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

Regional Planned Special Events ProgramA regional planned special events programis an ongoing process designed to address aregion’s needs for managing special events.It is not a program put in place to address aspecific special event, although a specificevent may trigger the formation of such aprogram. The scope of such a programshould focus on planned special events ofregional significance. If an event can bewholly managed within and by a singleagency or jurisdiction (e.g., through aplanned special event permit program), thenthere is no need for the regional plan tocome into effect.The program will put in place the frameworkfor handling regional planned specialevents. This would include the template forgroups created to deal with specific specialevents, identification of funding to supportsuch planning, and the identification of infrastructureimprovement needs in the regionto better manage special events.The stakeholders in a regional program suchas this will vary from region to region. Table3-9 lists organizations that should beconsidered part of the program. Leadershipof the program will vary by region, but theagencies most likely to take the lead includestate DOTs, state law enforcement agencies,and MPOs.Local LevelThe development of a formal planned specialevent permit program marks a key programplanning initiative to facilitate stakeholdercoordination, compliance with communityneeds and requirements, and efficientevent operations planning. Backed byguidelines and regulations specified in municipalordinances, the program outlines adefined planning framework and schedulefor event organizers and participating reviewagencies to follow. It represents an agreementbetween participating public agencies(e.g., transportation, law enforcement, publicsafety, etc.) to ensure, through planningactivities or review, that all planned specialevents meet a set of mutually agreed uponrequirements for day-of-event travel management.A municipal permit representsapproval, or agreement between a jurisdictionand event organizer, to operate aplanned special event, and it includes provisionsoutside of travel management.Table 3-9Regional Program StakeholderOrganizationsSTAKEHOLDER ORGANIZATIONS• State Department of Transportation• Metropolitan Planning Organization• State police/patrol• Toll agencies• Mass transit agencies• Municipal governments and police departments• County governments and police departments• Owners of large venues (e.g., arenas, stadiums,universities)Some important considerations and applicationsof planned special event permittinginclude:• Permitting proves particularly effectivefor less frequent continuous events,street use events, and rural events occurringat a temporary venue not having aknown spectator capacity. These eventsplace an emphasis on advance planningand public outreach to mitigate trafficoperations deficiencies and communityimpacts.• Jurisdictions may not require a permitfor special events held at permanentvenues, such as stadiums, arenas, andamphitheaters.• Permitting allows jurisdictions the opportunityto engage the event organizer3EVENT PROFILE POST-EVENT ACTIVITIES DAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGOVERVIEW3-13