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

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BACKGROUNDPlanned special events pose a unique anddiverse set of challenges to stakeholderscharged with maintaining transportation systemsafety, mobility, and reliability. Thesechallenges include:• Managing intense travel demand• Mitigating potential capacity constraints• Influencing the utility associated withvarious travel choices• Accommodating heavy pedestrian flowManaging travel for planned special eventsencompasses both a local and regional level.The local level involves managing travel forone planned special event. The regionalperspective concerns proactively improvingtravel management for all planned specialevents occurring in a region where, in mostmajor U.S. metropolitan areas, hundreds ofplanned special events occur annually.Table i-1 compares current state-of-thepracticeactivities to state-of-the-art activitiesin managing travel for planned specialevents.Table i-1Practice of Managing Travel for Planned Special EventsSTATE-OF-THE-PRACTICESTATE-OF-THE-ARTInstitutional• Manage traffic and parking forplanned special events.• Manage travel for planned special events by adopting an intermodalapproach and utilizing travel demand management strategies.• Focus on traffic management team • Form multidisciplinary stakeholder groups and solicit public input.needs.• Secure verbal coordination betweenstakeholders.• Develop a joint operations policy or mutual-aid agreement betweenstakeholders.• Focus on single planned specialevents.• Conduct periodic ad-hoc eventplanning.• Focus on event-specific planningand operations only.• Obtain periodic participation andcontribution from community interestand event support stakeholders.• Create a committee on planned special events to monitor and plantravel management activities for all special events that occurwithin a region.Organizational• Follow an established event operations planning process.• Develop standard street use event routes and traffic flow routes.• Integrate event evaluation results into future planning activities tofacilitate continuous improvement of transportation system performance.• Establish stakeholder groups specific to advance planning andday-of-event activities to strengthen stakeholder coordination andcommitment.Technical• Utilize mobile devices: (1)• Utilize fixed freeway and arterialmanagement infrastructure tomonitor and manage traffic duringa planned special event. (1) o Portable traffic management systems (closed-circuit television,detectors, changeable message signs)o Portable traffic signalso Portable traffic management centers• Conduct point traffic and parkingmanagement using field personnel• Deploy automated systems:o Parking management systemso Dynamic trailblazer signso Lane control signso Blank-out signsi-2
The state-of-the-practice involves an operations-basedapproach that incorporates existingpolicies, procedures, and infrastructureapplied under daily traffic management,incident management, and multi-modalmanagement activities. In this approach,stakeholder planning activities parallel thosefor unplanned events, such as traffic incidentsand emergencies, where various whatifscenarios shape response and managementstrategies. Stakeholders characteristicallydiverge from an interagency concept of operationsand, instead, focus on the rapid mobilizationand execution of planned agencyspecifictasks.However, incident management or emergencyresponse experiences provide the opportunityto build on existing stakeholderrelationships, although it must be recognizedthat stakeholder roles and priorities changeconsiderably under planned special events.This technical reference will facilitate buildinga successful special event transportationmanagement plan starting from a cornerstoneof daily traffic, incident, and multimodalmanagement activities.The state-of-the-art in managing travel forplanned special events emphasizes a programapproach specific to planned specialevents. This approach revolves around distinct,chronological phases relative to advanceplanning, management, and evaluationactivities. Individual phases includeinterconnected strategies to assist stakeholdersin identifying needs and resultingoperations and service strategies tailored tothe characteristics of a specific planned specialevent:• Operations strategies include proactivecontrol and management tactics, coupledwith innovative technology applications,that effect changes in traffic and transitoperations to improve safety and reducedelay in addition to reducing field personnelrequirements.• Service strategies include policies andinitiatives aimed at communicating advisoryinformation and travel options toevent patrons and non-attendee road usersto reduce peak traffic demand levelson corridors serving an event venue, thusimproving system travel mobility and reliability.Collectively, these strategies meet the challengeof managing travel for planned specialevents on a local level or for a singleplanned special event. Stakeholders mustpredict travel demand and efficiently utilizethe excess capacity of the roadway system,parking facilities, and transit. They mustalso reach out to all road users, communicatetravel information, and offer attractiveincentives to influence traveler behavior anddecision-making.Integration of phases, from post-eventevaluation to advance planning for futureplanned special events, creates a seamlessprocess allowing for continuous improvementof transportation system performancefrom one planned special event to the next.This iterative process, where stakeholdersapply successes and lessons learned from aparticular special event to future events,meets the challenge of managing travel forplanned special events on a regional level orfor all planned special events in a region.The advance planning and management oftravel for planned special events requires theconsistent involvement and coordination ofstakeholders within and across every eventmanagement phase. Stakeholders may havethe opportunity to partner with new stakeholdersacross travel modes, disciplines, andjurisdictions. As a result, the state-of-the-arti-3
Page 1 and 2: MANAGING TRAVEL FORPLANNED SPECIAL
Page 3: Technical Report Documentation Page
Page 6 and 7: TABLE OF CONTENTSINTRODUCTION......
Page 8 and 9: Available Resources ...............
