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

Stakeholder Simulation ExercisesA plan is just a plan until it is implemented.Simulation exercises allow that plan to begiven life and allow stakeholders to see howit might work in the real world of theplanned special event.The simulation exercise can test importantelements such as: (1) interagency communications,(2) deployment of personnel andequipment, and (3) information gatheringand dissemination. While stakeholders mayconduct the exercise at the venue where theplanned special event will occur, much ofthe plan will involve permanent transportationmanagement centers (TMC) or temporarycommand posts which are in operationbefore, during, and after the event. Thereforeit is important that all of the responsibleagencies and TMCs, which may have a roleto play during the actual event, be involvedwith the simulation exercise.Communications should be tested not justfrom a technical standpoint but also to makesure what is being communicated is understood.The simulation provides an opportunityto make certain this part of the planworks as expected.Exercises can take on two different forms:• A tabletop exercise• A full-scale simulationThe purpose of both types of exercises is to:(1) test the written assumptions in the trafficmanagement plan and (2) see what must bechanged and how the plan can be improved.No matter how thorough a traffic managementplan may be, it can not account for allcontingencies. The plan assumes participantswill follow the steps laid-out, but individualsmake mistakes and equipment mayfail. Both the tabletop and full-scale simulationallow the participants to see how theyreact to those unexpected events.8-6Without the benefit of testing the trafficmanagement plan, discrepancies may not berealized until the actual implementation ofthe plan. During simulation exercises, mistakescan be discovered while there is stilltime to make modifications and before anynegative consequences are realized.In both a tabletop exercise and a full-scalesimulation, participants receive and use thewritten traffic management plan and implementationplan as the basis for their actions.Table 8-3 lists elements of a typical exercise.Table 8-3Elements of a Stakeholder SimulationExerciseELEMENT• Identify the stakeholders who will participatein the exercise.• Distribute copies of the traffic managementplan and implementation plan to participants.• Develop a script for the exercise, includingsurprise elements that may not be addressed inthe traffic management plan.• Provide a timeline for the exercise to play-out(the exercise will probably take place in anaccelerated timeframe compared to a real-lifeevent).• Identify reviewers who will watch the exerciseand take notes.• Provide time to review the exercise.• Modify the plan based on what was learnedduring the exercise.The goal of the testing is not to be mistakefree,but to identify potential problems.Therefore, when the actual event takes placeerrors, may be minimized and the event canrun smoothly.For both tabletop and full-scale simulationsto be effective, they should test as manyparts of the traffic management plan as possibleusing scenarios that are as realistic aspossible. Since participants can not be expectedto remember all that takes place duringthe exercise, it is critical that observ-