**CHAPTER THREE**

![](media/image1.jpeg){width="6.583333333333333in"
height="3.745138888888889in"}**OVERVIEW**

# Figure 3-1

####### Event Pedestrian Management

####### 

# 

# PURPOSE![](media/image2.wmf){width="0.9319444444444445in" height="0.3034722222222222in"}

This chapter presents a high-level summary of managing travel for
planned special events for all users of this technical reference. It
aims to identify the key aspects of each step necessary to manage travel
for a specific planned special event and all special events in a region.

This chapter provides a *background* on the purpose of managing travel
for planned special events. It highlights all of the steps necessary to
manage travel for a particular planned special event and all planned
special events in a region. Recommended policies, guidelines,
procedures, strategies, and resource applications that support and
facilitate each step are indicated and organized through the following
five phases: *program planning*, *event operations planning*,
*implementation activities*, *day-of-event activities*, and *post-event
activities*.

# INTRODUCTION![](media/image2.wmf){width="0.9319444444444445in" height="0.3034722222222222in"}

This chapter provides all users with a working knowledge of the
techniques and strategies that practitioners may use to successfully:
(1) plan for and operate a particular planned special event or (2)
manage all planned special events in a region. In turn, individual
stakeholders gain an understanding of the collective tasks facing
multidisciplinary and inter-jurisdictional planned special event
stakeholder groups charged with developing and implementing solutions to
acute and system-wide impacts on travel during a special event.

Subsequent chapters of this handbook provide expanded and in-depth
coverage of all potential tasks and stakeholder activities conducted
within individual planned special event management phases. Chapters 4
through 10, which represent the core chapters of this handbook, contain
detailed information on advance planning, day-of-event operation, and
post-event evaluation activities that stakeholders perform and/or
consider in mitigating special event impacts on transportation system
operations. Chapters 11 through 15 describe an advance planning and
travel management process and considerations specific to a particular
category of planned special event.

A background section describes how transportation operations vary during
a planned special event and identifies advance planning activities
employed to successfully manage travel for a special event. This section
identifies specific stakeholders, coupled with their typical duties and
responsibilities, that may actively participate under different phases
of special event management. It also includes a discussion on the
distinct, chronological phases of managing travel for planned special
events, including the common products generated in each phase and
associated benefits of carrying out each phase.

A section on categories of planned special events identifies special
characteristics specific to each event category that impacts
transportation system operations.

This chapter concludes by summarizing planning approaches, operational
strategies, and technology applications for managing transportation
system operations during phases of managing travel for planned special
events. These sections collectively present all the steps necessary to
manage travel for a particular planned special event in addition to
future events in a region.

# BACKGROUND![](media/image2.wmf){width="0.9319444444444445in" height="0.3034722222222222in"}

In the past, the media has reported horrendous traffic congestion that
has occurred at several major planned special events. In one instance,
golfers participating in a major professional golf tournament were
caught in major traffic jams along with event patrons and other
motorists. Facing a 2-stroke penalty or disqualification if they arrived
at the first tee past their assigned tee time, several players pulled
their cars to the side of the road, carried their golf bags, and walked
to the course. These situations emphasize the need for this handbook,
which presents policies, guidelines, procedures, strategies, and
resource applications that assure the successful management of travel
for planned special events.

# What is Managing Travel for

# Planned Special Events?

A planned special event creates an increase in travel demand and may
require road closures to stage the event. Planned special events
generate trips, thus impacting overall transportation system operations.
This includes freeway operations, arterial and other street operations,
transit operations, and pedestrian flow. Unlike roadway construction
activities or traffic incidents that constrain travel within a single
corridor, planned special events affect travel in all corridors serving
the event venue.

Managing travel for planned special events involves developing a
transportation management plan that contains operations and service
strategies specific to managing traffic, transit, and travel demand. As
shown in Figure 3-2, a transportation management plan consists of three
components:

-   Traffic management plan

-   Transit plan

-   Travel demand management initiatives

Traffic operations agencies, transit agencies, law enforcement agencies,
and event organizers represent key stakeholders in the transportation
management plan development process because of the responsibility they
bear in developing, approving, and implementing the plan. To ensure that
the plan addresses the requirements of all those impacted, the event
planning team should be comprised of a wide range of stakeholders:

-   Event operations stakeholders focus on mitigating the safety,
    mobility, and reliability impacts on transportation operations.

-   Community interest stakeholders seek to minimize impacts on
    community quality of life and maximize potential social and economic
    benefits.

-   Event support stakeholders serve to support and execute the
    transportation management plan by following proposed initiatives or
    providing necessary resources for plan deployment.

Figure 3-2

Transportation Management Plan Components and Event Planning Team
Involvement![](media/image1.wmf)

# Stakeholder Roles and

# Coordination

The advance planning and management of travel for planned special events
requires the consistent involvement and coordination of stakeholders
throughout all phases of the event. Table 3-1 indicates the
responsibilities of the three stakeholder groups.

-   An oversight team involves mid-to-upper level representatives of
    transportation agencies and law enforcement. Additional stakeholders
    include elected officials, regional organizations, and other
    government agencies.

-   The event planning team consists of mid-level representatives of
    transportation agencies and law enforcement as well as the event
    organizer, media, public safety agencies, private industry, and the
    public.

-   A traffic management team includes operations managers and field
    personnel representing transportation agencies, law enforcement, the
    event organizer, media, and private industry.

Major annual event or venue task forces exist in some jurisdictions that
serve the role of both an oversight team and event planning team. The
task force may meet year-round to mitigate lessons learned from past
events, then expand to include additional event operations stakeholders
as the next event nears.

Figure 3-3 presents common stakeholders, representing various
disciplines and jurisdictions, that play an active role in managing
travel for planned special events on a local and/or regional level.

The following subsections describe the potential roles and
responsibilities of each identified stakeholder in addition to his or
her coordination with other planned special events stakeholders.

Table 3-1

Responsibilities of Stakeholder Groups

+------------+---------------------------------------------------------+
| # Stakeho  | # Function                                              |
| lder Group |                                                         |
+------------+---------------------------------------------------------+
| Oversight  | -   Manage all planned special events in a region.      |
|            |                                                         |
| Team       | -   Establish policies, regulations, procedures, and    |
|            |     task forces for future application to a specific    |
|            |     planned special event.                              |
|            |                                                         |
|            | -   Identify infrastructure improvements and evaluate   |
|            |     potential new technology applications.              |
|            |                                                         |
|            | -   Interact with an event planning team, consulting on |
|            |     feasibility study results and evaluating conceptual |
|            |     transportation management plan components.          |
+------------+---------------------------------------------------------+
| Event      | -   Conduct event operations planning activities for a  |
| Planning   |     specific planned special event.                     |
| Team       |                                                         |
|            | -   Perform traffic management plan implementation      |
|            |     tasks.                                              |
+------------+---------------------------------------------------------+
| Traffic    | -   Manage travel on the day-of-event.                  |
|            |                                                         |
| Management | -   Interact with the event planning team during        |
|            |     implementation activities.                          |
| Team       |                                                         |
|            | -   Debrief the oversight team and event planning team  |
|            |     during post-event evaluation activities.            |
+------------+---------------------------------------------------------+

![](media/image1.wmf)Figure 3-3

Planned Special Event Stakeholders

#### 

#### [Transportation Agencies]{.underline}

Transportation agencies own and operate the transportation system
serving a planned special event. These agencies staff all three of the
above mentioned stakeholder groups, although actual personnel may vary
from group to group. Because of their involvement in every phase of
managing travel for planned special events, transportation agencies have
the unique opportunity to form partnerships with other stakeholders at
different working levels. Such partnerships may lead to: (1) creation of
interagency agreements at the program planning or oversight level, (2)
agreement to share closed-circuit television (CCTV) video at the event

operations planning or mid-level, and (3) improvement of communications
and coordination at the field level.

A state department of transportation (DOT) typically leads advance
planning and day-of-event traffic management for freeway and/or arterial
corridors serving an event venue. This includes operating a traffic
management system to monitor, advise, and control traffic flow on these
high-capacity routes. A state DOT may also facilitate the acquisition
and deployment of portable, advanced technology equipment providing
increased traffic management and monitoring capabilities.

A local or county department of public works (DPW) may include traffic
engineers participating in program planning, event operations planning,
and day-of-event traffic management. At the program planning level, the
agency may initiate infrastructure improvement projects or establish
traffic control guidelines for event permits. Event operations planning
activities may include developing or reviewing proposed traffic
management plans and developing traffic signal system timing plans to
accommodate anticipated fluctuations in traffic demand. The agency has
authority to enact temporary traffic and parking restrictions on streets
adjacent to an event venue. Traffic engineers often serve a supervisory
role on a traffic management team. In general, agency officials must
monitor and maintain traffic flow traversing their jurisdiction. A
local/county DPW assumes an expanded role in traffic operations planning
and management for local level planned special events. The agency may
also utilize roadway maintenance personnel to deploy required temporary
traffic control devices, repair potholes along a parade route, and
perform post-event street sweeping.

A planning department may administer a permit program for special events
while a local jurisdiction planning commission may rule on the
transportation component of an event permit application.

The previous section described the role of transit agencies in managing
travel for planned special events, which may include service expansions
and achieving cooperative agreements with private bus companies to
obtain additional equipment and drivers.

#### [Law Enforcement]{.underline}

Law enforcement agencies facilitate the safe and efficient flow of
traffic during a planned special event through traffic control and
enforcement. Agencies contribute to all phases of planned special
events, particularly event-specific advance planning and traffic
management. Local and county law enforcement having a traffic operations
bureau may take responsibility for developing and executing a local
street traffic management plan. Other potential duties of law
enforcement include approving local street closures, approving an event
traffic flow plan, approving temporary traffic control deployment,
escorting dignitaries to/from the event venue, and enforcing the
requirements of a traffic operations agency.

#### [Event Organizers]{.underline}

Event organizers initiate the event operations planning phase by
notifying stakeholders, either through a written request to public
agencies or the submission of an event permit application, and
assembling an event planning team. The event organizer continually works
to maintain interagency coordination in order to meet milestones in the
advance planning process and ultimately gain stakeholder approval of the
proposed transportation management plan. The event organizer may hire a
private traffic engineering consultant to perform an event feasibility
study and prepare a traffic management plan. The event organizer may
also fund the deployment of equipment and personnel resources, including
reimbursement of public agency personnel costs, required to mitigate
traffic safety, mobility, and reliability impacts during the
day-of-event. An event venue operator essentially represents an event
organizer. These venue operators may work together with transportation
agencies, law enforcement, and elected officials during the program
planning phase to develop strategies, including permanent installation
of equipment for improved traffic monitoring and control, to better
accommodate traffic and transit access to the venue.

#### [Elected Officials]{.underline}

Elected officials serve the overall community interest and often play a
significant role on an oversight team. Local politicians can establish
laws and regulations toward effecting improvements in planning and
managing future planned special events. They may create a special task
force to assist event organizers and local agencies to coordinate event
planning activities. Local district politicians may advise an event
planning team on alternatives to minimize quality of life impacts on
represented residents and businesses.

#### [Public Safety]{.underline}

Public safety agencies, including a fire department and emergency
medical service, represent event operations stakeholders that advise the
event planning team on the provision of emergency access routes to and
from the event venue. Public safety agencies, in addition to law
enforcement and an emergency management agency, also work as part of the
event planning team to ensure adequate pedestrian access routes and
evacuation destination areas exist to meet emergency management plan
requirements.

#### [Media]{.underline}

The media functions to disseminate event pre-trip travel information, in
addition to real-time traffic and transit information during the
day-of-event. A media representative may participate in a meeting of the
event planning team to obtain advance information on proposed temporary
traffic control, transit, and travel demand management initiatives.
However, the media generally works independently of the traffic
management team on the day-of-event.

#### [Private Industry]{.underline}

Private industry satisfies a wide range of public agency needs from the
event operations planning phase through the day-of-event activities
phase. Traffic engineering consultants may assume the role of a public
agency traffic engineer and, in turn, develop a transportation
management plan and manage either an event planning team, traffic
management team, or both. Private traffic control contractors, such as
barricade companies, fulfill the duties of a transportation agency
maintenance department. Intelligent Transportation Systems equipment
vendors contract with transportation agencies to:

-   Supply and install on streets serving a fixed event venue,
    *permanent* equipment such as CCTV cameras, lane control signals,
    dynamic trailblazers, and parking management systems

-   Deploy *portable* traffic management systems, including portable
    CCTV, portable changeable message signs (CMSs), portable highway
    advisory radio (HAR), portable vehicle detectors, and portable
    traffic signals.

In some instances, transportation agencies may arrange for an equipment
demonstration, at no cost to the agency, to evaluate the performance of
a particular technology application during a planned special event.

#### [Regional Organizations]{.underline}

Regional organizations interact with both the oversight team and an
event planning team regarding major planned special events affecting a
regional area. A Metropolitan Planning Organization (MPO) oversees the
planning and programming of transportation management strategies. For
example, the agency may communicate and seek feedback on temporary
travel demand management strategies with commuter groups and trucking
companies. A MPO may loan staff to other public agencies in need of
personnel to conduct planning and operations activities. The agency may
also establish and/or coordinate temporary task forces charged with a
particular function, such as event communications. A Regional Operating
Organization (ROO) consists of traffic operations agencies, transit
agencies, law enforcement, elected officials, and other operations
agencies focused on the operation and performance of a regional
transportation system. A ROO works to ensure interagency coordination of
resources and information across jurisdictional boundaries. It builds
partnerships and trust among agencies to improve their productivity and
performance, thus creating a more responsive approach to mitigating
temporary capacity deficiencies. ROO member agencies may, for example,
share traffic signal timing plans, coordinate planned strategies and
resources for managing travel, conduct public outreach, and participate
in interagency training.

