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

Some distinguishing considerations of thisevent category during the post-event activitiesphase include:• In regard to participant evaluation, continuousevent patron travel surveys yieldimportant information and statistics thatcan assist practitioners in (1) improvingthe accuracy of future continuous eventtravel forecasts and (2) developing traveldemand management incentives (e.g.,public transit incentives and express/charterbus services) for similarevents.• Periodic public surveys warrant considerationfor special events under thiscategory as event performance evaluationdata fails to assess all communityimpacts. Survey results alert specialevent stakeholders of impacts to affectedresidents and businesses, in addition tonon-attendee transportation system users,that may continue to occur with eachsuccessive special event at a particularvenue location. As a result, stakeholderscan develop and implement appropriatestrategies (e.g., enforcement, etc.) tomitigate the identified impact(s) for futureplanned special events.• Post-event debriefings represent a commonand recommended stakeholder activityfor continuous events.o On a regional level, such meetingsmay coincide with a regular trafficincident management team meeting.o A key aspect of a post-event debriefingfor continuous events involvespreparing detailed meeting minutesthat include the identification of keysuccesses and lessons learned.o Considering the potential significanttime between similar event types,stakeholders must chronicle participantsurvey results and debriefingmeetings so that those stakeholderscharged with managing travel for futurecontinuous events can tap thewisdom of past participants.• The occurrence of a major, recurringcontinuous event warrants developmentof a post-event report. In turn, the reportcan serve as a working document to assistin advance planning for the next(year’s) event.• A post-event report for a recurring continuousevent should include an operationalcost analysis to assist stakeholdersin identifying potential cost-saving resourcedeployment strategies for the nextevent occurrence.PROGRAM PLANNINGProgram planning activities involve the developmentof policies, programs, and initiativesthat facilitate improved planning andmanagement of travel for future plannedspecial events.Program planning for continuous events includeactivities, as summarized in Table 12-6, on both a regional and local level.Some distinguishing considerations of thisevent category during the program planningphase include:• A regional transportation committee onplanned special events considers theplanning and resource requirements ofcontinuous events in connection withmanaging all planned special events in aregion. A primary committee focus concernsfacilitating interagency coordinationand collaboration. For instance, atask force may exist for a specific largescale,recurring continuous event thatworks throughout the year to integratepast event successes and lessons learnedinto future event planning.12EVENT PROFILE POST-EVENT ACTIVITIES DAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGOVERVIEW12-9