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

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developing and implementing solutions toacute and system-wide impacts on travelduring a special event.Subsequent chapters of this handbook provideexpanded and in-depth coverage of allpotential tasks and stakeholder activitiesconducted within individual planned specialevent management phases. Chapters 4through 10, which represent the core chaptersof this handbook, contain detailed informationon advance planning, day-ofeventoperation, and post-event evaluationactivities that stakeholders perform and/orconsider in mitigating special event impactson transportation system operations. Chapters11 through 15 describe an advanceplanning and travel management processand considerations specific to a particularcategory of planned special event.A background section describes how transportationoperations vary during a plannedspecial event and identifies advance planningactivities employed to successfullymanage travel for a special event. This sectionidentifies specific stakeholders, coupledwith their typical duties and responsibilities,that may actively participate under differentphases of special event management. It alsoincludes a discussion on the distinct, chronologicalphases of managing travel forplanned special events, including the commonproducts generated in each phase andassociated benefits of carrying out eachphase.A section on categories of planned specialevents identifies special characteristics specificto each event category that impactstransportation system operations.This chapter concludes by summarizingplanning approaches, operational strategies,and technology applications for managingtransportation system operations duringphases of managing travel for planned specialevents. These sections collectively presentall the steps necessary to manage travelfor a particular planned special event in additionto future events in a region.BACKGROUNDIn the past, the media has reported horrendoustraffic congestion that has occurred atseveral major planned special events. In oneinstance, golfers participating in a majorprofessional golf tournament were caught inmajor traffic jams along with event patronsand other motorists. Facing a 2-stroke penaltyor disqualification if they arrived at thefirst tee past their assigned tee time, severalplayers pulled their cars to the side of theroad, carried their golf bags, and walked tothe course. These situations emphasize theneed for this handbook, which presents policies,guidelines, procedures, strategies, andresource applications that assure the successfulmanagement of travel for plannedspecial events.What is Managing Travel forPlanned Special Events?A planned special event creates an increasein travel demand and may require road closuresto stage the event. Planned specialevents generate trips, thus impacting overalltransportation system operations. This includesfreeway operations, arterial and otherstreet operations, transit operations, and pedestrianflow. Unlike roadway constructionactivities or traffic incidents that constraintravel within a single corridor, planned specialevents affect travel in all corridors servingthe event venue.Managing travel for planned special eventsinvolves developing a transportation managementplan that contains operations and3-2
service strategies specific to managing traffic,transit, and travel demand. As shown inFigure 3-2, a transportation managementplan consists of three components:• Traffic management plan• Transit plan• Travel demand management initiativesTraffic Operations Agency /Law EnforcementTraffic operations agencies, transit agencies,law enforcement agencies, and event organizersrepresent key stakeholders in the transportationmanagement plan developmentprocess because of the responsibility theybear in developing, approving, and implementingthe plan. To ensure that the planaddresses the requirements of all those impacted,the event planning team should becomprised of a wide range of stakeholders:• Event operations stakeholders focus onmitigating the safety, mobility, and reliabilityimpacts on transportation operations.• Community interest stakeholders seek tominimize impacts on community qualityof life and maximize potential social andeconomic benefits.• Event support stakeholders serve to supportand execute the transportation managementplan by following proposed initiativesor providing necessary resourcesfor plan deployment.Travel DemandManagementTransit AgencyTransit Plan3OVERVIEWDAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGCommunityInterestStakeholdersEventOperationsStakeholdersEvent OrganizerEventSupportStakeholders• High Occupancy Vehicle Incentives• Event Patron Incentives• Bicyclist Accommodation• Local Travel Demand ManagementTrafficManagement Plan• Public Transit ServiceExpansion•Express Bus Service•Charter ServicePOST-EVENT ACTIVITIESImplementationPlan• Site Access and Parking• Pedestrian Access• Traffic Flow• Traffic Control• En-Route Traveler Information• Traffic Surveillance• Traffic Incident Management and SafetyFigure 3-2Transportation Management Plan Components and Event Planning Team InvolvementEVENT PROFILE3-3
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MANAGING TRAVEL FORPLANNED SPECIAL
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Technical Report Documentation Page
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TABLE OF CONTENTSINTRODUCTION......
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Available Resources ...............
Page 10 and 11: Stakeholder Roles and Coordination
Page 12 and 13: APPENDIX L - PUBLIC AGENCY AND EVEN
Page 14 and 15: Table 3-30 Crash Prevention Tactics
Page 16 and 17: Table 8-4 Day-of-Event Personnel Re
Page 18 and 19: LIST OF FIGURESFigure i-1 Planned S
Page 20 and 21: Figure 6-58 Portable Lighting .....
