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

Table 12-4Checklist of Implementation and Day-of-Event Activities for Continuous EventsHANDBOOKAPPLIESACTIONPAGE8-2 • Develop an implementation plan.8-6 • Conduct a stakeholder simulation exercise(s).8-8 • Test equipment resources slated for use on the day-of-event.8-9 • Recruit and train volunteers to fulfill personnel resource needs.9-2 • Implement a traffic management team management process.9-4 • Designate a multi-agency command post.9-6 • Conduct a traffic management plan evaluation(s) during the day-of-event.9-6• Establish protocol for traffic management team officials to consider and implementchanges to the traffic management plan to accommodate real-timetraffic conditions.9-8 • Establish interagency communication protocol.9-9 • Review communication equipment compatibility.9-10 • Use the media to communicate with event patrons and other transportationusers.9-12 • Perform traffic monitoring on the day-of-event.sections providing detailed guidance, includingrecommended strategies, protocol, andresource applications, required by users toplan and execute these activities.Some distinguishing considerations of thisevent category during the day-of-event activitiesphase include:• The scope and duration of continuousevents, especially those that occur overmultiple days, demand a significant levelof personnel resources. Supplementingtraffic management team personnel withtemporary staff and volunteers may representa necessary action to meet dailystaffing requirements. However, manyvolunteers have no past experience intasks associated with traffic and pedestriancontrol and parking operations. Asa result, volunteer training becomesparamount to the success of day-of-eventoperations. Chapter 8 contains checklistsand relevant considerations for assessingpersonnel resource needs and usingvolunteers on the day-of-event. Thechapter also specifies volunteer trainingactivities and summarizes basic functionsrequired of all volunteers.• The traffic management team likely includesstakeholder representatives involvedin managing travel for a particularcontinuous event type for the firsttime. To ensure successful traffic managementplan deployment, the trafficmanagement team must adopt a formalmanagement process and establish an interagencycommunication structure andprotocol to support day-of-event operations.• Other essential team management considerationsinvolve (1) the designation ofan Incident Commander for the plannedspecial event and (2) the set up of a temporary,multi-agency command post ator near the event venue.12EVENT PROFILE POST-EVENT ACTIVITIES DAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGOVERVIEW12-7