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

to monitor what can be a very fluid situationto see how the plan is working and then determinewhat needs to be adjusted based onreal-time traffic conditions.Always expect the unexpected and be readyto handle that unplanned situation. Assessthe adequacy of the established communicationsstructure and determine if it is possibleto deploy what is needed in a timely manner.While there is no way to be certain until ithappens, this chapter provides tools that willhelp practitioners deal with and manage allthat might happen on the day-of-event.Table 9-1 lists the key day-of-event activities.Table 9-1Day-of-Event ActivitiesACTION• Implement a management process for the trafficmanagement team.• Designate a multi-agency command post.• Conduct a traffic management plan evaluation(s)during the day-of-event.• Establish protocol for traffic management teamofficials to consider and implement changes tothe traffic management plan to accommodatereal-time traffic conditions.• Establish interagency communication protocol.• Review communication equipment compatibility.• Use the media to communicate with event patronsand other transportation users.• Perform traffic monitoring on the day-of-event.TRAFFICMANAGEMENT TEAMStakeholder Roles andCoordinationThe traffic management team includes notonly many of those stakeholders that havebeen involved during the event operationsplanning phase, but all those who may beinvolved for the first time on the day of theevent. This includes other event supportstakeholders, other stakeholder representatives,and volunteer personnel. Table 9-2lists typical stakeholders involved in day-ofeventactivities.Table 9-2Traffic Management Team StakeholdersSTAKEHOLDER• Traffic operations agency• Transit agency• Law enforcement• Public safety• Event organizer• Transportation consultants• Traffic control contractors• Emergency management agencyA planned special event represents a sourceof non-recurring congestion where, similarto a traffic incident, stakeholders must adopta formal management process to ensure successfultraffic management plan deploymentand minimal impact to transportation systemusers. The Incident Command System canbe used to handle traffic management duringplanned special events. The ICS organizesand coordinates multi-agency response to anincident by establishing responsibilities andlines of authority. An Incident Commanderhas overall responsibility for managing theplanned special event. Depending upon thesize of the event a number of individualswill report to the Incident Commander. Akey to the ICS is that the reporting relationshipsbe kept to a manageable size. If thenumber of people reporting to a single individualgrows too large, another layer ofcommand should be added.Unified Command represents an ICS managementprocess that functions to coordinateinter-jurisdictional and multi-disciplinary9-2