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

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at the beginning of the event operationsplanning phase.• Public stakeholders can size-up the eventoperations characteristics of a proposedevent in order to schedule adequate personneland equipment resources to accommodatethe event. Resources mayinclude traffic control, security, andmaintenance.• From the event organizer’s perspective,a special event permit application andassociated regulations outlines a generalapproach toward successfully managingtravel for the event, facilitates coordinationwith appropriate stakeholders, andgauges resource requirements on theday-of-event.Permit ProcessInitiation of the permit process for a specificplanned special event begins with the submissionof a completed special event permitapplication by the event organizer. Thepermit application represents a formal proposalby the organizer to stage a plannedspecial event. In some cases, particularlythose where the event organizer requests assistancefrom the jurisdiction in locating asuitable venue location or street use eventroute, the event organizer and pertinent publicstakeholders may interact prior to applicationsubmission to review the proposedevent and permit process.Figure 3-5 presents a flowchart summarizingkey event organizer and public agency actionsthroughout the special event permitprocess, from submitting a permit applicationto conducting the proposed event.The special event permit process serves toscope, schedule, and direct event operationsplanning activities for proposed events.This reduces unnecessary delay in facilitatingstakeholder coordination, developingplanning deliverables (e.g., traffic managementplan, etc.), reviewing mitigation strategies,and mobilizing personnel and equipmentresources required to stage a particularplanned special event. Practitioners mayexpand and contract the process in order tobest fit: (1) the area type and involvedstakeholders, (2) the special guidelines andregulations unique to a particular jurisdiction,(3) the operations characteristics of aparticular event, and (4) the purpose of aparticular event, such as community eventsversus commercial, for-profit events involvingevent organizers from the private sector.Application ComponentsThe special event permit application servesto communicate event operations characteristicsto a jurisdiction, thus permitting it toimpose appropriate impact mitigation requirementsand/or advise the event organizerto change event operation parameters. Keyitems include the event purpose that maysignal the need to develop contingency plansin response to possible security threats ordemonstrations. Information regardingevent history and expected attendance assistsin achieving a more predictable eventtravel forecast. The application shouldprompt the event organizer to indicate traveldemand management initiatives, includinguse of carpools and other modes of travel.Supplemental requirements to a specialevent permit application, required of theevent organizer either at the time of initialapplication submission or after jurisdictionreview of the application questionnaire, include:• Event site plan• Traffic flow plan• Traffic control plan• Parking plan• Emergency evacuation plan3-14
ReviseSubmit PermitApplicationReview EventDate and Time3ApprovedReviewEvent RouteApprovedNotify BusTransit ServiceYesStreetUseEvent?NoDistributeApplication toNecessary AgenciesGainInter-jurisdictionalApprovalOVERVIEWConduct MeetingofInvolved AgenciesAppealDecisionDeniedReviewApplicationMaterialConduct MeetingwithEvent OrganizerAdditionalRequirements?NoDeliver PublicPresentationIssue PermitYesCommentsReviseApplicationDAY-OF-EVENT ACTIVITIES ADVANCE PLANNINGKEY:Event OrganizerActionPublic AgencyActionDetermine Staffingand EquipmentConfirm PersonnelResourcesNotifyEmergency ServicesInform AffectedProperty OwnersDisseminatePublic AdvertisementSecureParking AreasPOST-EVENT ACTIVITIESConduct Pre-EventWalk-ThroughPrepareImplementation PlanConduct EventPrepareOperations DetailEVENT PROFILEFigure 3-5Planned Special Event Permit Process3-15
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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 ...............
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Stakeholder Roles and Coordination
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APPENDIX L - PUBLIC AGENCY AND EVEN
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Table 3-30 Crash Prevention Tactics
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Table 8-4 Day-of-Event Personnel Re
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LIST OF FIGURESFigure i-1 Planned S
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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 60 and 61: developing and implementing solutio
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 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
Page 110 and 111: tion to performance evaluation data
Page 112 and 113: Table 3-39Communications Structure
Page 114 and 115: of a detailed evaluation report. Qu
Page 116 and 117: Sample questions for possible inclu
Page 118 and 119: THIS PAGE LEFT BLANK3-60
Page 120 and 121: 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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