#### [Government Agencies]{.underline}

Government agencies, such as a government office on special events or
emergency management agencies, are non-transportation agencies that
generally serve in an oversight capacity. A government office on special
events may work in tandem with the event organizer to initiate the event
operations planning phase and coordinate event planning team
stakeholders. Other emergency management and security agencies may meet
with the event planning team to obtain an advance debrief on
transportation management plan specifics.

#### [Public]{.underline}

The public represents individual residents, businesses, and associated
community groups. Residents and businesses potentially impacted by
intense traffic and parking demand generated by a planned special event
may interact with event planning team stakeholders during a public
meeting. This permits concerned citizens the opportunity to review and
comment on proposed traffic and parking restrictions needed to
accommodate event traffic.

# Phases of Managing Travel for

# Planned Special Events

The practice of managing travel for planned special events incorporates
advance planning, management, and evaluation activities encompassing
five distinct, chronological phases. Figure 3-4 summarizes the five
phases and common products generated by coordinated stakeholder groups
under each phase. Collectively, these phases facilitate the successful
management of transportation system operations during a planned special
event.

Integration of the identified phases, from the post-event activities
phase to the program planning phase, creates a seamless process allowing
for continuous improvement of transportation system performance from one
event to the next, especially in regard to recurring events or events
occurring at permanent venues. This iterative process, where
stakeholders apply successes and lessons learned from a particular
special event to future events, supports activities pertaining to
managing travel for all planned special events in a region. Recognition
and integration of special event management phases achieves coordination
across stakeholder groups, namely the oversight team, event

![](media/image1.wmf)

Figure 3-4

Planned Special Event Management Phases and Associated Products

planning team, and traffic management team.

**PLANNED SPECIAL EVENT CATEGORIES**

![](media/image2.wmf){width="0.9319444444444445in"
height="0.3034722222222222in"}

The first step toward achieving an accurate prediction of
event-generated travel demand and potential transportation system
capacity constraints involves gaining an understanding of the event
characteristics and how these characteristics affect transportation
operations. In turn, practitioners can classify the planned special
event in order to draw comparisons between the subject event and similar
historical events to shape travel forecasts and gauge transportation
impacts. Table 3-2 lists typical operational characteristics of a
planned special event. Each characteristic represents a variable that
greatly influences the scope of event operation and its potential impact
on the transportation system.

These event operation characteristics create five categories of planned
special events, indicated in Table 3-3.

**Discrete/Recurring Event at a**

**Permanent Venue**

A discrete/recurring event at a permanent venue occurs on a regular
basis at a site zoned and designed specifically to accommodate planned
special events. This category includes sporting and concert events at

stadiums, arenas, and amphitheaters in urban and metropolitan areas.
Table 3-4 lists key characteristics of a discrete/recurring event at a
permanent venue.

Table 3-2

Event Operation Characteristics

+-----------------------------------------------------------------------+
| # CHARACTERISTIC                                                      |
+-----------------------------------------------------------------------+
| -   Event time of occurrence                                          |
|                                                                       |
| -   Event time and duration                                           |
|                                                                       |
| -   Event location                                                    |
|                                                                       |
| -   Area type                                                         |
|                                                                       |
| -   Event market area                                                 |
|                                                                       |
| -   Expected attendance                                               |
|                                                                       |
| -   Audience accommodation                                            |
|                                                                       |
| -   Event type                                                        |
+-----------------------------------------------------------------------+

Table 3-3

Categories of Planned Special Events

+-----------------------------------------------------------------------+
| # Special Event CATEGORIES                                            |
+-----------------------------------------------------------------------+
| -   Discrete/recurring event at a permanent venue                     |
|                                                                       |
| -   Continuous event                                                  |
|                                                                       |
| -   Street use event                                                  |
|                                                                       |
| -   Regional/multi-venue event                                        |
|                                                                       |
| -   Rural event                                                       |
+-----------------------------------------------------------------------+

Table 3-4

Distinguishing Operating Characteristics of a Discrete/Recurring Event
at

a Permanent Venue

+-----------------------------------------------------------------------+
| # CHARACTERISTIC                                                      |
+-----------------------------------------------------------------------+
| -   Specific starting and predictable ending times                    |
|                                                                       |
| -   Known venue capacity                                              |
|                                                                       |
| -   Advance ticket sales                                              |
|                                                                       |
| -   Weekday event occurrences                                         |
+-----------------------------------------------------------------------+

**Continuous Event**

A continuous event includes fairs, festivals, conventions, and
air/automobile shows in urban and metropolitan areas. Aside from
conventions and state/county fairs, many continuous events take place at
a temporary venue, a park, or other large open space. These venues host
planned special events on a less frequent basis than permanent multi-use
venues, and planned special event permitting typically governs whether a
temporary venue can adequately handle the transportation impact of a
particular continuous event. Table 3-5 lists key characteristics of a
continuous event.

Table 3-5

Distinguishing Operating Characteristics

of a Continuous Event

+-----------------------------------------------------------------------+
| # CHARACTERISTIC                                                      |
+-----------------------------------------------------------------------+
| -   Occurrence often over multiple days                               |
|                                                                       |
| -   Arrival and departure of event patrons throughout the event day   |
|                                                                       |
| -   Typically little or no advance ticket sales                       |
|                                                                       |
| -   Capacity of venue not always known                                |
|                                                                       |
| -   Occurrence sometimes at temporary venues                          |
+-----------------------------------------------------------------------+

**Street Use Event**

A street use event occurs on a street requiring temporary closure.
Events classified under this category include parades, street races, and
motorcycle rallies occurring in rural, urban, and metropolitan areas.
These events generally occur in a city or downtown central business
district; however, race events or motorcycle rallies may necessitate
temporary closure of arterial streets or limited-access highways.
Planned special event permitting guidelines and restrictions typically
(1) influence event operations characteristics (e.g., location, street
use event route, time of occurrence, etc.) and (2) govern whether a
traffic management plan can mitigate the transportation impact of a
particular street use event. Table 3-6 lists key characteristics of a
street use event.

Table 3-6

Distinguishing Operating Characteristics

of a Street Use Event

+-----------------------------------------------------------------------+
| # CHARACTERISTIC                                                      |
+-----------------------------------------------------------------------+
| -   Occurrence on a roadway requiring temporary closure               |
|                                                                       |
| -   Specific starting and predictable ending times                    |
|                                                                       |
| -   Capacity of spectator viewing area not known                      |
|                                                                       |
| -   Spectators not charged or ticketed                                |
|                                                                       |
| -   Dedicated parking facilities not available                        |
+-----------------------------------------------------------------------+

**Regional/Multi-Venue Event**

A regional/multi-venue event refers to multiple planned special events
that occur within a region at or near the same time. Individual events
may differ by classification category. Example regional/multi-venue
events include: (1) occurrence of a single-theme event requiring
multiple venues to stage the event, (2) occurrence of a downtown parade
or festival in the vicinity of a downtown fixed venue also hosting a
special event, or (3) occurrence of special events at two fixed venues
in a region at or near the same time. Concurrent planned special events
require consideration as a regional/multi-venue event if traffic
generated by different, competing special events use the same traffic
flow routes (e.g., freeway/arterial corridors, local streets) or parking
areas over the same time frame. As a result, stakeholders involved in
planning and managing individual special events must, as a group,
forecast and mitigate the global impact of concurrent special events on
transportation system operations. Table 3-7 lists key characteristics of
a regional/multi-venue event.

Table 3-7

Distinguishing Operating Characteristics

of a Regional/Multi-Venue Event

+-----------------------------------------------------------------------+
| # CHARACTERISTIC                                                      |
+-----------------------------------------------------------------------+
| -   Occurrence of events at multiple venues and at or near the same   |
|     time                                                              |
|                                                                       |
| -   Events having a time specific duration, a continuous duration, or |
|     both                                                              |
|                                                                       |
| -   Overall capacity generally not known if continuous events or      |
|     street use events are involved                                    |
+-----------------------------------------------------------------------+

**Rural Event**

A rural event encompasses any discrete/recurring event or continuous
event

that occurs in a rural area. Events classified under this category
include fairs, festivals, and events at rural amphitheater and racetrack
venues. These events indicate that rural events collectively have the
event operation characteristics of discrete/recurring events at a
permanent venue and continuous events with one notable exception; rural
events take place in rural areas. Table 3-8 lists key characteristics of
a rural event.

Table 3-8

Distinguishing Operating Characteristics

of a Rural Event

+-----------------------------------------------------------------------+
| # CHARACTERISTIC                                                      |
+-----------------------------------------------------------------------+
| -   Rural or rural/tourist area                                       |
|                                                                       |
| -   High attendance events attracting event patrons from a regional   |
|     area                                                              |
|                                                                       |
| -   Limited roadway capacity serving an event venue                   |
|                                                                       |
| -   Area lacking regular transit service.                             |
|                                                                       |
| -   Events having either a time specific duration or continuous       |
|     duration                                                          |
+-----------------------------------------------------------------------+

# PROGRAM PLANNING

![](media/image2.wmf){width="0.9319444444444445in"
height="0.3034722222222222in"}

Program planning for planned special events involves activities
unrelated to a specific event. This level of advance planning involves
the participation and coordination of stakeholders having an oversight
role in addition to agencies directly responsible for event operations
planning. Products of program planning include establishing new
institutional frameworks, policies, and legislation to monitor,
regulate, and evaluate future planned special events. Stakeholders
utilize program planning initiatives to more efficiently and effectively
complete event operations planning, implementation activities,
day-of-event activities, and post-event activities for individual,
future planned special

events. In turn, post-event activities (e.g., participant evaluation,
stakeholder debriefing meeting, evaluation report) performed for
specific special events provide valuable input for on-going program
planning activities in a region or jurisdiction.

**Regional Level**

Program planning for planned special events on a regional level concerns
proactively improving travel management for all planned special events
in a region. Program planning requires an institutional framework for
generating and managing successful programs and initiatives. Some key
considerations include:

-   Role of oversight stakeholders

-   Policy support

```{=html}
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```
-   Regional planned special events program

[Stakeholder Roles and Coordination]{.underline}

Program planning for regional planned special events necessitates the
involvement and coordination of stakeholders representing multiple
jurisdictions. At the program planning level, the stakeholders include:

-   Those agencies directly involved in planning and day-of-event travel
    management for special events. These include law enforcement
    agencies, transportation departments, transit providers, and
    regional organizations.

-   Others who typically are not involved in transportation management,
    such as the event organizers and elected officials serving an
    oversight role.

-   Typically, mid-to-upper level agency administrators that
    collectively form the planned special events oversight team.

The following five-step process represents a way of doing business that
facilitates regional coordination when a planned special event 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 may bring together a group of stakeholders only for that
event, ongoing programs and initiatives can be used to address general
special event needs on a continual basis. An institutional framework can
be created either before an event takes place or based on the planning
for a specific special event. This framework can be used on a continuing
basis to allow easier coordination among agencies for future events and
eliminates the need to re-establish working relationships, which have
already been created.

#### [Policy Support]{.underline}

In most instances, transportation and law enforcement agencies have no
prohibitions from coordinating efforts with other agencies, especially
for events expected to have an impact on that agency. However, there are
instances where interagency agreements are helpful, or even necessary,
for multi-agency cooperation.

While interagency agreements will vary based on state law and the
culture of the agencies, there are some common issues they can address:
(1) areas of responsibility and (2) funding issues.

Legislation provides the legal authority for a government agency to take
certain actions. In many instances, activities involved in special
events planning have already been addressed by legislation.

#### [Regional Planned Special Events Program]{.underline}

A regional planned special events program is an ongoing process designed
to address a region's needs for managing special events. It is not a
program put in place to address a specific special event, although a
specific event may trigger the formation of such a program. The scope of
such a program should focus on planned special events of regional
significance. If an event can be wholly managed within and by a single
agency or jurisdiction (e.g., through a planned special event permit
program), then there is no need for the regional plan to come into
effect.

The program will put in place the framework for handling regional
planned special events. This would include the template for groups
created to deal with specific special events, identification of funding
to support such planning, and the identification of infrastructure
improvement needs in the region to better manage special events.

The stakeholders in a regional program such as this will vary from
region to region. Table 3-9 lists organizations that should be
considered part of the program. Leadership of the program will vary by
region, but the agencies most likely to take the lead include state
DOTs, state law enforcement agencies, and MPOs.

**Local Level**

The development of a formal planned special event permit program marks a
key program planning initiative to facilitate stakeholder coordination,
compliance with community needs and requirements, and efficient event
operations planning. Backed by guidelines and regulations specified in
municipal ordinances, the program outlines a defined planning framework
and schedule for event organizers and participating review agencies to
follow. It represents an *agreement* between participating public
agencies (e.g., transportation, law enforcement, public safety, etc.) to
ensure, through planning activities or review, that all planned special
events meet a set of mutually agreed upon requirements for day-of-event
travel management. A municipal permit represents approval, or agreement
between a jurisdiction and event organizer, to operate a planned special
event, and it includes provisions outside of travel management.

Table 3-9

Regional Program Stakeholder

Organizations

+-----------------------------------------------------------------------+
| # STAKEHOLDER 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 applications of planned special event
permitting include:

-   Permitting proves particularly effective for less frequent
    continuous events, street use events, and rural events occurring at
    a temporary venue not having a known spectator capacity. These
    events place an emphasis on advance planning and public outreach to
    mitigate traffic operations deficiencies and community impacts.

-   Jurisdictions may not require a permit for special events held at
    permanent venues, such as stadiums, arenas, and amphitheaters.

-   Permitting allows jurisdictions the opportunity to engage the event
    organizer

at the beginning of the event operations planning phase.

-   Public stakeholders can size-up the event operations characteristics
    of a proposed event in order to schedule adequate personnel and
    equipment resources to accommodate the event. Resources may include
    traffic control, security, and maintenance.

-   From the event organizer's perspective, a special event permit
    application and associated regulations outlines a general approach
    toward successfully managing travel for the event, facilitates
    coordination with appropriate stakeholders, and gauges resource
    requirements on the day-of-event.

#### [Permit Process]{.underline}

Initiation of the permit process for a specific planned special event
begins with the submission of a completed special event permit
application by the event organizer. The permit application represents a
formal proposal by the organizer to stage a planned special event. In
some cases, particularly those where the event organizer requests
assistance from the jurisdiction in locating a suitable venue location
or street use event route, the event organizer and pertinent public
stakeholders may interact prior to application submission to review the
proposed event and permit process.

Figure 3-5 presents a flowchart summarizing key event organizer and
public agency actions throughout the special event permit process, from
submitting a permit application to conducting the proposed event.

The special event permit process serves to scope, schedule, and direct
event operations planning activities for proposed events. This reduces
unnecessary delay in facilitating stakeholder coordination, developing
planning deliverables (e.g., traffic management plan, etc.), reviewing
mitigation strategies, and mobilizing personnel and equipment resources
required to stage a particular planned special event. Practitioners may
expand and contract the process in order to best fit: (1) the area type
and involved stakeholders, (2) the special guidelines and regulations
unique to a particular jurisdiction, (3) the operations characteristics
of a particular event, and (4) the purpose of a particular event, such
as community events versus commercial, for-profit events involving event
organizers from the private sector.

#### [Application Components]{.underline}

The special event permit application serves to communicate event
operations characteristics to a jurisdiction, thus permitting it to
impose appropriate impact mitigation requirements and/or advise the
event organizer to change event operation parameters. Key items include
the event purpose that may signal the need to develop contingency plans
in response to possible security threats or demonstrations. Information
regarding event history and expected attendance assists in achieving a
more predictable event travel forecast. The application should prompt
the event organizer to indicate travel demand management initiatives,
including use of carpools and other modes of travel.

Supplemental requirements to a special event permit application,
required of the event organizer either at the time of initial
application submission or after jurisdiction review of the application
questionnaire, include:

-   Event site plan

-   Traffic flow plan

-   Traffic control plan

-   Parking plan

-   Emergency evacuation plan

![](media/image1.wmf)

Figure 3-5

Planned Special Event Permit Process

-   Notice of event for affected property owners and residents

-   Event advertising brochure

-   Hold harmless agreement

-   Certificate of insurance

#### [Permitting Requirements]{.underline}

Jurisdictions maintain the following general requirements for planned
special events: (1) event restrictions, (2) impact mitigation and
traffic control, (3) legal, and (4) funding. As indicated in Table 3-10,
the municipal codes of jurisdictions across the Nation specify a wide
range of requirements for managing travel for planned special events,
all of which become incorporated in the special event permit process.

Table 3-10

Municipal Code Provisions on Planned

Special Events

+-----------------------------------------------------------------------+
| # PROVISION                                                           |
+-----------------------------------------------------------------------+
| -   Special event definition                                          |
|                                                                       |
| -   Conditions for permit requirement                                 |
|                                                                       |
| -   Permit restrictions                                               |
|                                                                       |
| -   Content of permit application                                     |
|                                                                       |
| -   Permit application submission and review deadline                 |
|                                                                       |
| -   Notification of city/town officials                               |
|                                                                       |
| -   Notification of abutting property owners and residents            |
|                                                                       |
| -   Permit approval criteria                                          |
|                                                                       |
| -   Event organizer duties                                            |
|                                                                       |
| -   City/town authority to restrict parking and close local roads     |
|                                                                       |
| -   Hold harmless clause                                              |
|                                                                       |
| -   Insurance requirements                                            |
|                                                                       |
| -   Recovery of expenses                                              |
|                                                                       |
| -   Procedure for appealing a denied permit                           |
+-----------------------------------------------------------------------+

**EVENT OPERATIONS
PLANNING**![](media/image2.wmf){width="0.9319444444444445in"
height="0.3034722222222222in"}

Event operations planning concerns the advance planning and stakeholder
coordination activities conducted for a specific planned special event.
The two main steps of the operations planning process involves: (1)
completing a feasibility study to forecast event-generated traffic and
parking demand and to determine the associated impact on transportation
operations during the event and (2) developing a traffic management plan
to service event-generated automobile, transit, and pedestrian traffic
and to mitigate predicted impacts to the transportation system serving
the event venue and surrounding area. Travel demand management
represents a key component of the overall advance planning process when
forecasted traffic demand levels approach or exceed available roadway
capacity.

Figure 3-6 presents 31 steps in the event operations planning process
for all planned special events. The flowchart covers development and
integration of the phase's three primary products: feasibility study,
traffic management plan, and travel demand management initiatives. It
represents a suggested order of event operations planning activities.
However, as noted below, the event planning team can modify activities
to create a dynamic and more effective planning process tailored to the
scope of a specific planned special event:

-   Based on lessons learned from past special events at a particular
    permanent venue, stakeholders may program new infrastructure or
    adopt new policies (e.g., parking restrictions) early in the event
    operations planning process.

-   A jurisdiction planned special event permit process and requirements
    will scope, schedule, and direct event operations planning
    activities for continuous events and street use events.

-   The event planning team should repeat process steps for individual
    venue events comprising a regional/multi-venue event.

    ![](media/image1.wmf)

Figure 3-6

Event Operations Planning Process Flowchart

-   Links between process steps are two-way as stakeholders evaluate
    alternative strategies and/or integrate traffic management plan
    components.

-   The event planning team can develop different traffic management
    plan components concurrently.

##### Initial Planning Activities

This section examines key planning initiatives and special
considerations in order to help guide the user through the first steps
of the event operations planning phase. The event operations planning
phase begins with stakeholders establishing a planning framework and
schedule. The framework includes forming an event planning team,
creating agreements, identifying performance goals and objectives, and
deciding on mitigation assessment and approval protocol.

Special considerations evolve from reviewing the event operations
characteristics of a particular special event (e.g., risk assessment) in
addition to past successes and lessons learned. These considerations
weigh heavy on traffic management plan requirements, and stakeholders
must address issues affecting community residents and businesses through
public outreach efforts early in the planning phase in order to ensure
proper mitigation and non-conflict with traffic management plan
specifications.

#### [Stakeholder Roles and Coordination]{.underline}

The event planning team handles tasks associated with *event-specific
operations planning* and *traffic management plan implementation*. The
event planning team consists of a diverse group of stakeholders with
either event operations or community interest as their primary concern.
An event planning team forms as a result of either: (1) coordination
among a traffic operations agency, law enforcement, and event organizer
that represent the core event planning team stakeholders or (2)
designation by a committee on special events within a regional
transportation management organization, such as a traffic incident
management program.

-   The former typically describes event planning teams formed in
    response to local planned special events affecting few
    jurisdictions, such as events occurring in rural or urban areas.

-   The latter may occur in metropolitan areas where planned special
    events happen frequently, thus warranting an *on-call* event
    planning team.

A *regional transportation committee on special events* features
stakeholders that have achieved interagency coordination through past,
cooperative travel management efforts.

-   Stakeholder representatives have firsthand knowledge of the roles,
    resources, and capabilities of each committee participant.

