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

• Notice of event for affected propertyowners and residents• Event advertising brochure• Hold harmless agreement• Certificate of insurancePermitting RequirementsJurisdictions maintain the following generalrequirements for planned special events: (1)event restrictions, (2) impact mitigation andtraffic control, (3) legal, and (4) funding. Asindicated in Table 3-10, the municipal codesof jurisdictions across the Nation specify awide range of requirements for managingtravel for planned special events, all ofwhich become incorporated in the specialevent permit process.Table 3-10Municipal Code Provisions on PlannedSpecial EventsPROVISION• Special event definition• Conditions for permit requirement• Permit restrictions• Content of permit application• Permit application submission and reviewdeadline• Notification of city/town officials• Notification of abutting property owners andresidents• Permit approval criteria• Event organizer duties• City/town authority to restrict parking andclose local roads• Hold harmless clause• Insurance requirements• Recovery of expenses• Procedure for appealing a denied permitEVENT OPERATIONSPLANNINGEvent operations planning concerns the advanceplanning and stakeholder coordinationactivities conducted for a specific plannedspecial event. The two main steps of theoperations planning process involves: (1)completing a feasibility study to forecastevent-generated traffic and parking demandand to determine the associated impact ontransportation operations during the eventand (2) developing a traffic managementplan to service event-generated automobile,transit, and pedestrian traffic and to mitigatepredicted impacts to the transportation systemserving the event venue and surroundingarea. Travel demand management representsa key component of the overall advanceplanning process when forecastedtraffic demand levels approach or exceedavailable roadway capacity.Figure 3-6 presents 31 steps in the event operationsplanning process for all plannedspecial events. The flowchart covers developmentand integration of the phase’s threeprimary products: feasibility study, trafficmanagement plan, and travel demand managementinitiatives. It represents a suggestedorder of event operations planningactivities. However, as noted below, theevent planning team can modify activities tocreate a dynamic and more effective planningprocess tailored to the scope of a specificplanned special event:• Based on lessons learned from past specialevents at a particular permanentvenue, stakeholders may program newinfrastructure or adopt new policies (e.g.,parking restrictions) early in the eventoperations planning process.• A jurisdiction planned special eventpermit process and requirements willscope, schedule, and direct event operationsplanning activities for continuousevents and street use events.• The event planning team should repeatprocess steps for individual venue eventscomprising a regional/multi-venue event.3-16