Page 10 and 11: Stakeholder Roles and Coordination
Page 12 and 13: APPENDIX L - PUBLIC AGENCY AND EVEN
Page 14 and 15: Table 3-30 Crash Prevention Tactics
Page 16 and 17: Table 8-4 Day-of-Event Personnel Re
Page 18 and 19: LIST OF FIGURESFigure i-1 Planned S
Page 20 and 21: Figure 6-58 Portable Lighting .....
Page 24 and 25: includes forming multidisciplinary
Page 26 and 27: THIS PAGE LEFT BLANKi-6
Page 28 and 29: congestion is considered either rec
Page 30 and 31: GOALS OF MANAGINGTRAVEL FOR PLANNED
Page 32 and 33: Public agencies can enhance the ima
Page 34 and 35: • 73 percent of surveyed metropol
Page 36 and 37: Table 1-8Planned Special Event Mana
Page 38 and 39: SPECIAL EVENTMANAGEMENTPHASEProgram
Page 40 and 41: Board, Washington, D.C., January12
Page 42 and 43: characteristics and how these chara
Page 44 and 45: a spur-of-the-moment decision to at
Page 46 and 47: Discrete/Recurring Event at a Perma
Page 48 and 49: Arrowhead PondRed Wings vs. Mighty
Page 50 and 51: TRAVELDEMANDROAD/SITECAPACITYAVAILA
Page 52 and 53: transportation impact criteria: (1)
Page 54 and 55: Figure 2-6Wisconsin TIME program Sp
Page 56 and 57: INTEGRATIONOversightTeamEvent Plann
Page 58 and 59: THIS PAGE LEFT BLANK2-18
Page 60 and 61: developing and implementing solutio
Page 62 and 63: Stakeholder Roles andCoordinationTh
Page 64 and 65: A local or county department of pub
Page 66 and 67: management strategies. For example,
Page 68 and 69: modate planned special events. This
Page 70 and 71: events. In turn, post-event activit
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at the beginning of the event opera
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• Notice of event for affected pr
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• Links between process steps are
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the event operations planning phase
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Table 3-14 summarizes four types of
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Unlike other traffic generators suc
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Identify On-SiteParking Area(s)Park
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Table 3-18Tools for Mitigating Plan
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pick-up/drop-off area, during ingre
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ELEMENTEvent patronparking areasTab
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(2) provide a defined passenger wai
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Table 3-25Tactics for Accommodating
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and/or downstream lane closures tha
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The key to maximizing capacity invo
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or variable message signs. CMSs are
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tion reports from various remote lo
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Transit ServiceModifications to exi
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ELEMENTCommand postoperationOperati
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fail. Both the tabletop and full-sc
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tion to performance evaluation data
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Table 3-39Communications Structure
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of a detailed evaluation report. Qu
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Sample questions for possible inclu
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THIS PAGE LEFT BLANK3-60
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tions or a single municipality, res
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events and annual fairs, or major e
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sidered the resources. These resour
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• Identification of funding sourc
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PHASEProgramPlanningEventOperations
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permit when the event organizer mee
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Table 4-4Planned Special Event Perm
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LOCATIONAnaheim, CAMenlo Park,CAMin
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egion. Appendix A contains Washingt
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Table 4-8 (cont’d.)Planned Specia
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Table 4-9 (cont’d.)Planned Specia
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Table 4-12Planned Special Event Per
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Table 4-15Planned Special Event Tec
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ITEM FUNCTIONS DEPLOYMENT APPLICATI
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clude: (1) remote modification of t
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agement. Not all of these are a sin
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9. Descriptions of tiers from mater
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CHAPTER FIVEEVENT OPERATIONS PLANNI
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work and schedule. The framework in
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Interagency CoordinationIn establis
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Fan CelebrationAnother severe impac
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process when forecasted traffic dem
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new and different stadium user with
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• The City also makes available g
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Table 5-8 summarizes four types of
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STEP SIXMITIGATION OF IMPACTSTraffi
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Table 5-11Feasibility Study Data Re
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Table 5-12Example Modal Split for D
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Table 5-14Example Planned Special E
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not offer advance ticket sales typi
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Parking Demand AnalysisA parking de
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Figure 5-11Designated Event Off-Sit
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• The first approach pertains to
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detail impact mitigation strategies
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5OVERVIEWFigure 5-16Site and Pedest
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Table 5-19External Factors Consider
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CHAPTER SIXTRAFFIC MANAGEMENT PLAN6
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• Express service (e.g., new rout
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6DAY-OF-EVENT ACTIVITIES ADVANCE PL
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VENUEPickup /Drop-offWalkSITE AREAR
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special events. This checklist incl
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alternatives may exist, each will n
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Lot AssignmentThe objectives of lot
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parking garage. The lack of such pe
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Table 6-7Key Findings from Saint Pa
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tern of ingress and egress to achie
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Any planned special event parking a
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• Park vehicles at the same rate
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lot(s) conflicts with heavy adjacen
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Figure 6-16Annotated Aerial Map of
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trols for pedestrian protection and
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Use of a temporary pedestrian bridg
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ordinate with the event planning te
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ManagementFigure 6-28On-Site Shuttl
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the impact to neighborhoods surroun
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• On the day-of-event, the manage
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An alternate route plan represents
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Figure 6-33Background Traffic Diver
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Arterial-to-Arterial DiversionArter
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modation tactic that the traffic ma
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Transportation system management ty