```{=html}
<!-- -->
```
-   Stakeholders commonly include traffic operations agencies, law
    enforcement, transit agencies, event organizers or venue operators,
    and the media.

-   Committees in metropolitan areas may create task forces for specific
    planned special event venues or recurring planned special events
    (e.g., annual fairs, fireworks displays, parades, etc.). The
    committee or task force generally meets and performs event
    operations planning tasks on an as-needed basis. The group may also
    convene regularly (e.g., weekly, monthly, or quarterly) to review
    program planning efforts for future planned special events.

#### [Risk Assessment]{.underline}

Based on the type and purpose of a planned special event, there exists
potential scenarios where event patron or non-attendee behavior may
cause overcrowded conditions in the vicinity of an event venue and/or
create unplanned road closures. The event planning team must assess the
nature of a proposed event and determine the need to incorporate special
contingency plans in response to potentially dangerous situations that
will interfere with the planned travel management on the day-of-event.

Table 3-11 lists four notable event-oriented

risk scenarios associated with some planned special events.

#### [Performance Goals and Objectives]{.underline}

The goals of managing travel for planned special events include
*achieving predictability*, *ensuring safety*, and *maximizing
efficiency*. Table 3-12 states performance objectives, for specific
classes of transportation system users, applicable to satisfying the
overall goal of operations efficiency and safety. In meeting these
performance objectives, the event planning team must target the goal of
achieving predictability during

Table 3-11

Summary of Event-Oriented Risk Scenarios

+-------------------+--------------------------------------------------+
| **EVENT-ORIENTED  | **EXAMPLE SCENARIO**                             |
| RISK**            |                                                  |
+-------------------+--------------------------------------------------+
| Demonstration or  | -   Any event that is political in nature or     |
| protest           |     invokes social concern.                      |
|                   |                                                  |
|                   | -   Political conventions and parades            |
+-------------------+--------------------------------------------------+
| Ticketless event  | -   Sold-out sports championship games           |
| patrons           |                                                  |
|                   | -   Sold-out concerts involving select           |
| causing           |     performers                                   |
| overcrowding      |                                                  |
+-------------------+--------------------------------------------------+
| Fan celebration   | -   Response to city or school sports team       |
|                   |     winning a championship.                      |
+-------------------+--------------------------------------------------+
| Event patron      | -   Motorcycle rally violence between patrons    |
| violence          |     and/or participants.                         |
+-------------------+--------------------------------------------------+

Table 3-12

Transportation System Operations Performance Objectives for Planned
Special Events

+--------------+-------------------------------------------------------+
| **USER       | **PERFORMANCE OBJECTIVE**                             |
| CLASS**      |                                                       |
+--------------+-------------------------------------------------------+
| Event patron | -   Minimize travel delay to/from the event.          |
|              |                                                       |
|              | -   Minimize conflicts between pedestrians and        |
|              |     vehicles.                                         |
|              |                                                       |
|              | -   Minimize travel safety hazards.                   |
|              |                                                       |
|              | -   Minimize impact of traffic incidents.             |
|              |                                                       |
|              | -   Disseminate accurate, timely, and consistent      |
|              |     traveler information.                             |
|              |                                                       |
|              | -   Increase automation of traffic control.           |
|              |                                                       |
|              | -   Maximize site access service flow rates.          |
+--------------+-------------------------------------------------------+
| Non-attendee | -   Minimize travel delay on major thoroughfares,     |
| road user    |     freeways and major arterials.                     |
|              |                                                       |
|              | -   Minimize impact on commuter and trucker travel    |
|              |     time reliability.                                 |
|              |                                                       |
|              | -   Maintain required parking and access for local    |
|              |     residents and businesses.                         |
|              |                                                       |
|              | -   Maintain unimpeded access for emergency vehicles. |
+--------------+-------------------------------------------------------+
| Transit user | -   Maintain scheduled travel times.                  |
|              |                                                       |
|              | -   Minimize transit bus dwell times.                 |
|              |                                                       |
|              | -   Maintain required transit station parking for     |
|              |     non-attendee transit users.                       |
+--------------+-------------------------------------------------------+

#### the event operations planning phase. Table 3-13 presents common, easy-to-measure measures of effectiveness (MOEs) for assessing the performance objectives that describe traffic operations. The identified MOEs represent day-of-event performance evaluation data, useful for: (1) making real-time adjustments to the traffic management plan on the day-of-event, (2) conducting a post-event evaluation of transportation system performance, and (3) referencing during advance planning for future event occurrences.

Table 3-13

Measures of Effectiveness for Assessing Performance Objectives

+---------------------+------------------------------------------------+
| # LOCATION          | **MEASURE OF**                                 |
|                     |                                                |
|                     | **EFFECTIVENESS**                              |
+---------------------+------------------------------------------------+
| Venue               | -   Occupancy and turnover rate                |
|                     |                                                |
| parking areas       | -   Arrival and departure service rate         |
|                     |                                                |
|                     | -   Time to clear parking lots                 |
+---------------------+------------------------------------------------+
| Intersections       | -   Vehicle delay                              |
|                     |                                                |
|                     | -   Queue length                               |
+---------------------+------------------------------------------------+
| Freeways and        | -   Travel time and delay                      |
|                     |                                                |
| streets             | -   Traffic volume to capacity ratio           |
|                     |                                                |
|                     | -   Traffic speed                              |
|                     |                                                |
|                     | -   Number and location of crashes and other   |
|                     |     incidents                                  |
|                     |                                                |
|                     | -   Traffic incident clearance time            |
+---------------------+------------------------------------------------+

#### [Planning Schedule and Deliverables]{.underline}

Figure 3-7 illustrates a high-level event operations planning schedule
for an event planning stakeholder group. The figure lists advance
planning activities and potential stakeholder meetings and public
hearings in a timeline relative to the planning deliverables. The
schedule indicates other stakeholder planning initiatives, such as the
development of a specialized transit plan to reduce event traffic
demand.

The planning schedule provides a generic timeline, recognizing that
actual event operations planning schedules vary considerably. For
instance, some major, roving planned special events, such as the U.S.
Golf Open, require an event operations planning phase spanning more than
one year.

#### [Public Outreach]{.underline}

Planned special events that may impact adjacent neighborhoods and
businesses usually require public involvement to address related
concerns. The public represents individual residents, businesses, and
associated community groups. Public outreach activities initiated early
in the event operations planning phase can reveal important issues that
local residents and businesses may have. Specific neighborhood impact
issues include heavy traffic demand on local streets and event patron
use of available local on-street parking. Soliciting these concerns
through public involvement, and addressing the issues in the planning
process, can improve relations and day-of-event operations.

The event planning team and public stakeholders should identify
potential problems prior to the development of the traffic management
plan. These problems can be identified by first understanding the event
scope with consideration given to current neighborhood traffic and
parking restrictions, traffic management plans deployed during past
planned special events, and identified problems experienced during past
events. With this information, the public stakeholders can make informed
decisions and provide valuable input to the event planning team.

![](media/image1.wmf)Figure 3-7

Event Operations Planning Schedule

#### [Stakeholder Review of Planning Products]{.underline}

The event operations planning phase includes intermediate and final
review periods for the event feasibility study and traffic management
plan. Stakeholder review concentrates on the identification and proposed
mitigation of event travel impacts. Effective and rapid stakeholder
review of event operations planning products requires: (1) an annotated
planning timeline, (2) a review process, and (3) performance standards.
An annotated planning timeline proves effective for monitoring team
progress. Adopting a formal review process reduces unnecessary delay in
producing event operations planning deliverables required to stage a
planned special event.

#### [Policies and Agreements]{.underline}

The establishment of special policies and agreements to support planning
and day-of-event management of planned special events facilitates
efficient stakeholder collaboration and defines important event support
stakeholder services that may be incorporated into a traffic management
plan for a particular planned special event. These initiatives improve
interagency relationships, clarify decision-making responsibilities and
expectations, and secure on-call services and agency actions.
Stakeholders may develop policies and agreements specific to a
particular planned special event or for all planned special events in a
region. Because of the potential significant time to develop and approve
a particular policy or agreement, stakeholders should establish these
initiatives early in the event operations planning phase or during the
program planning phase.

Table 3-14 summarizes four types of policies and agreements involving
stakeholders responsible for event operations planning and/or
day-of-event operations.

###### **Feasibility Study**

The structure and approach of a planned special event feasibility study
resembles a *Traffic Impact Study* required for planned developments, as
illustrated in Figure 3-8. The figure shows the sequential steps in
preparing a feasibility study for a planned special event.

Table 3-15 provides an overview of the first five feasibility study
components. The accuracy of one analysis influences that of another.
*Achieving predictability*, a goal of managing travel for planned
special events, represents the focus of a feasibility study effort.

The feasibility study gauges the impact a proposed event has on traffic
and parking operations in the vicinity of the venue. It determines if a
particular planned special event will cause travel problems, where and
when the problems will occur, and the magnitude of each identified
problem using various MOEs. Initially, the study is conducted *without*
roadway capacity improvements or initiatives to reduce travel demand.
Once the feasibility study identifies event travel problems,
practitioners can take steps to mitigate transportation system
deficiencies. These results define the scope of the traffic management
plan required to successfully manage travel for a planned special event.

#### [Travel Forecast]{.underline}

Travel forecast analysis involves estimating: (1) modal split, (2) event
traffic generation, and (3) traffic arrival rate. Event planning team
stakeholders that typically collaborate on this analysis include a
traffic operations agency, traffic engineering consultant, transit
agency, and event organizer.

Under the scope of a feasibility study, modal split concerns identifying
the existing modes of travel event patrons will use to access the event
venue site. Common travel modes include personal automobile, public
transit, and walking. Public transit refers to scheduled bus transit or
commuter rail. Transit agencies may assist in determining a base transit
split, without service incentives or promotion, for patrons traveling
to/from the event.

Table 3-14

Summary of Policies and Agreements Applicable to Managing Planned
Special Events

+---------------------+------------------------------------------------+
| **ITEM**            | **EXAMPLE APPLICATION**                        |
+---------------------+------------------------------------------------+
| Interagency         | -   Joint operations policy between            |
| agreement           |     stakeholders that establishes a shared     |
|                     |     role regarding event operations planning   |
|                     |     and day-of-event travel management.        |
|                     |                                                |
|                     | -   Memorandum of understanding defining       |
|                     |     stakeholder roles and responsibilities.    |
|                     |                                                |
|                     | -   Mutual-aid agreement facilitating resource |
|                     |     sharing and/or reimbursement for services. |
+---------------------+------------------------------------------------+
| Standard street use | -   Routes established under the program       |
| event routes        |     planning phase for recurring street use    |
|                     |     events such as parades and races.          |
+---------------------+------------------------------------------------+
| Toll facility       | -   Suspension of tolls during periods of      |
| congestion policy   |     heavy congestion.                          |
+---------------------+------------------------------------------------+
| Public-private      | -   On-call towing and recovery services       |
| towing agreement    |     during a special event.                    |
+---------------------+------------------------------------------------+

![](media/image1.wmf)

Figure 3-8

Feasibility Study Analysis Steps

Table 3-15

Feasibility Study Analysis Summary

+----------+-----------------+---------------------+------------------+
| # C      | # ANALYSIS      | # RESULT            | # APPLICATION    |
| OMPONENT |                 |                     |                  |
+----------+-----------------+---------------------+------------------+
| Travel   | -   Modal split | -   Number of trips | -   Input into   |
| forecast |                 |     by mode of      |     parking      |
|          |                 |     travel          |     demand       |
|          |                 |                     |     analysis.    |
|          |                 |                     |                  |
|          |                 |                     | -   Input into   |
|          |                 |                     |     traffic      |
|          |                 |                     |     demand       |
|          |                 |                     |     analysis.    |
+----------+-----------------+---------------------+------------------+
|          | -   Event       | -   Number of       |                  |
|          |     traffic     |     vehicle trips   |                  |
|          |     generation  |     by personal     |                  |
|          |                 |     automobile      |                  |
+----------+-----------------+---------------------+------------------+
|          | -   Traffic     | -   Number of trips |                  |
|          |     arrival     |     per unit of     |                  |
|          |     rate        |     time            |                  |
+----------+-----------------+---------------------+------------------+
| Market   | -   Event trip  | -   Geographic      | -   Input into   |
| area     |     origin      |     location of     |     traffic      |
| analysis |                 |     event trip      |     demand       |
|          |                 |     origins and     |     analysis.    |
|          |                 |     percent split   |                  |
+----------+-----------------+---------------------+------------------+
| Parking  | -   Background  | -   Number of       | -   Input into   |
| demand   |     parking     |     non-attendee    |     event        |
| analysis |     occupancy   |     vehicles per    |     parking      |
|          |                 |     parking area    |     occupancy.   |
|          |                 |     and unit of     |                  |
|          |                 |     time            |                  |
+----------+-----------------+---------------------+------------------+
|          | -   Event       | -   Number of       | -   Input into   |
|          |     parking     |     event-generated |     traffic      |
|          |     demand      |     vehicles per    |     demand       |
|          |                 |     parking area    |     analysis.    |
|          |                 |     and unit of     |                  |
|          |                 |     time            |                  |
+----------+-----------------+---------------------+------------------+
| Traffic  | -   Background  | -   Background      | -   Input into   |
| demand   |     traffic     |     traffic demand  |     roadway      |
| analysis |     flow        |     rate, adjusted  |     capacity     |
|          |                 |     for             |     analysis.    |
|          |                 |     event-required  |                  |
|          |                 |     road closures   |                  |
+----------+-----------------+---------------------+------------------+
|          | -   Event       | -   Event traffic   |                  |
|          |     traffic     |     demand rate per |                  |
|          |     assignment  |     assigned route  |                  |
+----------+-----------------+---------------------+------------------+
| Roadway  | -   Section and | -   Identification  | -   Input into   |
|          |     point       |     of capacity     |     traffic      |
| capacity |     capacity    |     constraints and |     management   |
|          |                 |     level of        |     plan.        |
| analysis |                 |     service         |                  |
|          |                 |                     | -   Input into   |
|          |                 |                     |     travel       |
|          |                 |                     |     demand       |
|          |                 |                     |     management   |
|          |                 |                     |     assessment.  |
+----------+-----------------+---------------------+------------------+
|          | -   Network     | -   Identification  |                  |
|          |     operations  |     of bottleneck   |                  |
|          |                 |     locations and   |                  |
|          |                 |     saturation flow |                  |
|          |                 |     rates           |                  |
+----------+-----------------+---------------------+------------------+

Unlike other traffic generators such as commercial developments, planned
special event practitioners typically have advance knowledge of event
attendance and, in turn, can develop traffic generation estimates via
vehicle occupancy factors. Table 3-16 outlines a two-step process for
forecasting event traffic generation. Input data includes a modal split
estimate since the traffic generation forecast aims to estimate the
number of event-generated trips by personal automobile. Vehicle
occupancy factors can serve as the basis for estimating event-generated
traffic.

In order to estimate peak traffic volumes generated by an event,
practitioners must estimate the time and scope of peak traffic flow
during event ingress and egress. Traffic arrival and departure rate
indicates the peak period (e.g., hour or 15 minute) of event-generated
traffic. The rate is used to determine the following key parameters for
