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

• With regard to regional/multi-venueevents consisting of individual nonrelatedvenue events occurring at or nearthe same time, stakeholders may conductpost-event activities specific to individualevents.• Practitioners should reference the posteventactivities guidelines and considerationscontained in Chapters 11 through13, as appropriate, for individual venueevents comprising the regional/multivenueevent.• Post-event debriefings represent a commonand recommended stakeholder activityfor all regional/multi-venue events.o On a regional level, such meetingsmay coincide with a regular trafficincident management team meeting.o The meeting agenda should includediscussion topics on the planningprocess, interagency communication,and coordination of travel managementactivities among individualvenue events on the day-of-event.o A key aspect of a post-event debriefingfor regional/multi-venue eventsinvolves preparing detailed meetingminutes that include the identificationof key successes and lessonslearned.o Considering the potential significanttime between regional/multi-venueevents, stakeholders must chronicledebriefing meetings so that thosestakeholders charged with managingtravel for future events can tap thewisdom of past participants.• The occurrence of a major, single-themeregional/multi-venue event warrants participantevaluations and the developmentof a post-event report. Given the infrequentoccurrence of this event type,post-event activity results represent akey resource in planning for the nextevent occurrence either in the host regionor another locale (e.g., for rovingregional/multi-venue events).PROGRAM PLANNINGProgram planning activities involve the developmentof policies, programs, and initiativesthat facilitate improved planning andmanagement of travel for future plannedspecial events.Program planning for regional/multi-venueevents include activities, as summarized inTable 14-6, aimed at facilitating interagencycoordination both during the event operationsplanning phase and on the day-of-eventwhen concurrent venue events take place.Practitioners should reference programplanning activities contained in Chapters 11through 13, as appropriate, for individualvenue events comprising the regional/multivenueevent. These handbook chapters alsodescribe and recommend various considerationsconcerning policies, regulations, andinfrastructure deployment potentially applicableto recurring, single-theme regional/multi-venueevents.Some distinguishing considerations of thisevent category during the program planningphase include:• A regional transportation committee onplanned special events considers theplanning and resource requirements ofregional/multi-venue events in connectionwith managing all planned specialevents in a region. A primary committeefocus concerns facilitating interagencycoordination and collaboration. For instance,the committee may form a taskforce if stakeholders expect that multiple14EVENT PROFILE POST-EVENT ACTIVITIES DAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGOVERVIEW14-9