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

EVENT OPERATIONSPLANNINGSince street use events take place on theroadway system and different event typeshave contrasting characteristics (e.g., paradesversus road races), the event planningteam should develop: (1) a feasibility study,(2) a traffic management plan, and (3) traveldemand management initiatives (as necessary)in the event operations planning phase.The stakeholder composition of an eventplanning team varies by event, as most paradesrepresent community events whileroad races and motorcycle rallies may involvecommercial dealings. In regard to acommunity-sponsored special event, transportationand/or law enforcement agenciesusually bear the responsibility of developingall of the necessary event planning phaseproducts. These stakeholders guide theplanning process for commercial street useevents as well. Jurisdictions may mandatethat private event organizers use a standardroute and adhere to numerous guidelines andregulations (e.g., see the street use eventchecklist contained in Appendix A) developedby public agencies, in the programplanning phase, as part of a greater permitprogram for all planned special events.Recurring street use events, such as an annualholiday parade, allow stakeholders toreference a past feasibility study and trafficmanagement plan, coupled with operationssuccesses and lessons learned, when conductingadvance planning activities for a futureevent. However, due to the significanttime between recurring street use 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 13-2 presents 31 steps in the eventoperations planning process for all plannedspecial events. The flowchart covers developmentand integration of the phase’saforementioned three products. Table 13-3complements the flowchart by providingstep-by-step guidance on issues and recommendedanalyses for a street use event. Thetable also presents reference informationcontained in this handbook that is specific tostreet use events. While all of the majorhandbook topics under event operationsplanning apply to a street use event, Table13-3 indicates planning considerations andagency example applications (e.g., via narrativesor photos) within the context of thisevent category. In turn, practitioners canuse example applications presented for astreet use event to manage travel for othercategories of planned special events.The flowchart in Figure 13-2 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 street useevents.• The event planning team should plan anevent route, spectator traffic flow routes,and background traffic accommodationstrategies early in the event operationsplanning phase, referencing guidelinesand tactics for developing a traffic flowplan (Steps 11 through 16).• Links between process steps are twowayas stakeholders evaluate alternativestrategies and/or integrate traffic managementplan components.13EVENT PROFILE POST-EVENT ACTIVITIES DAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGOVERVIEW13-3