITIESEVENT PROFILE4-23