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

• Event time and duration defineswhether the event features a specificmain event start time, likely to condenseevent patron arrival, or operates continuouslythroughout the day where patronsmay freely come and go.• Event location defines the characteristicsof the venue(s) location and connectionto the existing transportation infrastructure.o Typically, fixed venues, such as stadiumsor arenas, feature highcapacityparking areas adjacent tothe venue and good access to/fromadjacent freeways and principal arterialstreets.o Temporary venues may lack thesefeatures, thus requiring the developmentof a detailed site access andparking plan.• Area type defines the scope of availabletransportation services, the characteristicsof background traffic traversing thearea, and the various stakeholders thatmay become involved in event planningand management. These characteristicsinfluence the event operations planningprocess and day-of-event travel management,yet significantly vary acrossrural, urban, and metropolitan areas.• Event market area defines the areafrom where event patrons originate andthe scope of event exposure.o For example, the Summerfest musicfestival in downtown Milwaukeedrew over one million in attendanceover eleven days in 2002. Demographicsurveys indicated 56 percentof Summerfest patrons lived in thefour counties comprising the greatermetropolitan Milwaukee area, 22percent of patrons lived in other areasof Wisconsin, and 22 percent ofpatrons lived outside Wisconsin. (1)The event clearly had a regional/statewidemarket area.o Political conventions or major industryexhibitions feature a nationalscope where the majority of attendeesdo not reside in the host city.• Expected attendance defines the maximum,estimated number of event patrons.o Attendance estimates may includethe anticipated number of VIPs, advanceticket holders, patrons with anassigned parking pass, and patronsrequiring special assistance.o With regard to sporting events, keycomponents in estimating attendanceinvolve home team performance andvisiting team attraction.o Games involving high-profile visitingteams or performers may sell-outfar in advance of the event, allowingstakeholders sufficient notice to takeappropriate measures.o Attendance impacts traffic operationsin the immediate vicinity of theevent venue depending on the accessand parking capacity furnished at thevenue.• Audience accommodation defines thepotential to predict the number and originsof event-generated trips in additionto the type of trip patrons may make tothe venue.o Attendance at free events is hard topredict and may vary considerablybased on weather conditions andother factors on the day-of-event.o Events featuring advance ticket salesand reserved seating may decreasethe number of event patrons making2EVENT PROFILE POST-EVENT ACTIVITIES DAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGOVERVIEW2-3