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

events. In turn, post-event activities (e.g.,participant evaluation, stakeholder debriefingmeeting, evaluation report) performedfor specific special events provide valuableinput for on-going program planning activitiesin a region or jurisdiction.Regional LevelProgram planning for planned special eventson a regional level concerns proactively improvingtravel management for all plannedspecial events in a region. Program planningrequires an institutional framework forgenerating and managing successful programsand initiatives. Some key considerationsinclude:• Role of oversight stakeholders• Policy support• Regional planned special events programStakeholder Roles and CoordinationProgram planning for regional planned specialevents necessitates the involvement andcoordination of stakeholders representingmultiple jurisdictions. At the program planninglevel, the stakeholders include:• Those agencies directly involved inplanning and day-of-event travel managementfor special events. These includelaw enforcement agencies, transportationdepartments, transit providers,and regional organizations.• Others who typically are not involved intransportation management, such as theevent organizers and elected officialsserving an oversight role.• Typically, mid-to-upper level agencyadministrators that collectively form theplanned special events oversight team.The following five-step process represents away of doing business that facilitates regionalcoordination when a planned specialevent occurs:• Step One: Identify the Stakeholders.• Step Two: Identify a Lead Agency.• Step Three: Maintain Communication.• Step Four: Form Subcommittees.• Step Five: Continue Communication.While planned special events may be temporary,and the planning for those events maybring together a group of stakeholders onlyfor that event, ongoing programs and initiativescan be used to address general specialevent needs on a continual basis. An institutionalframework can be created either beforean event takes place or based on theplanning for a specific special event. Thisframework can be used on a continuing basisto allow easier coordination among agenciesfor future events and eliminates theneed to re-establish working relationships,which have already been created.Policy SupportIn most instances, transportation and lawenforcement agencies have no prohibitionsfrom coordinating efforts with other agencies,especially for events expected to havean impact on that agency. However, thereare instances where interagency agreementsare helpful, or even necessary, for multiagencycooperation.While interagency agreements will varybased on state law and the culture of theagencies, there are some common issuesthey can address: (1) areas of responsibilityand (2) funding issues.Legislation provides the legal authority for agovernment agency to take certain actions.In many instances, activities involved inspecial events planning have already beenaddressed by legislation.3-12