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

Table 9-3Traffic Management PlanEvaluation ActivitiesACTION• Establish briefing schedule and location (e.g.,command post).• Identify ranking representative of each stakeholderagency participating in briefings.• Conduct day-of-event briefing.o Situation statuso Objectives and prioritieso Current organizationo Personnel and equipment resource assignmentso Communicationso Concerns and related issueso Recommended changes• Achieve consensus on recommended changes.• A more significant change, such as theroute of buses to the venue site, involvesa greater number of agencies and individuals.These changes need to be discussedbefore being implemented tomake certain everyone affected is awareof the change so that any concerns withthe proposed change are addressed andovercome.• If the suggested change is urgent, aquick discussion among the agencies involvedmay suffice.• If it is not urgent, the modification canbe discussed during a regularly scheduledmeeting of the stakeholder representatives.How and if these meetings are scheduledcan vary depending upon the dynamics ofthe planned special event:• If the event is small in scale and only afew agencies are involved, there may beno need for scheduled meetings. Revisionscan be easily discussed among participantsat the command post.• On the other hand, large events involvingmany stakeholders would requiremeetings to discuss: (1) what has takenplace, (2) what lies ahead, and (3) whatchanges are recommended.If scheduled meetings are planned, the nextquestion is when to hold these meetings:• If the event stretches over several dayswith a clear end time each day, it is logicalto conduct a meeting at the end ofeach day’s activities. At this point, theparticipants will not be distracted bymanaging the event, and they will havethe benefit of their experience that day todecide what should be revised.• If the event is longer, perhaps even runningaround-the-clock, regular meetingscan be scheduled during expected lulls inactivity. These meetings may be specificallyscheduled in anticipation of keyactivities, such as the egress of event patrons.• For events where a shift change isneeded in the command center, a meetingof the crew, or crew supervisor, goingoff-duty may be helpful so they canrecommend changes to those relievingthem.Many of the same procedures used duringthe creation of the plan can be used to makerevisions during the event. Those involveddiscuss the changes, call for input fromthose directly affected, and agree on whatwill be done. It is important that anychanges be communicated to all involved.Major problems can develop if one group isoperating under old assumptions. In manycases, having a computer and printer availablewill make updates easier to share. Ifthe plan is in a notebook or manual form, therevised section can just take the place of theold section. Participants should note on therevised plan that it represents an update andwhen that revision was made. This makes it9EVENT PROFILE POST-EVENT ACTIVITIES DAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGOVERVIEW9-7