input into the traffic demand analysis: (1) peak period time and (2)
percent of total event-generated traffic within the peak period. Event
operation characteristics that influence traffic arrival and departure
rates include:

-   Event time and duration -- e.g., specific start time, abrupt end
    time, continuous operation.

-   Event time of occurrence -- e.g., day/night, weekday/weekend.

-   Audience accommodation -- e.g., reserved seating, general admission.

-   Event type -- e.g., sports/concert, fair/festival, parade/race.

#### [Market Area Analysis]{.underline}

A market area analysis identifies the origin and destination of trips to
and from a planned special event. The analysis focuses on developing a
regional directional distribution of event patron trips to/from an event
site via personal automobile. The site refers to the collective parking
areas serving the venue. A regional directional distribution specifies:
(1) the freeway and arterial corridors serving the venue site and (2)
the percent split and volume of event-generated automobile trips
traversing each corridor.

Table 3-17 summarizes three analysis methods used to define a planned
special event market area.

#### [Parking Demand Analysis]{.underline}

A parking demand analysis functions to determine the amount of required
parking for event patrons in the vicinity of the event venue. A parking
occupancy study drives the overall analysis and determination of event
parking areas. This study indicates the level of parking spaces
occupied, relative to lot capacity, at intermittent time intervals. It
also specifies an estimate of peak parking demand, a figure particularly
useful for managing continuous events where parking space turnover
occurs throughout the event day.

Table 3-16

Traffic Generation Forecast Process

+----------+------------------+-------------------+-------------------+
| # C      | # DETAIL         |                   |                   |
| OMPONENT |                  |                   |                   |
+----------+------------------+-------------------+-------------------+
| Input    | -   Daily        | -   Percent       | -   Vehicle       |
| data     |     attendance   |     automobile    |     occupancy     |
|          |                  |     trips         |     factor        |
+----------+------------------+-------------------+-------------------+
| Method   | ***Step 1.***    |                   |                   |
|          | (Daily           |                   |                   |
|          | Attendance) x    |                   |                   |
|          | (Percent         |                   |                   |
|          | Automobile       |                   |                   |
|          | Trips) = Person  |                   |                   |
|          | Trips Via        |                   |                   |
|          | Automobile       |                   |                   |
|          |                  |                   |                   |
|          | ***Step 2.***    |                   |                   |
|          | (Person Trips) / |                   |                   |
|          | (Vehicle         |                   |                   |
|          | Occupancy        |                   |                   |
|          | Factor) =        |                   |                   |
|          | Vehicle Trips    |                   |                   |
+----------+------------------+-------------------+-------------------+
| Result   | -   Number of    |                   |                   |
|          |     vehicle      |                   |                   |
|          |     trips by     |                   |                   |
|          |     personal     |                   |                   |
|          |     automobile   |                   |                   |
|          |     both to and  |                   |                   |
|          |     from the     |                   |                   |
|          |     event        |                   |                   |
+----------+------------------+-------------------+-------------------+

Table 3-17

Market Area Analysis Methods

+--------------+-------------------------------------------------------+
| # METHOD     | # DESCRIPTION                                         |
+--------------+-------------------------------------------------------+
| Travel time  | -   Determine population distribution within travel   |
| analysis     |     time threshold of event venue.                    |
+--------------+-------------------------------------------------------+
| Distance     | -   Determine population distribution within distance |
| analysis     |     radius of event venue.                            |
+--------------+-------------------------------------------------------+
| Origin       | -   Determine weighted distribution of known origins  |
| location     |     by place or zip code.                             |
|              |                                                       |
| analysis     |                                                       |
+--------------+-------------------------------------------------------+

Figure 3-9 presents a parking demand analysis process used to determine
the adequacy of event venue (on-site) parking and the identification of
appropriate off-site parking areas. The flowchart denotes an analysis
conducted for a one-time interval. Practitioners should perform an
iterative parking demand analysis, over hourly time periods as
necessary, if considering parking areas characterized by high background
parking turnover.

#### [Traffic Demand Analysis]{.underline}

A traffic demand analysis determines: (1) a local area directional
distribution and (2) the overall assignment of event-generated traffic.
This analysis references results obtained through the travel forecast,
market area analysis, and parking demand analysis.

The local area directional distribution indicates freeway ramps and
intersections, including turning movements, traversed by event-generated
traffic arriving to or departing from a planned special event. The
regional directional distribution, as determined in the market area
analysis, quantifies the percentage of event patron trips (e.g.,
origins) by regional freeway and arterial corridor, and the planned
special event parking areas, as determined in the parking demand
analysis, represent *sink nodes* or location of trip destination.

Traffic demand analysis includes developing composite background and
event-generated traffic projections for all roadway system facilities
serving the event venue. Composite traffic volumes expressed as an
hourly (or sub-hourly) rate meet roadway capacity analysis input
requirements. These rates identify the peak hour capacity analysis
periods during event patron arrival and/or departure. Practitioners must
adjust background traffic volumes to account for displaced and diverted
traffic due to road closures required to stage the planned special
event.

As a preliminary step to assess the need to perform a detailed roadway
capacity analysis, draw a circular screen line (e.g., 0.5 to 1 mile
radius) around the event venue site. Note each roadway segment
intercepted by the screen line, and estimate the segment's capacity in
each direction of travel. Create a chart of hourly composite traffic
volumes for each identified segment, and assess capacity deficiencies in
both directions of travel.

#### [Roadway Capacity Analysis]{.underline}

A roadway capacity analysis uses traffic demand analysis results to
measure the impact of a proposed planned special event on roadway system
operations. At the feasibility study level, a roadway capacity analysis
references existing roadway facility operations and capacity (e.g., no
reverse flow operation or other capacity enhancements). The analysis
assumes pedestrian access management strategies will minimize
pedestrian/vehicular conflicts, and parking area

![](media/image1.wmf)

Figure 3-9

Parking Demand Analysis Process

access points provide sufficient service flow rates through proper
design. Regardless of capacity analysis outcome, pedestrian
accommodation and parking management represent key considerations in a
planned special event traffic management plan.

Roadway capacity analysis involves freeway segments, freeway junctions
such as ramps and weaving areas, street segments, signalized
intersections, and unsignalized intersections. To evaluate these
facilities, practitioners can employ one of two approaches: (1) analyze
section and point capacity using Highway Capacity Manual recommended
methodologies or (2) analyze network operations using a computer traffic
simulation model.

#### [Mitigation of Impacts]{.underline}

Mitigating anticipated planned special event impacts on travel
represents the ultimate goal of conducting a feasibility study. The
mitigation of congestion and potential safety impacts identified through
a feasibility study requires development of a traffic management plan
and complementing travel demand management strategies. In turn,
practitioners can utilize the tools and techniques used to determine
feasibility study results in order to evaluate various mitigation
strategies and determine if the selected strategies adequately mitigate
identified transportation system deficiencies.

Table 3-18 lists numerous tools for mitigating planned special event
impacts on local roadway and regional transportation system operations.
In meeting the overall travel management goal of *achieving efficiency*,
these tools target utilizing the excess capacity of the roadway system,
parking facilities, and transit.

###### **Traffic Management Plan**

A traffic management plan indicates *how* traffic, parking, and
pedestrian operations will be managed on the day-of-event. The plan
contains strategies and tactics for mitigating travel impacts identified
in a planned special event feasibility study analysis. It also
accommodates planned travel demand management initiatives aimed at
improving transportation system operations on the day-of-event.

The scope of a traffic management plan varies for each planned special
event, even for events happening in the same jurisdiction or region.
Different strategies and tactics are successful in handling different
categories of planned special events occurring in metropolitan, urban,
and rural areas. A successful traffic management plan satisfies both
the: (1) customer requirements of all transportation system users and
(2) allotted budget for personnel and equipment resources assigned to
the day-of-event operation.

The key components of a traffic management plan for planned special
events include:

-   Site access and parking plan

-   Pedestrian access plan

-   Traffic flow plan

-   Traffic control plan

-   En-route traveler information plan

-   Traffic surveillance plan

-   Traffic incident management and safety plan

#### [Special Considerations]{.underline}

The event planning team must create a flexible traffic management plan
that accommodates modifications on the day-of-the-event as well as
special considerations

Table 3-18

Tools for Mitigating Planned Special Event Impacts on Transportation
System Operations

+----------------------------------+-----------------------------------+
| # CATEGORY                       | # EXAMPLE TOOLS                   |
+----------------------------------+-----------------------------------+
| ## *Traffic Co                   |                                   |
| ntrol and Capacity Improvements* |                                   |
+----------------------------------+-----------------------------------+
| Freeway traffic control          | -   Ramp closures or additional   |
|                                  |     capacity                      |
|                                  |                                   |
|                                  | -   Alternate routes              |
|                                  |                                   |
|                                  | -   Ramp metering                 |
+----------------------------------+-----------------------------------+
| Street traffic control           | -   Lane control                  |
|                                  |                                   |
|                                  | -   Alternative lane operations   |
|                                  |                                   |
|                                  | -   Road closures                 |
|                                  |                                   |
|                                  | -   On-street parking             |
|                                  |     restrictions                  |
|                                  |                                   |
|                                  | -   Trailblazer signing           |
|                                  |                                   |
|                                  | -   Parking management systems    |
+----------------------------------+-----------------------------------+
| Intersection traffic control     | -   Access and turn restrictions  |
|                                  |                                   |
|                                  | -   Advance signing to improve    |
|                                  |     traffic circulation           |
|                                  |                                   |
|                                  | -   Traffic signal timing and     |
|                                  |     coordination                  |
+----------------------------------+-----------------------------------+
| Traffic incident management      | -   Service patrols               |
|                                  |                                   |
|                                  | -   Tow truck staging             |
|                                  |                                   |
|                                  | -   Advance congestion warning    |
|                                  |     signs                         |
|                                  |                                   |
|                                  | -   Portable lighting             |
+----------------------------------+-----------------------------------+
| ## *Traffic Management*          |                                   |
+----------------------------------+-----------------------------------+
| Traffic surveillance             | -   Closed circuit television     |
|                                  |     systems                       |
|                                  |                                   |
|                                  | -   Field observation             |
|                                  |                                   |
|                                  | -   Aerial observation            |
|                                  |                                   |
|                                  | -   Media reports                 |
|                                  |                                   |
|                                  | -   Portable traffic management   |
|                                  |     systems                       |
+----------------------------------+-----------------------------------+
| En-route traveler information    | -   Changeable message signs      |
|                                  |                                   |
|                                  | -   Highway advisory radio        |
|                                  |                                   |
|                                  | -   Media                         |
|                                  |                                   |
|                                  | -   Static signing                |
|                                  |                                   |
|                                  | -   Destination signing           |
+----------------------------------+-----------------------------------+
| ## *Travel Demand Management*    |                                   |
+----------------------------------+-----------------------------------+
| Transit incentives               | -   Public transit service        |
|                                  |     expansion                     |
|                                  |                                   |
|                                  | -   Express bus service from park |
|                                  |     and ride lots                 |
|                                  |                                   |
|                                  | -   Charter bus service           |
+----------------------------------+-----------------------------------+
| High occupancy vehicle           | -   Preferred parking             |
| incentives                       |                                   |
|                                  | -   Reduced parking cost          |
+----------------------------------+-----------------------------------+
| Event patron incentives          | -   Pre-event and post-event      |
|                                  |     activities                    |
+----------------------------------+-----------------------------------+
| Bicyclist accommodation          | -   Bicycle routes and available  |
|                                  |     parking/lock-up               |
+----------------------------------+-----------------------------------+
| Local travel demand management   | -   Background traffic diversion  |
|                                  |                                   |
|                                  | -   Truck diversion               |
+----------------------------------+-----------------------------------+
| Pre-trip traveler information    | -   Internet                      |
|                                  |                                   |
|                                  | -   Telephone information systems |
|                                  |                                   |
|                                  | -   Public information campaign   |
|                                  |                                   |
|                                  | -   Event and venue               |
|                                  |     transportation guide          |
|                                  |                                   |
|                                  | -   Media                         |
+----------------------------------+-----------------------------------+

that surface prior to the planned special event.

Table 3-19 lists the various groups that either attend or have a direct
interest in a planned special event. Throughout the traffic management
plan development process, the event planning team must regularly monitor
and communicate any special considerations that arise in conjunction
with the needs of the groups attending the event.

Table 3-19

Groups Attending a Planned Special Event

+-----------------------------------------------------------------------+
| # GROUP                                                               |
+-----------------------------------------------------------------------+
| -   Participants                                                      |
|                                                                       |
| -   Spectators                                                        |
|                                                                       |
| -   Event sponsor                                                     |
|                                                                       |
| -   Dignitaries                                                       |
|                                                                       |
| -   Media                                                             |
|                                                                       |
| -   Non-ticketed visitors                                             |
|                                                                       |
| -   Street vendors                                                    |
+-----------------------------------------------------------------------+

#### [Contingency Planning]{.underline}

Contingency planning represents *event insurance*. While stakeholders
may consume additional time and resources during advance planning for a
planned special event, the availability of contingency plans helps
mitigate a potential systemic breakdown of the transportation system
during an unexpected event occurring at or near the same time as the
planned special event. Key steps in contingency planning include:

-   Develop a traffic management plan that is *scenario-based*.

-   Consider and plan for a range of possible unplanned scenarios. Table
    3-20 provides a contingency plan checklist for planned special
    events.

-   Determine changes in operation due to unplanned scenarios.

Table 3-20

Contingency Plan Checklist

+-----------------------------------------------------------------------+
| # CONTINGENCY                                                         |
+-----------------------------------------------------------------------+
| -   Weather                                                           |
|                                                                       |
|     -   Severe weather outbreak                                       |
|                                                                       |
|     -   Flooding on event site access routes                          |
|                                                                       |
|     -   Flooding in event parking areas                               |
|                                                                       |
|     -   Parking during wet weather                                    |
|                                                                       |
| -   Security threat                                                   |
|                                                                       |
| -   Major traffic incident                                            |
|                                                                       |
| -   Delayed event                                                     |
|                                                                       |
