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

Stakeholder Roles andCoordinationThe advance planning and management oftravel for planned special events requires theconsistent involvement and coordination ofstakeholders throughout all phases of theevent. Table 3-1 indicates the responsibilitiesof the three stakeholder groups.• An oversight team involves mid-toupperlevel representatives of transportationagencies and law enforcement. Additionalstakeholders include elected officials,regional organizations, and othergovernment agencies.• The event planning team consists ofmid-level representatives of transportationagencies and law enforcement aswell as the event organizer, media, publicsafety agencies, private industry, andthe public.• A traffic management team includes operationsmanagers and field personnelrepresenting transportation agencies, lawenforcement, the event organizer, media,and private industry.Major annual event or venue task forces existin some jurisdictions that serve the role ofboth an oversight team and event planningteam. The task force may meet year-roundto mitigate lessons learned from past events,then expand to include additional event operationsstakeholders as the next event nears.Figure 3-3 presents common stakeholders,representing various disciplines and jurisdictions,that play an active role in managingtravel for planned special events on a localand/or regional level.The following subsections describe the potentialroles and responsibilities of eachidentified stakeholder in addition to his orher coordination with other planned specialevents stakeholders.STAKEHOLDERGROUPOversightTeamEvent PlanningTeamTrafficManagementTeamTable 3-1Responsibilities of Stakeholder GroupsFUNCTION• Manage all planned special events in a region.• Establish policies, regulations, procedures, and task forces for future application to aspecific planned special event.• Identify infrastructure improvements and evaluate potential new technologyapplications.• Interact with an event planning team, consulting on feasibility study results andevaluating conceptual transportation management plan components.• Conduct event operations planning activities for a specific planned special event.• Perform traffic management plan implementation tasks.• Manage travel on the day-of-event.• Interact with the event planning team during implementation activities.• Debrief the oversight team and event planning team during post-event evaluationactivities.3-4