Page 22 and 23: BACKGROUNDPlanned special events po
Page 24 and 25: includes forming multidisciplinary
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Page 28 and 29: congestion is considered either rec
Page 30 and 31: GOALS OF MANAGINGTRAVEL FOR PLANNED
Page 32 and 33: Public agencies can enhance the ima
Page 34 and 35: • 73 percent of surveyed metropol
Page 36 and 37: Table 1-8Planned Special Event Mana
Page 38 and 39: SPECIAL EVENTMANAGEMENTPHASEProgram
Page 40 and 41: Board, Washington, D.C., January12
Page 42 and 43: characteristics and how these chara
Page 44 and 45: a spur-of-the-moment decision to at
Page 46 and 47: Discrete/Recurring Event at a Perma
Page 48 and 49: Arrowhead PondRed Wings vs. Mighty
Page 50 and 51: TRAVELDEMANDROAD/SITECAPACITYAVAILA
Page 52 and 53: transportation impact criteria: (1)
Page 54 and 55: Figure 2-6Wisconsin TIME program Sp
Page 56 and 57: INTEGRATIONOversightTeamEvent Plann
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Page 62 and 63: Stakeholder Roles andCoordinationTh
Page 64 and 65: A local or county department of pub
Page 66 and 67: management strategies. For example,
Page 68 and 69: modate planned special events. This
Page 70 and 71: events. In turn, post-event activit
Page 72 and 73: at the beginning of the event opera
Page 74 and 75: • Notice of event for affected pr
Page 76 and 77: • Links between process steps are
Page 78 and 79: the event operations planning phase
Page 80 and 81: Table 3-14 summarizes four types of
Page 82 and 83: Unlike other traffic generators suc
Page 84 and 85: Identify On-SiteParking Area(s)Park
Page 86 and 87: Table 3-18Tools for Mitigating Plan
Page 88 and 89: pick-up/drop-off area, during ingre
Page 90 and 91: ELEMENTEvent patronparking areasTab
Page 92 and 93: (2) provide a defined passenger wai
Page 94 and 95: Table 3-25Tactics for Accommodating
Page 96 and 97: and/or downstream lane closures tha
Page 98 and 99: The key to maximizing capacity invo
Page 100 and 101: or variable message signs. CMSs are
Page 102 and 103: tion reports from various remote lo
Page 104 and 105: Transit ServiceModifications to exi
Page 106 and 107: ELEMENTCommand postoperationOperati
Page 108 and 109: fail. Both the tabletop and full-sc
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tion to performance evaluation data
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Table 3-39Communications Structure
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of a detailed evaluation report. Qu
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Sample questions for possible inclu
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THIS PAGE LEFT BLANK3-60
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tions or a single municipality, res
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events and annual fairs, or major e
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sidered the resources. These resour
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• Identification of funding sourc
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PHASEProgramPlanningEventOperations
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permit when the event organizer mee
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Table 4-4Planned Special Event Perm
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LOCATIONAnaheim, CAMenlo Park,CAMin
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egion. Appendix A contains Washingt
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Table 4-8 (cont’d.)Planned Specia
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Table 4-9 (cont’d.)Planned Specia
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Table 4-12Planned Special Event Per
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Table 4-15Planned Special Event Tec
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ITEM FUNCTIONS DEPLOYMENT APPLICATI
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clude: (1) remote modification of t
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agement. Not all of these are a sin
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9. Descriptions of tiers from mater
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CHAPTER FIVEEVENT OPERATIONS PLANNI
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work and schedule. The framework in
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Interagency CoordinationIn establis
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Fan CelebrationAnother severe impac
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process when forecasted traffic dem
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new and different stadium user with
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• The City also makes available g
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Table 5-8 summarizes four types of
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STEP SIXMITIGATION OF IMPACTSTraffi
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Table 5-11Feasibility Study Data Re
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Table 5-12Example Modal Split for D
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Table 5-14Example Planned Special E
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not offer advance ticket sales typi
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Parking Demand AnalysisA parking de
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Figure 5-11Designated Event Off-Sit
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• The first approach pertains to
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detail impact mitigation strategies
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5OVERVIEWFigure 5-16Site and Pedest
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Table 5-19External Factors Consider
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CHAPTER SIXTRAFFIC MANAGEMENT PLAN6
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• Express service (e.g., new rout
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6DAY-OF-EVENT ACTIVITIES ADVANCE PL
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VENUEPickup /Drop-offWalkSITE AREAR
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special events. This checklist incl
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alternatives may exist, each will n
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Lot AssignmentThe objectives of lot
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parking garage. The lack of such pe
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Table 6-7Key Findings from Saint Pa
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tern of ingress and egress to achie
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Any planned special event parking a
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• Park vehicles at the same rate
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lot(s) conflicts with heavy adjacen
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Figure 6-16Annotated Aerial Map of
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trols for pedestrian protection and
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Use of a temporary pedestrian bridg
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ordinate with the event planning te
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ManagementFigure 6-28On-Site Shuttl
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the impact to neighborhoods surroun
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• On the day-of-event, the manage
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An alternate route plan represents
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Figure 6-33Background Traffic Diver
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Arterial-to-Arterial DiversionArter
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modation tactic that the traffic ma
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Transportation system management ty
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prove interchange capacity and oper
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6OVERVIEWFigure 6-39Temporary Elimi
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efore they enter an alternative lan
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Table 6-36Portable Traffic Manageme
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Advance traffic signal operations p
