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

Volunteer RecruitmentPrior to initiating volunteer recruiting efforts,event planning team and/or trafficmanagement team stakeholders must determinethe number of volunteers needed. Thisrepresents a function of the number of potentialvolunteer work assignments andnumber of available volunteer supervisors.An alternative approach to recruiting aftertraffic management plan development involves:(1) soliciting the public, throughevent advertisements, for volunteers early inthe event operations planning phase and (2)developing a volunteer contact list for laterreference as conditions warrant. The listmay also indicate the type of work task(s)favored by each volunteer. Event organizersor traffic management team supervisorsshould obtain written confirmation fromstakeholders that personnel resourcespledged during the event operations planningphase will be available on the day-ofevent.A key consideration in supervising volunteers,or any personnel, involves maintaininggood span of control. Incident CommandSystem guidelines suggest keeping the spanof control between three and seven personsreporting to a supervisor with one supervisorper five subordinates as a rule of thumb. (1)A supervisor should represent an agency orcontractor involved in planning and managinga particular planned special event. Thesupervisor should also have full knowledgeof the duties and responsibilities of eachsubordinate, and supervisors may train theparticular volunteer group that they havebeen assigned to lead on the day-of-event.Volunteer recruiting and associated trainingactivities result in volunteers knowing theirrespective work assignment prior to the dayof-event.Because different special eventwork assignments peak varying levels ofinterest among volunteers, stakeholdersshould recruit additional volunteers for certainlow-interest assignments. For example,most volunteers do not like parking assignments;therefore, overkill in volunteers stationedat parking areas represents a goodtactic. (2) This avoids a potential shortfallrelative to volunteers not showing up forwork on the day-of-event.Various perks can improve and speed-up thevolunteer recruiting process. Stakeholdersshould consider providing volunteers with(1) free public transportation to and from theevent venue site and (2) free food and beverageswhile on shift. Table 8-5 summarizesother rewards for volunteer service.Table 8-5Example Rewards for Volunteer ServiceREWARD• Free admission to the special event• Tickets to a future venue event• Permission to keep work uniform• Recognition gift or dinner• Drawings for substantial prizesTraining ActivitiesTraining for volunteers and temporary staffensure these personnel: (1) understand thetraffic management plan component governingtheir assignment, (2) disseminate accurateinformation to event patrons and supervisors,and (3) understand traffic managementteam operations protocol. Traininginvolves the distribution of reference material,pre-event seminars, or both. Referencematerial should detail specific duties and listvolunteer report time, roll call location, shiftduration, and supervisor assignment. A dayof-eventchecklist would assist volunteers inidentifying and remembering items (e.g.,proper clothing, sunscreen, sunglasses, referenceguide, etc.) to bring for their shift.Volunteers also would benefit from carryingan event transportation and parking guide or8EVENT PROFILE POST-EVENT ACTIVITIES DAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGOVERVIEW8-11