| -   Event cancellation                                                |
|                                                                       |
| -   Absence of trained personnel and volunteers on the day-of-event   |
|                                                                       |
| -   Equipment breakdown                                               |
|                                                                       |
| -   Demonstration or protest                                          |
|                                                                       |
| -   Unruly spectator behavior                                         |
|                                                                       |
| -   Overcrowding                                                      |
|                                                                       |
| -   Event patron violence                                             |
+-----------------------------------------------------------------------+

#### [Site Access and Parking Plan]{.underline}

A site access and parking plan contains operations strategies for
managing automobile, bus, taxi, and limousine traffic destined to and
from the following areas in the vicinity of a planned special event
venue: (1) public parking area, (2) reserved (permit) parking area, (3)
overflow parking area, and (4) pick-up/drop-off area. The event planning
team must create a flexible plan that contains proactive strategies for
responding to real-time event patron travel patterns driven by their
choice of public parking areas, especially if parking fees vary from lot
to lot. Traffic destined to the three other site areas has a fixed
ingress and egress pattern as specified in the plan through lot
assignments and permitted movements.

Site access and parking plan development involves a three-step process:
(1) access, (2) process, and (3) park:

-   Access refers to getting event traffic from the adjacent street
    system to their destination, such as a parking area or

> pick-up/drop-off area, during ingress and vice versa during egress.
> The traffic management team manages the access operations component.

-   Process involves activities necessary to "approve" vehicles for
    entry into a parking area. A fee transaction between a parking area
    operator and motorist represents a common process activity.

-   Park involves handling vehicles from a process point to a parking
    space. A parking team and associated volunteers operate the process
    and park components. A breakdown in any one of the three components
    can result in congestion extending to the adjacent street system and
    possibly to freeway and arterial corridors serving the planned
    special event.

In order to facilitate safe and quick spectator and participant travel
to/from the event site, the site access and parking plan should specify
tactics that prevent potential congestion on parking area access roads
and allow for good circulation on roadways surrounding the event site.
Table 3-21 indicates site access and circulation considerations
applicable to the development of a site access and parking plan.

The objective of designing and operating parking areas involves
providing an access point capacity in excess of the peak rate of traffic
flow that traverses the driveway. Any planned special event parking area
that requires a fee or permit for access has a service facility in-place
to process vehicles entering the lot. Therefore, a first-in-first-out
queuing system exists.

Queuing happens when the arrival rate exceeds the service rate. The
arrival rate denotes the number of vehicles traversing a single parking
area access point over some period of time. The service rate is the
number of vehicles the service facility can process over some period of
time. The magnitude of this rate depends on the number of servers (e.g.,
staff or automated gates) that comprise the service facility and server
efficiency. A parking area queuing system operates stochastically.
Traffic arrival rates will vary, and individual transaction times that
collectively determine the service rate will also vary. In designing a
service facility for a planned special event parking area, select a
conservative server service time (e.g., the time to serve one vehicle)
and determine the required number of servers that can process the
maximum anticipated arrival rate with one server on break.

Table 3-21

Site Access and Circulation Considerations

+---------------------+------------------------------------------------+
| # CONSIDERATION     | # TACTIC                                       |
+---------------------+------------------------------------------------+
| Parking area        | -   Right turn circulation pattern             |
| ingress             |                                                |
|                     | -   Contraflow operation                       |
|                     |                                                |
|                     | -   Shoulder utilization                       |
|                     |                                                |
|                     | -   Lane channelization                        |
|                     |                                                |
|                     | -   Parking area overflow access points        |
+---------------------+------------------------------------------------+
| Pick-ups and        | -   Use of off-street areas                    |
| drop-offs           |                                                |
|                     | -   Designation of pick-up/drop-off areas to   |
|                     |     avoid conflict with primary traffic        |
|                     |     ingress/egress routes                      |
|                     |                                                |
|                     | -   Storage area                               |
+---------------------+------------------------------------------------+
| Parking area egress | -   Right turn circulation pattern             |
|                     |                                                |
|                     | -   Preservation of adjacent street flow       |
|                     |                                                |
|                     | -   Provision of rapid parking area unloading  |
+---------------------+------------------------------------------------+

Parking operators and volunteers must meet the following two
requirements for parking vehicles:

-   Park vehicles at the same rate as those being processed.

-   Minimize pedestrian/vehicular conflicts inside parking areas.

The event planning team should design a site and parking plan to service
both the traffic management team and event patrons. Pre-trip traveler
information dissemination (via media, websites, mailings, brochures)
should include elements of the site and parking plan. Table 3-22
contains a site and parking plan development checklist.

[Pedestrian Access Plan]{.underline}

A pedestrian access plan provides for the safe and efficient movement of
pedestrians within the immediate area of the venue. This includes
accommodating pedestrian trips to/from several mode transfer points in a
planned special event activity network. These points include site
parking areas, transit stations, express/charter bus stations, shuttle
bus stations, and pick-up/drop-off areas. Moreover, some event patrons
may make their entire trip, originating from home or work, on foot. In
meeting the managing travel for planned special events goal of *ensuring
safety*, the event planning team must develop a plan that: (1)
accommodates pedestrians accessing an event via a network of safe
walking routes and (2) minimizes pedestrian/vehicular conflicts.

A successfully implemented pedestrian access plan for planned special
events permits *rapid dispersion* of pedestrian flow. Although high
pedestrian volumes encompass the immediate venue area during ingress and
egress, the plan effects efficient access through a radial network of
pedestrian routes. It also includes time-sensitive strategies to
minimize overcrowding conditions at venue gates and mode transfer
points. The plan also considers a continuous shuttle bus service
operations detail to handle event patrons destined to/from satellite
parking areas and transit stations not easily accessible by foot.

Pedestrian access routes are comprised of two components:

-   A *routing* component, consisting of sidewalks or paths between
    street intersections.

-   A *crossing* component, consisting of infrastructure or other
    vehicle control measure that allows pedestrians to cross a street
    safely.

Planned special event pedestrian management involves the implementation
of integrated control tactics to facilitate pedestrian routing and
crossing between a mode transfer point and the event venue.

Two strategies for managing pedestrian flow on walkways during planned
special events include:

-   Locating access route termini.

-   Providing additional, temporary pedestrian walkway capacity.

Table 3-23 describes tactics for improving the safety and capacity of
pedestrian street crossings. Use of a temporary pedestrian bridge
represents an effective tactic for crossing wide streets or roadways
where traffic throughput is emphasized. Temporary street closures during
event egress allow the venue to empty faster and permits pedestrians to
disperse to a number of adjacent mode transfer points and pedestrian
access routes. Mid-block crossings not only

Table 3-22

Site and Parking Plan Checklist

+-----------+----------------------------------------------------------+
| **        | **PROVISION**                                            |
| ELEMENT** |                                                          |
+-----------+----------------------------------------------------------+
| Event     | -   Highlight free, pay (state rates), and reserved      |
| patron    |     (permit) parking areas.                              |
|           |                                                          |
| parking   | -   Indicate lots where tailgating is permitted.         |
| areas     |                                                          |
|           | -   Show specific parking area access points and state   |
|           |     restrictions.                                        |
|           |                                                          |
|           | -   Indicate number of entrance/exit lanes (or servers)  |
|           |     at each access point.                                |
|           |                                                          |
|           | -   Designate lots by a number or letter and provide     |
|           |     lot-specific directions.                             |
|           |                                                          |
|           | -   State time parking areas open, particularly if time  |
|           |     varies by parking area.                              |
|           |                                                          |
|           | -   Discuss features of each parking area (e.g., paved,  |
|           |     staffed, lighting, security).                        |
|           |                                                          |
|           | -   State estimated walking time from each parking area. |
|           |                                                          |
|           | -   Indicate connecting pedestrian access routes.        |
|           |                                                          |
|           | -   Show overflow parking areas, state distance from     |
|           |     venue, and indicate criteria for operation (e.g.,    |
|           |     sell-out).                                           |
|           |                                                          |
|           | -   Indicate parking areas for motorcycles.              |
|           |                                                          |
|           | -   Indicate parking areas for recreational vehicles     |
|           |     (e.g., overnight parking).                           |
|           |                                                          |
|           | -   Furnish map of available off-site parking areas.     |
|           |                                                          |
|           |     -   Include information on street regulations (e.g., |
|           |         one- or two-way) and connections to freeways and |
|           |         major arterials.                                 |
|           |                                                          |
|           |     -   State on-street parking restrictions.            |
|           |                                                          |
|           |     -   Specify private parking area regulations (e.g.,  |
|           |         egress control).                                 |
|           |                                                          |
|           |     -   Indicate location of entrance/exit points to     |
|           |         off-street parking areas.                        |
|           |                                                          |
|           |     -   Include rates if available.                      |
|           |                                                          |
|           |     -   Show restricted off-site parking areas (e.g.,    |
|           |         residential neighborhoods, etc.)                 |
+-----------+----------------------------------------------------------+
| Gate      | -   Indicate gate names as shown on event patron         |
| access    |     tickets.                                             |
|           |                                                          |
| in        |                                                          |
| formation |                                                          |
+-----------+----------------------------------------------------------+
| VIP       | -   Show VIP (e.g., official guest / sponsor) parking    |
| in        |     areas.                                               |
| formation |                                                          |
|           | -   Show credential pick-up location.                    |
|           |                                                          |
|           | -   Show hospitality areas.                              |
+-----------+----------------------------------------------------------+
| Shuttle   | -   Display shuttle route and all stations.              |
| bus route |                                                          |
| and       | -   State cost, and emphasize free services.             |
| stations  |                                                          |
+-----------+----------------------------------------------------------+
| Drop-off  | -   Show access points and circulation lanes for         |
| / pick-up |     transit/taxi/limo/shuttle service.                   |
| sites     |                                                          |
|           | -   Show exclusive bus lanes.                            |
|           |                                                          |
|           | -   Show transit / express bus stations.                 |
|           |                                                          |
|           | -   Indicate general drop-off / pick-up sites where      |
|           |     turnaround is permitted.                             |
|           |                                                          |
|           | -   Indicate valet parking drop-off.                     |
|           |                                                          |
|           | -   Show disabled drop-off / pick-up site.               |
+-----------+----------------------------------------------------------+
| Other     | -   Show express/charter bus parking area.               |
| parking   |                                                          |
| areas     | -   Show limousine parking area.                         |
|           |                                                          |
|           | -   Show media parking area.                             |
|           |                                                          |
|           | -   Show venue employee parking area.                    |
+-----------+----------------------------------------------------------+
| Disabled  | -   State specific location (e.g., first row) of         |
| parking   |     disabled-only spaces in general parking areas.       |
| areas     |                                                          |
|           | ```{=html}                                               |
|           | <!-- -->                                                 |
|           | ```                                                      |
|           | -   Indicate number of spaces available.                 |
+-----------+----------------------------------------------------------+
| Other     | -   Show aerial map.                                     |
|           |                                                          |
| consi     | -   Promote advance purchase (permit) options.           |
| derations |                                                          |
|           | -   Indicate towed vehicle (e.g., illegally parked)      |
|           |     pick-up area.                                        |
|           |                                                          |
|           | -   Emphasize new provisions (e.g., new parking areas,   |
|           |     etc.).                                               |
|           |                                                          |
|           | -   Present map in grid format for easy reference.       |
|           |                                                          |
|           | -   Prepare maps for different venue events if parking   |
|           |     plan varies.                                         |
|           |                                                          |
|           | -   Draw map to scale.                                   |
|           |                                                          |
|           | -   Show private property.                               |
|           |                                                          |
|           | -   Display landmarks.                                   |
|           |                                                          |
|           | -   Indicate municipal fireworks viewing areas.          |
+-----------+----------------------------------------------------------+

Table 3-23

Pedestrian Crossing Tactics

+----------------------+-----------------------------------------------+
| **TACTIC**           | **APPLICATION**                               |
+----------------------+-----------------------------------------------+
| Temporary pedestrian | -   Provides uninterrupted flow.              |
| bridge               |                                               |
|                      | -   Achieves total separation of pedestrians  |
|                      |     and vehicles.                             |
|                      |                                               |
|                      | -   Enhances pedestrian safety.               |
+----------------------+-----------------------------------------------+
| Street closure       | -   Provides uninterrupted flow.              |
|                      |                                               |
|                      | -   Accommodates very heavy pedestrian        |
|                      |     volume.                                   |
|                      |                                               |
|                      | -   Allows pedestrian dispersion.             |
|                      |                                               |
|                      | -   Requires officer control.                 |
+----------------------+-----------------------------------------------+
| Mid-block street     | -   Provides interrupted flow.                |
| crossing             |                                               |
|                      | -   Avoids pedestrian conflict with turning   |
|                      |     vehicles.                                 |
|                      |                                               |
|                      | -   Requires officer control.                 |
+----------------------+-----------------------------------------------+
| Staffed crossings    | -   Provides interrupted flow.                |
|                      |                                               |
|                      | -   Accommodates light pedestrian volume.     |
+----------------------+-----------------------------------------------+

reduce the likelihood of vehicle-pedestrian collisions, but accident
severity as well.

The pedestrian access plan must accommodate disabled event patrons
arriving via all travel modes serving a planned special event. This
involves examining all routes that a disabled event patron may traverse
and, in turn, ensuring the patron has an unimpeded path from mode
transfer point to venue seat. Accessible pedestrian routes must: (1)
maintain a minimum path width, (2) include curb cuts and temporary ramps
for negotiating grade separations, and (3) conform to local Americans
with Disabilities Act (ADA) regulations. If a particular route (e.g.,
from express/charter bus station or transit station) does not meet
accessibility requirements, then accessible shuttles must operate
between affected mode transfer points and accessible pick-up/drop-off
areas.

A shuttle bus service should be operated continuously within the venue
site area during event ingress and egress, with the service schedule
revolving around event patron arrivals and departures. Common shuttle
service to/from a planned special event venue include: (1) satellite
parking area service, (2) transit station service, and (3) employee
parking area service. A particular planned special event may involve
multiple private and public (e.g., transit agency) shuttle service
operators, all of whom must coordinate with the event planning team on
service details and station locations. Successful shuttle bus services
positively influence the travel mode or destination (e.g., off-site)
