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

EVENT OPERATIONSPLANNINGBecause of the contrasting characteristics ofdifferent continuous events and the respectivevenues hosting these events, the eventplanning team should develop (1) a feasibilitystudy, (2) a traffic management plan, and(3) travel demand management initiatives(as necessary) in the event operations planningphase. The stakeholder composition ofan event planning team varies by event, assome continuous events represent communityor not-for-profit events while others involvecommercial dealings. Recurring continuousevents, such as an annual fair or airshow, permit stakeholders to reference apast feasibility study and traffic managementplan, coupled with operations successesand lessons learned, when conductingadvance planning activities for a futureevent. However, due to the significant timebetween recurring continuous events, theevent planning team must anticipate (1)changes in the operations characteristics of afuture event, (2) modifications to the transportationsystem serving the event, and (3)changes in the community (e.g., land use,socioeconomic, regulations, etc.).Figure 12-2 presents 31 steps in the eventoperations planning process for all plannedspecial events. The flowchart covers developmentand integration of the phase’saforementioned three products. Table 12-3complements the flowchart by providingstep-by-step guidance on issues and recommendedanalyses for a continuous event.The table also presents reference informationcontained in this handbook that is specificto continuous events. While all of themajor handbook topics under event operationsplanning apply to a continuous event,Table 12-3 indicates data, planning considerations,and agency example applications(e.g., via narratives or photos) within thecontext of this event category. In turn, practitionerscan use example applications presentedfor a continuous event to managetravel for other categories of planned specialevents.The flowchart in Figure 12-2 represents asuggested order of event operations planningactivities. However, as noted below, theevent planning team can modify activities tocreate a dynamic and more effective planningprocess tailored to the scope of a specificplanned special event:• A jurisdiction planned special eventpermit process and requirements willscope, schedule, and direct event operationsplanning activities for continuousevents.• Links between process steps are twowayas stakeholders evaluate alternativestrategies and/or integrate traffic managementplan components.• The event planning team can developdifferent traffic management plan componentsconcurrently.The event operations planning process referencesinformation and concepts contained inthe advance planning section of this handbook,and it directs the user to recommendedguidelines, procedures, strategies, and resourceapplications for managing travel for aspecific planned special event. When followingthe process, practitioners should review:• Advance planning and travel managementprocess and considerations providedin Chapter 11, as appropriate, forcontinuous events that occur at a permanentvenue (e.g., stadium, arena, amphitheater,and convention center).12EVENT PROFILE POST-EVENT ACTIVITIES DAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGOVERVIEW12-3