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

PRODUCTInstitutionalframeworksTable 14-6Program Planning Activities for Regional/Multi-Venue EventsTOPIC• Creation of a regional transportation committee on planned special events (e.g.,oversight team).PAGENO.2-154-25-3• Development of a formal planned special event permit program. 4-10• Creation of a transportation operations task force for a regional/multi-venue event. 5-3• Development of a joint operations policy. 5-15• Development of a mutual-aid agreement to facilitate resource sharing. 5-15venue events will impact the same trafficflow routes and/or parking areas over thesame time frame, thus requiring planningand operation as a regional/multi-venueevent.• Two or more stakeholders, representingmultiple jurisdictions and/or disciplines,may establish a joint operations policy toensure a cooperative effort in managingtravel for all planned special events in aregion.• Stakeholders may develop a mutual-aidagreement to facilitate resource sharingand/or reimbursement for services in orderto handle future planned specialevents, particularly events under thiscategory.• A planned special event permit programproves particularly effective for regional/multi-venueevents that, becauseof such characteristics as event attendance,event times of occurrence, andevent locations may (1) conflict withmunicipal or state guidelines and regulationsand (2) impact transportation operationsand the community. For instance,permit regulations may restrictthe approval of a particular planned specialevent if it conflicts with anotherplanned special event. A section on programplanning for local planned specialevents in Chapter 4 provides completeand in-depth coverage on developing apermit program applicable to regional/multi-venueevents and otherplanned special event categories, notablycontinuous events and street use events.• Funding represents a key public agencyconsideration for regional/multi-venueevents in the program planning phase.o Commercial events may involveevent organizers and participantsfrom outside the community hostingthe event.o Prior to initiating event operationsplanning activities for a specific regional/multi-venueevent, stakeholdersshould establish a fundingmechanism for recovering costs incurredin providing services duringthe event operations planning phaseand resources on the day-of-event.o Funding often represents a requirementof a comprehensive plannedspecial event permit program.14-10