choice made by persons traveling to and from a planned special event.

The end result in shuttle bus service design involves determining the
required number of buses to meet expected ridership levels. Based on
event category and associated operations characteristics, the number of
shuttle buses needed during event ingress and egress may vary.

A temporary shuttle bus station will exist at both a mode transfer point
and at the event venue. Station design and operations should facilitate
the rapid loading and unloading of shuttle passengers without impacting
adjacent traffic operations and pedestrian movement. Because of the high
concentration of pedestrian traffic at the event venue during ingress
and egress, venue station design is critical. On-site shuttle bus
stations should: (1) facilitate easy shuttle bus access, (2) provide a
defined passenger waiting area, (3) promote an orderly queue formation,
and (4) shield waiting passengers from adjacent vehicular and pedestrian
traffic.

Table 3-24 lists pertinent pedestrian access plan informational elements
of interest to event patrons and participants. A traffic flow map or
traffic control plan, prepared as a traveler information tool, may
contain callouts to pedestrian facilities and day-of-event control
tactics.

Table 3-24

Pedestrian Access Plan Checklist

+-----------------------------------------------------------------------+
| # ELEMENT                                                             |
+-----------------------------------------------------------------------+
| -   Show recommended pedestrian access routes.                        |
|                                                                       |
| -   Show pedestrian bridges and tunnels.                              |
|                                                                       |
| -   Indicate special pedestrian crossing tactics (e.g., street        |
|     closure or mid-block crossings)                                   |
|                                                                       |
| -   Show shuttle bus route, direction of travel, stop locations, and  |
|     loading and unloading areas.                                      |
|                                                                       |
| -   Show vertical connections between infrastructure levels (e.g.,    |
|     stairs, escalator, elevator, ramps).                              |
|                                                                       |
| -   Show designated pedestrian crossings at street use event venues.  |
|                                                                       |
| -   Indicate special regulations.                                     |
|                                                                       |
| -   Highlight pedestrian access routes and crossings suitable for     |
|     disabled event patrons.                                           |
+-----------------------------------------------------------------------+

#### [Traffic Flow Plan]{.underline}

The preparation of a traffic flow plan represents a required preliminary
step to the design of a traffic control plan. The traffic demand
analysis component of a feasibility study indicates the freeway/arterial
corridors and local streets that event patrons will utilize to access
the venue site area. In developing a traffic flow plan, the event
planning team modifies predicted flow routes to maximize transportation
system operating efficiency on the day-of-event while meeting public
safety agency needs. In turn, a traffic control plan facilitates traffic
flow on recommended flow routes through service-enhancing strategies and
tactics that handle forecasted event traffic demand on these routes.

The advantage of developing a traffic flow plan is two-fold:

-   Allows the event planning team to influence and control event patron
    patterns of ingress and egress.

-   Provides important advance information for event patrons and
    participants regarding *best access* routes to the event.

The traffic flow plan must account for two types of traffic flow routes:
*corridor* and *local*:

-   Corridor flow routes include the freeways and major arterial
    roadways serving the planned special event venue.

-   Local flow routes traverse the street system adjacent to the event
    venue and service a particular parking area or pick-up/drop-off
    point.

-   A *target point* represents the point of connection between corridor
    and local flow routes, characterized by a freeway interchange or
    major arterial intersection.

-   On the day-of-event, the management of corridor flow routes
    typically involves surveillance and dissemination of traveler
    information regarding target point and local flow route operations.
    The traffic management team implements traffic control initiatives
    beginning at the target point and continuing along the local flow
    route.

Figure 3-10 describes a process for assessing corridor and/or local
traffic flow routes. Traffic control strategies for increasing corridor
route capacity include eliminating weaving areas or other ramp control
tactics. Strategies for local routes include striping

![](media/image1.wmf)Figure 3-10

Traffic Flow Route Assessment Process

additional travel lanes to handle flow in the predominant direction,
restricting turning movements, and revising traffic signal timing plans.
The "Traffic Control Plan" section describes these strategies and other
mitigation alternatives in greater detail.

Other considerations involved in the development of traffic flow plans
include:

-   Emergency access routes

-   Background traffic accommodation

-   Transit accommodation

Emergency access route planning involves designating street closures or
emergency access lanes within the venue site area to connect to some or
all of the following termini: (1) public safety (e.g., fire and
emergency medical service) headquarters, (2) local hospital, (3) freeway
or major arterial serving a regional hospital, and (4) location of
staged ambulances and first-aid stations for on-site medical treatment.

Table 3-25 presents a range of passive (e.g., traveler information
dissemination only) and aggressive (e.g., physical traffic control)
tactics for accommodating background traffic during a planned special
event.

A traffic management plan that prioritizes bus flow to and from the
venue site area positively influences the utility associated with
transit and other travel choices involving express bus, charter bus, or
shuttle bus transport. Transit agencies should operate on scheduled bus
transit routes up until the last possible point to divert around a road
closure required to stage a planned special event. This avoids user
confusion and minimizes inconvenience to non-event attendees.

Table 3-26 lists tactics for accommodating scheduled and event-generated
bus service.

The traffic flow plan serves stakeholders managing the planned special
event in addition to event patrons and participants. The

Table 3-25

Tactics for Accommodating Background Traffic during Planned Special
Events

+---------+----------------------+------------------------------------+
| **USER  | **TACTIC**           | **BENEFIT**                        |
| GROUP** |                      |                                    |
+---------+----------------------+------------------------------------+
| R       | -                    | -   Maintains mobility.            |
| egional |   Freeway-to-freeway |                                    |
| through |     diversion        | -   Reduces the level of           |
| traffic |     beginning a      |     background traffic on corridor |
|         |     significant      |     flow routes serving the venue. |
|         |     distance         |                                    |
|         |     upstream of an   |                                    |
|         |     event venue.     |                                    |
+---------+----------------------+------------------------------------+
| Local   | -                    | -   Eliminates non-attendee        |
| through | Arterial-to-arterial |     exposure to venue site area.   |
| traffic |     diversion        |                                    |
|         |                      | -   Discourages cruising around    |
|         |                      |     site area.                     |
|         |                      |                                    |
|         |                      | -   Allows public to become        |
|         |                      |     familiar with route after      |
|         |                      |     repeated implementation.       |
+---------+----------------------+------------------------------------+
| Neigh   | -   Parking          | -   Permits resident access to     |
| borhood |     restrictions     |     on-street parking spaces.      |
| re      |                      |                                    |
| sidents |                      | -   Permits employee and customer  |
| and     |                      |     access to public parking       |
| bus     |                      |     areas.                         |
| inesses |                      |                                    |
+---------+----------------------+------------------------------------+
|         | -   Traffic control  | -   Restricts neighborhood area    |
|         |     points           |     access to residents and        |
|         |                      |     business employees.            |
+---------+----------------------+------------------------------------+
|         | -   Signing and      | -   Directs customers to           |
|         |     alternate routes |     businesses and other traffic   |
|         |                      |     generators.                    |
+---------+----------------------+------------------------------------+

Table 3-26

Bus Accommodation Tactics

+-----------------------------------------------------------------------+
| # TACTIC                                                              |
+-----------------------------------------------------------------------+
| -   Exclusive bus route                                               |
|                                                                       |
| -   Exclusive/priority bus lane                                       |
|                                                                       |
| -   On-demand communication with TMC or command post                  |
+-----------------------------------------------------------------------+

product of strategic route planning involves informing event patrons of
best access routes to and from the planned special event. Stakeholders
can communicate preferred route directions via: (1) event patron ticket
mailings, (2) media public information campaigns, and (3) event, venue,
or traffic information websites.

Table 3-27 contains a traffic flow plan development checklist.

#### [Traffic Control Plan]{.underline}

Freeways represent corridor flow routes serving event patrons and
participants destined to/from a planned special event from various parts
of a region and beyond. These corridor flow routes connect to local,
street-level flow routes that, in turn, serve event venue parking areas.
A freeway interchange marks the point of connection, or target point,
between corridor flow routes and local flow routes. Together, the three
entities comprise the roadway system servicing a planned special event.
The scope of traffic control expands and contracts, proportionally to
system performance, during event ingress and egress.

The main objective of freeway management during planned special events
involves minimizing freeway mainline congestion. Freeway traffic control
tactics implemented in response to local traffic flow or ramp operation
degradation preserve freeway mainline operations. Freeway traffic
control and management strategies for planned special events include
traveler information dissemination and interchange operations.

Traveler information disseminated upstream of freeway interchanges
serving an event venue effectively: (1) introduces all freeway users to
critical traffic management plan components affecting traffic flow in
the vicinity of the event venue and (2) facilitates freeway lane
management as motorists learn of temporary freeway ramp control tactics

Table 3-27

Traffic Flow Plan Checklist

+---------+------------------------------------------------------------+
| #####   | **PROVISION**                                              |
| ELEMENT |                                                            |
+---------+------------------------------------------------------------+
| Event   | -   Indicate recommended freeway ramps, by route           |
| patron  |     direction, to/from event venue or specific parking     |
| c       |     area.                                                  |
| orridor |                                                            |
| flow    | -   Indicate corridor target points representing a         |
| route   |     connection to local flow routes.                       |
|         |                                                            |
|         | -   State freeway or arterial lane assignments for event   |
|         |     traffic (e.g., event traffic two right-lanes).         |
|         |                                                            |
|         | -   Furnish information on roadway construction projects,  |
|         |     as applicable, and indicate alternate routes.          |
|         |                                                            |
|         | -   Indicate modified ramp control tactics (e.g.,          |
|         |     closures/additional lanes).                            |
|         |                                                            |
|         | -   Show freeway interchange configurations (and direction |
|         |     of travel) and exit numbers.                           |
|         |                                                            |
|         | -   State tolls, if applicable.                            |
+---------+------------------------------------------------------------+
| Event   | -   Show connection to corridor flow route.                |
| patron  |                                                            |
| local   | -   Indicate local streets that connect to freeway         |
| flow    |     entrance/exit ramps.                                   |
| route   |                                                            |
|         | -   Indicate recommended flow route to/from general and    |
|         |     reserved parking areas (minimum) or individual parking |
|         |     areas (recommended).                                   |
|         |                                                            |
|         | -   Indicate one-way streets.                              |
|         |                                                            |
|         | -   Show all road segment closures.                        |
|         |                                                            |
|         | -   Specify permitted turning movements.                   |
|         |                                                            |
|         | -   Emphasize controlled turn areas (turns prohibited or   |
|         |     only one turn allowed).                                |
|         |                                                            |
|         | -   List modified roadway striping (e.g., reversible lanes |
|         |     or contra-flow).                                       |
|         |                                                            |
|         | -   Indicate event participant/VIP access routes.          |
+---------+------------------------------------------------------------+
| T       | -   Promote use of regional park & ride locations and      |
| raveler |     event satellite parking areas.                         |
|         |                                                            |
| info    | -   Indicate commercial radio and highway advisory radio   |
| rmation |     frequencies with event travel information.             |
|         |                                                            |
|         | -   Alert motorists of static and changeable message sign  |
|         |     guidance along route.                                  |
|         |                                                            |
|         | -   Stress importance of following route and adhering to   |
|         |     traffic control officer instructions.                  |
+---------+------------------------------------------------------------+
| Traffic | -   Include contingency maps detailing routes to overflow  |
| man     |     parking areas.                                         |
| agement |                                                            |
| team    | -   Provide written directions for diverting corridor flow |
| info    |     routes via local street system.                        |
| rmation |                                                            |
|         | -   Indicate alternate routes for ingress and egress to    |
|         |     same target point.                                     |
+---------+------------------------------------------------------------+
| Other   | -   Show transit routes and state corresponding route      |
| travel  |     number(s).                                             |
| modes / |                                                            |
| user    | -   Show preferred taxi routes.                            |
| groups  |                                                            |
|         | -   Indicate bicycle routes.                               |
|         |                                                            |
|         | -   Indicate pedestrian routes.                            |
+---------+------------------------------------------------------------+
| Other   | -   Provide information on both ingress and egress flow    |
|         |     routes.                                                |
| conside |                                                            |
| rations | -   Emphasize law enforcement endorsement of recommended   |
|         |     routes and directions.                                 |
|         |                                                            |
|         | -   State travel times (by mode of travel) and distances   |
|         |     (e.g., from select origins)                            |
|         |                                                            |
|         | -   State when special traffic flow routes go into effect  |
|         |     and terminate.                                         |
|         |                                                            |
|         | -   Disseminate written ingress/egress driving directions. |
|         |                                                            |
|         | -   Indicate potential points of confusion ("do not take") |
|         |     along recommended route (e.g., freeway exits, turning  |
|         |     movements).                                            |
|         |                                                            |
|         | -   Indicate heavy vehicle restrictions.                   |
|         |                                                            |
|         | -   Indicate expected congested/non-congested areas.       |
|         |                                                            |
|         | -   Use callouts to highlight critical movements.          |
|         |                                                            |
|         | -   Label all streets and freeways.                        |
|         |                                                            |
|         | -   Color-code recommended routes to specific parking      |
|         |     areas.                                                 |
|         |                                                            |
|         | -   Emphasize new provisions (e.g., new road closures or   |
|         |     route).                                                |
|         |                                                            |
|         | -   Prepare maps for different venue events if parking     |
|         |     plan varies.                                           |
|         |                                                            |
|         | -   Show parking areas.                                    |
|         |                                                            |
|         | -   Show venue gates.                                      |
|         |                                                            |
|         | -   Draw map to scale.                                     |
|         |                                                            |
|         | -   Show private property.                                 |
|         |                                                            |
|         | -   Display landmarks.                                     |
+---------+------------------------------------------------------------+

and/or downstream lane closures that warrant a lane-change.

Management of freeway interchange operations for planned special events
involves maximizing ramp capacity and preventing freeway mainline
congestion. Table 3-28 presents interchange operations tactics for
planned special events.

The central traffic control strategy for local flow routes serving a
planned special event involves *emphasizing throughput*. Tactics that
increase street capacity include a combination of: (1) on-street parking
restrictions, (2) vehicle travel on road shoulders, and (3) alternative
lane operations. Streets connecting freeway/arterial corridor routes and
venue parking areas characteristically serve a predominant directional
traffic flow during ingress and the reverse flow during egress.

Alternative lane operations comprise two categories:

-   Reversible lane operation

-   Contraflow operation

The application of alternative lane operations to streets during a
planned special event creates an express route between an event venue
and high-capacity freeway/arterial corridors. Three key elements in
developing an alternative lane operations plan include lane balance,
