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

work and schedule. The framework includesforming an event planning team, creatingagreements, identifying performancegoals and objectives, and deciding on mitigationassessment and approval protocol.Special considerations evolve from reviewingthe event operations characteristics of aparticular special event (e.g., risk assessment)in addition to past successes and lessonslearned. These considerations weighheavy on traffic management plan requirements,and stakeholders must address issuesaffecting community residents and businessesthrough public outreach efforts earlyin the planning phase in order to ensureproper mitigation and non-conflict with trafficmanagement plan specifications.Stakeholder Roles andCoordinationThe event planning team handles tasks associatedwith event-specific operations planningand traffic management planimplementation. Table 5-1 lists the primaryresponsibilities of the event planning teamunder the event operations planning phase.The event planning team consists of a diversegroup of stakeholders with either eventoperations or community interest as theirprimary concern. The success of the eventplanning team depends on achieving strongcoordination among participating teamstakeholders.Table 5-1Event Planning Team ResponsibilitiesDuring the Event Operations Planning PhaseRESPONSIBILITY• Perform feasibility study.• Develop traffic management plan.• Evaluate travel demand management initiatives.Event Planning Team EstablishmentAn event planning team forms as a result ofeither: (1) coordination among traffic operationsagencies, transit agencies, law enforcementagencies, and event organizersthat represent the core event planning teamstakeholders or (2) designation by a committeeon special events within a regional transportationmanagement organization, such asa traffic incident management program.• The former typically describes eventplanning teams formed in response to localplanned special events affecting fewjurisdictions, such as events occurring inrural or urban areas.• The latter may occur in metropolitan areaswhere planned special events happenfrequently, thus warranting an on-callevent planning team.A regional transportation committee onspecial events features stakeholders thathave achieved interagency coordinationthrough past, cooperative travel managementefforts.• Stakeholder representatives have firsthandknowledge of the roles, resources,and capabilities of each committee participant.• Stakeholders commonly include trafficoperations agencies, law enforcement,transit agencies, event organizers orvenue operators, and the media.• Committees in metropolitan areas maycreate task forces for specific plannedspecial event venues or recurringplanned special events (e.g., annual fairs,fireworks displays, parades, etc.). Thecommittee or task force generally meetsand performs event operations planningtasks on an as-needed basis. The groupmay also convene regularly (e.g.,weekly, monthly, or quarterly) to review5EVENT PROFILE POST-EVENT ACTIVITIES DAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGOVERVIEW5-3