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EN-ROUTE TRAVELERINFORMATION PLANOv
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or venue access route. These are te
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forces affect the signal, such as w
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now be accessed en-route via cellul
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Subscription ServicesA number of pr
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• Wireless communications (It sho
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unlit freeway interchanges or arter
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Traffic Incident Quick ClearanceIni
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16. Dudek, C.L., Guidelines forChan
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CHAPTER SEVENTRAVEL DEMAND MANAGEME
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Demand Management StrategiesSuccess
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Figure 7-2High Occupancy Vehicle In
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fore. The website suggested that ev
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during the games. The predominant c
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• Patronage Potential - The speci
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may exceed an hour. Patrons who use
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• Recommended event ingress and e
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planned special event impacts opera
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planned special event and related t
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Appendix M contains an example of a
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CHAPTER EIGHTIMPLEMENTATION ACTIVIT
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The implementation plan communicate
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ELEMENTLocationspecifictrafficand p
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ers be used to: (1) watch what happ
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Communication from the TMC to vario
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Volunteer RecruitmentPrior to initi
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CHAPTER NINEDAY-OF-EVENT ACTIVITIES
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stakeholders comprising the traffic
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operations planning phase, the ICS
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Table 9-3Traffic Management PlanEva
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formation to a dispatcher who, in t
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seek out other sources. The media m
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Traffic Management SupportIn a traf
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Table 9-13Performance Evaluation Me
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CHAPTER TENPOST-EVENT ACTIVITIES10O
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Table 10-1Key Post-Event Activities
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ing events, slight changes in circu
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inaccurate, it will become clear th
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ics of interest to all participants
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spectives are noted during the debr
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CHAPTER ELEVENDISCRETE/RECURRING EV
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peak pedestrian and traffic departu
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STEPNO. PAGE1 5-202 7-93 5-214 5-22
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sive express bus service between ar
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POST-EVENTACTIVITIESSince a discret
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market an express bus service for a
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CHAPTER TWELVECONTINUOUS EVENT12OVE
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EVENT OPERATIONSPLANNINGBecause of
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NO.STEPPAGE1 5-202 7-93 5-214 5-225
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Table 12-4Checklist of Implementati
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Some distinguishing considerations
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CHAPTER THIRTEENSTREET USE EVENT13O
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EVENT OPERATIONSPLANNINGSince stree
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STEPNO. PAGE1 5-202 7-93 5-214 5-22
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may not regularly take place in the
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HANDBOOKPAGETable 13-5Checklist of
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• A planned special event permit
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CHAPTER FOURTEENREGIONAL/MULTI-VENU
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several vantage points (e.g., parks
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Table 14-3Event Operations Planning
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Table 14-4 presents a checklist ofi
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• With regard to regional/multi-v
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CHAPTER FIFTEENRURAL EVENT15OVERVIE
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ies by event, as some rural events
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STEPNO. PAGETable 15-3Event Operati
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Table 15-4Checklist of Implementati
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Some distinguishing considerations
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should focus on equipment and techn
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APPENDIX ASAMPLE SPECIAL EVENT PERM
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VIRGINIA BEACH, VA: PERMIT APPLICAT
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A-5
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EVANSTON, IL: SPECIAL EVENT HOLD HA
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MONTGOMERY COUNTY, MD: SPECIAL EVEN
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A-11
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APPENDIX BEVENT-ORIENTED RISK SCENA
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APPENDIX CINTERAGENCY AGREEMENTS FO
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APPENDIX D2003 FAIR SAINT LOUIS EVE
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APPENDIX FPARKING AND PEDESTRIAN AC
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APPENDIX GWISCONSIN DOT ORGANIZATIO
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G-3
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BRISTOL (TN) MOTOR SPEEDWAYSource:
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PALACE OF AUBURN HILLS (MI)PARKING
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TALLADEGA (AL) SUPERSPEEDWAYNote:
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NASCAR DAYTONA 500Source: www.dayto
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MICHIGAN INTERNATIONAL SPEEDWAYSour
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MARTINSVILLE (VA) SPEEDWAYSource: w
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APPENDIX KEXAMPLE TRAFFIC CONTROL P
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FREEWAY SIGNING PLANNASCAR BRICKYAR
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EQUIPMENT LOCATION PLANSYDNEY, AUST
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Source: www.ci.daytona-beach.fl.us/
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SEATTLE CENTERSEATTLE, WASource: ww
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RICHMOND INTERNATIONAL RACEWAYRICHM
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PNC PARKPITTSBURGH, PASource: pirat
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M-2
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FORD FIELDDETROIT, MIM-4
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APPENDIX NSAMPLE IMPLEMENTATION PLA
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N-3
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N-5
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