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prove interchange capacity and oper
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6OVERVIEWFigure 6-39Temporary Elimi
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efore they enter an alternative lan
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Table 6-36Portable Traffic Manageme
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Advance traffic signal operations p
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EN-ROUTE TRAVELERINFORMATION PLANOv
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or venue access route. These are te
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forces affect the signal, such as w
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now be accessed en-route via cellul
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Subscription ServicesA number of pr
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• Wireless communications (It sho
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unlit freeway interchanges or arter
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Traffic Incident Quick ClearanceIni
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16. Dudek, C.L., Guidelines forChan
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CHAPTER SEVENTRAVEL DEMAND MANAGEME
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Demand Management StrategiesSuccess
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Figure 7-2High Occupancy Vehicle In
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fore. The website suggested that ev
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during the games. The predominant c
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• Patronage Potential - The speci
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may exceed an hour. Patrons who use
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• Recommended event ingress and e
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planned special event impacts opera
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planned special event and related t
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Appendix M contains an example of a
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CHAPTER EIGHTIMPLEMENTATION ACTIVIT
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The implementation plan communicate
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ELEMENTLocationspecifictrafficand p
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ers be used to: (1) watch what happ
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Communication from the TMC to vario
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Volunteer RecruitmentPrior to initi
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CHAPTER NINEDAY-OF-EVENT ACTIVITIES
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stakeholders comprising the traffic
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operations planning phase, the ICS
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Table 9-3Traffic Management PlanEva
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formation to a dispatcher who, in t
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seek out other sources. The media m
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Traffic Management SupportIn a traf
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Table 9-13Performance Evaluation Me
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CHAPTER TENPOST-EVENT ACTIVITIES10O
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Table 10-1Key Post-Event Activities
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ing events, slight changes in circu
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inaccurate, it will become clear th
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ics of interest to all participants
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spectives are noted during the debr
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CHAPTER ELEVENDISCRETE/RECURRING EV
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peak pedestrian and traffic departu
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STEPNO. PAGE1 5-202 7-93 5-214 5-22
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sive express bus service between ar
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POST-EVENTACTIVITIESSince a discret
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market an express bus service for a
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CHAPTER TWELVECONTINUOUS EVENT12OVE
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EVENT OPERATIONSPLANNINGBecause of
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NO.STEPPAGE1 5-202 7-93 5-214 5-225
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Table 12-4Checklist of Implementati
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Some distinguishing considerations
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CHAPTER THIRTEENSTREET USE EVENT13O
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EVENT OPERATIONSPLANNINGSince stree
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STEPNO. PAGE1 5-202 7-93 5-214 5-22
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may not regularly take place in the
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HANDBOOKPAGETable 13-5Checklist of
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• A planned special event permit
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CHAPTER FOURTEENREGIONAL/MULTI-VENU
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several vantage points (e.g., parks
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Table 14-3Event Operations Planning
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Table 14-4 presents a checklist ofi
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• With regard to regional/multi-v
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CHAPTER FIFTEENRURAL EVENT15OVERVIE
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ies by event, as some rural events
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STEPNO. PAGETable 15-3Event Operati
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Table 15-4Checklist of Implementati
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Some distinguishing considerations
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should focus on equipment and techn
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APPENDIX ASAMPLE SPECIAL EVENT PERM
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VIRGINIA BEACH, VA: PERMIT APPLICAT
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A-5
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EVANSTON, IL: SPECIAL EVENT HOLD HA
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MONTGOMERY COUNTY, MD: SPECIAL EVEN
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A-11
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APPENDIX BEVENT-ORIENTED RISK SCENA
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APPENDIX CINTERAGENCY AGREEMENTS FO
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APPENDIX D2003 FAIR SAINT LOUIS EVE
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APPENDIX FPARKING AND PEDESTRIAN AC
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APPENDIX GWISCONSIN DOT ORGANIZATIO
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G-3
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BRISTOL (TN) MOTOR SPEEDWAYSource:
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PALACE OF AUBURN HILLS (MI)PARKING
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TALLADEGA (AL) SUPERSPEEDWAYNote:
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NASCAR DAYTONA 500Source: www.dayto
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MICHIGAN INTERNATIONAL SPEEDWAYSour
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MARTINSVILLE (VA) SPEEDWAYSource: w
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APPENDIX KEXAMPLE TRAFFIC CONTROL P
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FREEWAY SIGNING PLANNASCAR BRICKYAR
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EQUIPMENT LOCATION PLANSYDNEY, AUST
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Source: www.ci.daytona-beach.fl.us/
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SEATTLE CENTERSEATTLE, WASource: ww
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RICHMOND INTERNATIONAL RACEWAYRICHM
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PNC PARKPITTSBURGH, PASource: pirat
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M-2
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FORD FIELDDETROIT, MIM-4
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APPENDIX NSAMPLE IMPLEMENTATION PLA
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N-3
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N-5
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