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

communication is practical, a hardwire connectionmay be needed. In some TMCs andcommand centers, phone jacks are installedto allow dedicated phones to be deployed forevents.A trunked radio system provides what isneeded for interagency communication duringa planned special event. Other agencies,which also operate on a trunked system, maybe able to modify their units to operate on acommon frequency. A trunked system alsoallows a dedicated channel to be set asidefor the event. Those agencies without theproper equipment can be loaned radios,which allow them to operate on the commonchannel.Interacting with the MediaThe media is an important part of theplanned special event. If the event involvesa lot of people, it also is a news story and themedia will want to cover it like any otherstory. The media can also be an importantpart of traffic management plan implementation.Table 9-7 indicates how the media canbe used to communicate with event patronsand other transportation system users.Table 9-7Use of MediaBEFORE EVENT• Identify preferred routes.• Identify approved parking areas.• Identify transit alternatives.• Identify locations where event patrons canobtain travel information on the day-of-event.DURING EVENT• Warn people ahead of time about the routesthey should take.• Advise of available options.• Alert drivers about problems, delays, andblockages.• Suggest actions travelers should take.Communication with the media should startbefore the event. If there is pre-event advicethat stakeholders wish to disseminate, thenthe media can be a conduit to the public.During the event, the media can be used toprovide real-time updates about transportationsystem delays and blockages. Again,advice on how to avoid the delays can beprovided.Most agencies already have some forms ofcommunication in place with the media.However, these may not be the best way tocommunicate during the planned specialevent. For example, many agencies workwith traffic reporting services during periodsof recurring congestion. The planned specialevent may be taking place on a weekendor holiday when the traffic reporting serviceis not in service. Alternate means to getreal-time information to broadcasters maybe needed.The media may also find that the usualmeans they use to get traffic information areunavailable during the planned specialevent. Due to security concerns, airspacenear the site may be off limits. This makesthe media more dependent upon the agenciesto provide them with updates.Unless a proactive decision is made otherwise,most agencies would not want the mediato call the command post for updates.Calls to and from the TMC may be the bestway to get information to the media. Whereverthe media are directed to call, it is importantthat the person handling those callshas the most up-to-date, accurate informationavailable. For the media to trust thissource, they must believe that this is the bestplace to get information. Since most mediawant to verify information on their own,agencies should be prepared for the media to9-10