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

• Links between process steps are twowayas stakeholders evaluate alternativestrategies and/or integrate traffic managementplan components.• The event planning team can developdifferent traffic management plan componentsconcurrently.Initial Planning ActivitiesThis section examines key planning initiativesand special considerations in order tohelp guide the user through the first steps ofthe event operations planning phase. Theevent operations planning phase begins withstakeholders establishing a planning frameworkand schedule. The framework includesforming an event planning team, creatingagreements, identifying performancegoals and objectives, and deciding on mitigationassessment and approval protocol.Special considerations evolve from reviewingthe event operations characteristics of aparticular special event (e.g., risk assessment)in addition to past successes and lessonslearned. These considerations weighheavy on traffic management plan requirements,and stakeholders must address issuesaffecting community residents and businessesthrough public outreach efforts earlyin the planning phase in order to ensureproper mitigation and non-conflict with trafficmanagement plan specifications.Stakeholder Roles and CoordinationThe event planning team handles tasks associatedwith event-specific operations planningand traffic management plan implementation.The event planning team consistsof a diverse group of stakeholders witheither event operations or community interestas their primary concern. An event planningteam forms as a result of either: (1) coordinationamong a traffic operationsagency, law enforcement, and event organizerthat represent the core event planningteam stakeholders or (2) designation by acommittee on special events within a regionaltransportation management organization,such as a traffic incident managementprogram.• The former typically describes eventplanning teams formed in response to localplanned special events affecting fewjurisdictions, such as events occurring inrural or urban areas.• The latter may occur in metropolitan areaswhere planned special events happenfrequently, thus warranting an on-callevent planning team.A regional transportation committee onspecial events features stakeholders thathave achieved interagency coordinationthrough past, cooperative travel managementefforts.• Stakeholder representatives have firsthandknowledge of the roles, resources,and capabilities of each committee participant.• Stakeholders commonly include trafficoperations agencies, law enforcement,transit agencies, event organizers orvenue operators, and the media.• Committees in metropolitan areas maycreate task forces for specific plannedspecial event venues or recurringplanned special events (e.g., annual fairs,fireworks displays, parades, etc.). Thecommittee or task force generally meetsand performs event operations planningtasks on an as-needed basis. The groupmay also convene regularly (e.g.,weekly, monthly, or quarterly) to reviewprogram planning efforts for futureplanned special events.3-18