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

load of the planned special event, there is apossibility of a major unexpected incidenttaking place at the same time as the event.In this instance, it may be impossible to followall elements of the traffic managementplan, and participants can be tested on howthey identify priorities and decide what portionsof the plan to follow or discard.While a simulation will bring weaknesses tolight, it is important that all those affectedbecome aware of those weaknesses andwork together on how to modify the plan,prior to the day-of-event, to minimize theweak spots.An important part of the simulation is thereview that follows. All those who participatedin the simulation now have an opportunityto: (1) go over the simulation step-bystep,(2) compare it to the traffic managementplan which was developed, and (3)modify the plan as appropriate. There areseveral reasons why it is important that allparticipants have an opportunity to critiquethe simulation. First, a problem may only beobserved by one individual, yet that problemcould affect the entire operation. Secondly,if the plan is modified, it needs to be discussedby all those who are affected. In thesame way it is important for all pertinentstakeholders to have a role in developing thetraffic management plan, it is important alsofor everyone to be aware of necessary planchanges and to note how those changes mayimpact their agency’s operation on the dayof-event.Equipment TestingA wide variety of equipment may be used tomanage travel during a planned specialevent. This includes communicationsequipment and equipment in the field, whichsupports the traffic management plan andhelps the traffic management team managethe event. Equipment that may need to betested includes:8-8• Center to center communications• Center to field communications• Changeable message signs (CMS), bothfixed and portable• Highway advisory radio (HAR)• Closed-circuit televisionWhile testing is no guarantee that equipmentwill work as expected, it is useful in identifyingunknown problems and potential problemsbefore the event. For example, if anevent is taking place in a remote area, communicationto field devices may be hinderedby weak or nonexistent signals.Stakeholders should consider testing forthese types of problems as far in advance ofthe event as possible so that alternatives canbe identified and developed. Other types oftesting, such as the functioning of fieldequipment, should take place just prior tothe event to make sure it will be workingduring the event.During a planned special event, communicationswill often be routed from the commandpost at the planned special event site throughthe TMC, if present, to field personnel andothers responsible for implementing variouselements. Since the venue is at a locationwhere transportation management activitiesmay not normally take place, it is especiallyimportant that communication linkages betweenthe venue and the TMCs work well.If radio communications are required, theseshould be tested on all frequencies expectedto be used. If wired communications areinstalled, then they should also be tested.Back-up communication channels shouldalso be tested in the event primary channelsdevelop problems. For instance, cellularphone systems might be overloaded duringan event that draws a large number of people,especially if a problem occurs duringthe event, which causes many event patronsto use their mobile phones.