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

Table 14-4 presents a checklist ofimplementation and day-of-event activitiesfor stakeholders to consider regarding anyregional/multi-venue event. The event planningteam must determine, based on variousevent operations characteristics (e.g., eventtype, event location, event time of occurrence,attendance, market area, etc.) andother external factors, what unique set ofactivities apply in handling all venue eventscomprising a regional/multi-venue specialevent. In turn, stakeholders should reviewthe special considerations and recommendedactivities presented in Chapters 11 through13 for pertinent individual special events.The table facilitates fast access to handbooksections 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 of regional/multi-venueevents demand a significant level of personnelresources. Supplementing trafficmanagement team personnel with temporarystaff and volunteers may representa necessary action to meet staffingrequirements for all concurrent specialevents. Many volunteers have no pastexperience in tasks associated with trafficand pedestrian control and parkingoperations. As a result, volunteer trainingbecomes paramount to the success ofday-of-event operations. Chapter 8 containschecklists and relevant considerationsfor assessing personnel resourceneeds and using volunteers on the dayof-event.The chapter also specifies volunteertraining activities and summarizesbasic functions required of all volunteers.Table 14-4Checklist of Implementation and Day-of-Event Activities for Regional/Multi-Venue 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 andimplement changes to the traffic management plan to accommodate realtimetraffic 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.14EVENT PROFILE POST-EVENT ACTIVITIES DAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGOVERVIEW14-7