markings, and enforcement.

The management of traffic traversing a local flow route on the
day-of-event involves route guidance and monitoring of traffic control
initiatives.

The event planning team should design special route marker signs for
guiding motorists

to venue parking areas and pick-up/drop-off locations. Each route marker
may consist of a color-coded letter or symbol. When erected along a
local flow route, the route marker assemblies collectively trailblaze a
route to the drivers' destination of choice. Signs that introduce each
route marker should be placed on all freeway and arterial corridors
serving the event venue.

The deployment of a portable traffic management system(s) (PTMS)
provides a traffic management team with the capability of monitoring
traffic operations at critical roadway system locations in addition to
disseminating updated traveler information at that location. Critical
locations include target points connecting a corridor flow route and a
local flow route or key driver decision points on the street network
surrounding an event venue. Typical PTMS components include:

-   Surveillance camera

-   Changeable message sign

-   Highway advisory radio

-   Detection devices

-   Weather sensor

-   Flood lights

-   Power source (e.g., solar)

Wireless communication via spread spectrum radio enables the traffic
management team to view full-motion video from PTMS surveillance
cameras.

A proactive approach toward developing strategies for controlling
intersection traffic during a planned special event aims to:

-   Increase intersection traffic handling capacity.

-   Improve the orderly movement of traffic.

-   Prevent crash occurrences.

Table 3-28

Interchange Operations Tactics for Planned Special Events

+-------+------+----------------------------+-------------------------+
| **TAC | *    | **APPLICATION**            | **BENEFIT**             |
| TIC** | *EVE |                            |                         |
|       | NT** |                            |                         |
|       |      |                            |                         |
|       | **TI |                            |                         |
|       | ME** |                            |                         |
+-------+------+----------------------------+-------------------------+
| Ro    | Ing  | -   Initiate tactic on     | -   Alleviates traffic  |
| lling | ress |     freeway mainline       |     demand at           |
| road  |      |     upstream of congested  |     interchange, thus   |
| block |      |     interchange ramp(s).   |     permitting street   |
|       |      |                            |     or ramp bottleneck  |
|       |      |                            |     to dissipate.       |
+-------+------+----------------------------+-------------------------+
|       | Eg   | -   Initiate tactic on     | -   Reduces level of    |
|       | ress |     freeway mainline       |     congestion at the   |
|       |      |     upstream of a          |     primary bottleneck  |
|       |      |     congested ramp         |     location.           |
|       |      |     junction or weaving    |                         |
|       |      |     area.                  |                         |
|       |      |                            |                         |
|       |      | -   Use tactic to meter    |                         |
|       |      |     freeway mainline       |                         |
|       |      |     traffic demand without |                         |
|       |      |     creating a secondary   |                         |
|       |      |     bottleneck upstream of |                         |
|       |      |     the congested area.    |                         |
+-------+------+----------------------------+-------------------------+
| Ent   | Ing  | -   Initiate tactic on     | -   Eliminates          |
| rance | ress |     ramps in close         |     congestion caused   |
| ramp  |      |     proximity to and       |     by traffic merging  |
|       |      |     upstream of            |     with heavy freeway  |
| cl    |      |     interchange target     |     mainline traffic.   |
| osure |      |     point for event        |                         |
|       |      |     traffic.               |                         |
|       |      |                            |                         |
|       |      | -   Divert affected        |                         |
|       |      |     traffic to another     |                         |
|       |      |     downstream access      |                         |
|       |      |     point.                 |                         |
+-------+------+----------------------------+-------------------------+
|       | Eg   | -   Initiate tactic as     | -   Reduces freeway     |
|       | ress |     necessary to reduce    |     mainline congestion |
|       |      |     freeway mainline       |     or prevents         |
|       |      |     congestion in the      |     congestion from     |
|       |      |     vicinity of closely    |     occurring.          |
|       |      |     spaced entrance ramps. |                         |
+-------+------+----------------------------+-------------------------+
| Exit  | Ing  | -   Close ramp, as needed, | -   Reduces congestion  |
| ramp  | ress |     to alleviate           |     on local flow       |
| cl    |      |     congestion on a        |     route.              |
| osure |      |     downstream local flow  |                         |
|       |      |     route.                 |                         |
|       |      |                            |                         |
|       |      | -   Initiate only if a     |                         |
|       |      |     downstream exit ramp   |                         |
|       |      |     and local street       |                         |
|       |      |     system can handle      |                         |
|       |      |     diverted traffic.      |                         |
+-------+------+----------------------------+-------------------------+
|       | Eg   | -   Initiate tactic at     | -   Prevents traffic    |
|       | ress |     freeway interchanges   |     from accessing      |
|       |      |     connecting local       |     local flow routes   |
|       |      |     traffic flow routes    |     in the direction of |
|       |      |     that have special      |     the event venue     |
|       |      |     egress traffic control |     that operate in     |
|       |      |     measures in effect.    |     favor of egress     |
|       |      |                            |     traffic flow.       |
+-------+------+----------------------------+-------------------------+
| E     | Ing  | -   Close cloverleaf       | -   Eliminates weaving  |
| limin | ress |     interchange entrance   |     area congestion.    |
| ation |      |     ramp to facilitate     |                         |
| of    |      |     unimpeded diverge to   | -   Extends             |
| we    |      |     access adjacent exit   |     deceleration lane   |
| aving |      |     ramp.                  |     for traffic using   |
| area  |      |                            |     exit ramp.          |
+-------+------+----------------------------+-------------------------+
|       | Eg   | -   Close cloverleaf       | -   Eliminates weaving  |
|       | ress |     interchange exit ramp  |     area congestion.    |
|       |      |     and mainline           |                         |
|       |      |     right-lane to          | -   Extends             |
|       |      |     facilitate unimpeded   |     acceleration lane   |
|       |      |     merge with mainline.   |     for traffic using   |
|       |      |                            |     entrance ramp.      |
+-------+------+----------------------------+-------------------------+
| Ramp  | Ing  | -   Meter freeway entrance | -   Reduces congestion  |
|       | ress |     ramps upstream of      |     caused by traffic   |
| met   |      |     interchange target     |     merging with heavy  |
| ering |      |     point for event        |     freeway mainline    |
|       |      |     traffic.               |     traffic.            |
+-------+------+----------------------------+-------------------------+
|       | Eg   | -   Meter freeway entrance | -   Reduces congestion  |
|       | ress |     ramps downstream of    |     caused by traffic   |
|       |      |     interchange target     |     merging with heavy  |
|       |      |     point for event        |     freeway mainline    |
|       |      |     traffic                |     traffic.            |
+-------+------+----------------------------+-------------------------+
| Late  | Ing  | -   Deploy traffic cones   | -   Reduces congestion  |
|       | ress |     along barrier line     |     at diverge ramp     |
| di    |      |     extending upstream of  |     junction caused by  |
| verge |      |     exit ramp gore area.   |     motorists           |
| p     |      |                            |     attempting to make  |
| rohib |      |                            |     a sudden            |
| ition |      |                            |     lane-change to      |
|       |      |                            |     access an exit      |
|       |      |                            |     ramp.               |
|       |      |                            |                         |
|       |      |                            | -   Improves safety.    |
+-------+------+----------------------------+-------------------------+
| Addit | Ing  | -   Cone an additional     | -   Provides additional |
| ional | ress |     lane on exit ramps     |     ramp storage        |
| exit  |      |     serving traffic        |     capacity.           |
| ramp  |      |     destined to an event   |                         |
| lane  |      |     venue.                 | -   Proves particularly |
|       |      |                            |     effective if        |
|       |      |                            |     two-lane ramp       |
|       |      |                            |     traffic does not    |
|       |      |                            |     have to merge at    |
|       |      |                            |     downstream end of   |
|       |      |                            |     ramp.               |
+-------+------+----------------------------+-------------------------+

The key to maximizing capacity involves simplifying traffic movements
and minimizing the number of traffic signal phases. Stakeholders can
also reduce the number of competing intersection traffic flow movements
by initiating a planned road closure. Advance signing of permitted
intersection movements improves the orderly movement of traffic.

The significant change in traffic volume and flow patterns at street
intersections in the vicinity of a planned special event venue during
event ingress and egress mandates a review of traffic signal timing
plans during the event operations planning phase. Advance traffic signal
operations planning involve developing event traffic signal timing
plans. Traffic signal timing plans should exist for a range of
contingency scenarios that prioritize either major street or minor
street traffic movements. Methods to increase time for a specific
movement include: (1) selecting an existing plan with a longer cycle
length to increase the normal favored phase, (2) implementing a custom
plan favoring a minor street phase (3) deploying a contingency "flush"
plan, consisting of an extra long phase or cycle, to facilitate movement
through a corridor, and (4) increasing time for a movement through
manual traffic signal system operator control. In traffic signal
system-controlled corridors carrying high traffic volumes on the
day-of-event, system operators may enact simultaneous coordination,
where all signals within a single corridor turn green at the same time.

The event planning team designs traffic control plans for use by the
traffic management team and traffic control vendors. Table 3-29 contains
a traffic control plan development checklist for freeway, street, and
intersection management.

#### [En-Route Traveler Information Plan]{.underline}

En-route traveler information can provide event patrons and other
transportation system users with current roadway and transit information
while traveling en-route. Information is typically provided via devices
deployed along the side of the roadway, or from devices mounted on the
dashboard of the vehicle. Along the roadway, CMS and HAR messages
typically provide information regarding an upcoming planned special
event, including current conditions related to the special event such as
traffic congestion, incident and construction locations, weather
advisories, parking availability, and alternate routes. In-vehicle and
personal mobile devices can provide a variety of en-route traveler
information to both the traveler as well as transportation providers.

Static signs can be used for event management to inform travelers of an
upcoming planned special event, to identify park & ride lots, and to
guide motorists to particular locations. It is not uncommon for agencies
to use static signing in special event management for the following
purposes:

-   Notify travelers of a future special event.

-   Notify travelers of future facility changes for the event such as
    lane closures or occupancy restrictions.

-   Identify special alternate routes for the event.

-   Guide travelers to parking or park & ride lots.

One of the most fundamental technologies available for disseminating
traffic-related information from the roadside is that of changeable
message signs. CMSs are sometimes referred to as dynamic message signs

Table 3-29

Traffic Control Plan Checklist

+---------------+------------------------------------------------------+
| **ELEMENT**   | **PROVISION**                                        |
+---------------+------------------------------------------------------+
| Freeway       | -   Specify maintenance and protection of traffic    |
| control plan  |     per MUTCD guidelines (e.g., location of traffic  |
|               |     control equipment, equipment quantities, and     |
|               |     safety signs).                                   |
|               |                                                      |
|               | -   Indicate ramp control and capacity               |
|               |     modifications.                                   |
|               |                                                      |
|               | -   Highlight exclusive traffic flows (e.g.,         |
|               |     unimpeded merge, etc.).                          |
|               |                                                      |
|               | -   Dimension weaving area,                          |
|               |     acceleration/deceleration lane lengths, ramp     |
|               |     length.                                          |
|               |                                                      |
|               | -   Indicate potential bottleneck locations for      |
|               |     surveillance monitoring.                         |
+---------------+------------------------------------------------------+
| Street        | -   Show closed road segments.                       |
| control plan  |                                                      |
|               | -   Indicate directional lane control (e.g.,         |
|               |     alternative lane operations).                    |
|               |                                                      |
|               | -   Show one-way streets.                            |
|               |                                                      |
|               | -   Indicate number of ingress and egress lanes at   |
|               |     each venue access point (e.g., parking areas,    |
|               |     pick-up/drop-off points).                        |
|               |                                                      |
|               | -   Show street use event route.                     |
|               |                                                      |
|               | -   Indicate parking restrictions.                   |
|               |                                                      |
|               | -   Indicate location of command post(s).            |
|               |                                                      |
|               | -   Integrate with signing plan (e.g., show route    |
|               |     trailblazer signs).                              |
+---------------+------------------------------------------------------+
| Intersection  | -   Specify maintenance and protection of traffic    |
| control plan  |     per MUTCD guidelines (e.g., location of traffic  |
|               |     control equipment, equipment quantities, and     |
|               |     safety signs).                                   |
|               |                                                      |
|               | -   Show permitted pedestrian movements and          |
|               |     crosswalk locations.                             |
|               |                                                      |
|               | -   Indicate approach lane designations and pavement |
|               |     markings.                                        |
|               |                                                      |
|               | -   Indicate traffic control.                        |
|               |                                                      |
|               | -   Highlight exclusive/permitted traffic flows      |
|               |     (indicate approach lane and corresponding        |
|               |     receiving lane).                                 |
|               |                                                      |
|               | -   State special regulations (e.g., turn            |
|               |     prohibition, exclusive bus lane, resident/permit |
|               |     only movement).                                  |
|               |                                                      |
|               | -   Show approach closures.                          |
|               |                                                      |
|               | -   Indicate parking restrictions.                   |
|               |                                                      |
|               | -   Indicate location of traffic control officers.   |
|               |                                                      |
|               | -   Indicate location of equipment storage area at   |
|               |     intersection.                                    |
+---------------+------------------------------------------------------+
| Signing plan  | -   Show location of permanent/portable changeable   |
|               |     message signs.                                   |
|               |                                                      |
|               | -   Show location of permanent/portable highway      |
|               |     advisory radio stations.                         |
|               |                                                      |
|               | -   Indicate CMS/HAR message sets.                   |
|               |                                                      |
|               |     -   Default ingress and egress                   |
|               |                                                      |
|               |     -   Contingency scenarios                        |
|               |                                                      |
|               | -   Show location of temporary static signs and      |
|               |     message.                                         |
|               |                                                      |
|               | -   Indicate location of dynamic blank-out signs.    |
+---------------+------------------------------------------------------+
| Equipment     | -   State number of traffic cones, drums, and        |
| location plan |     barricades required at designated locations.     |
|               |                                                      |
|               |     -   Indicate equipment staging areas (e.g.,      |
|               |         shoulder, median, intersection corner)       |
|               |                                                      |
|               | -   Indicate location of equipment storage areas.    |
+---------------+------------------------------------------------------+
| Other         | -   Provide plans for both ingress and egress        |
| c             |     operation.                                       |
| onsiderations |                                                      |
|               | -   Indicate roadway construction zones.             |
|               |                                                      |
|               | -   Include table of quantities.                     |
|               |                                                      |
|               | -   Show aerial map.                                 |
|               |                                                      |
|               | ```{=html}                                           |
|               | <!-- -->                                             |
|               | ```                                                  |
|               | -   Draw map to scale.                               |
|               |                                                      |
|               | ```{=html}                                           |
|               | <!-- -->                                             |
|               | ```                                                  |
|               | -   Display landmarks.                               |
+---------------+------------------------------------------------------+

or variable message signs. CMSs are programmable traffic control devices
that can usually display any combination of characters to present
messages to motorists. These signs are either: (1) permanently installed
above or on the side of the roadway, (2) portable devices attached to a
trailer, or (3) portable devices mounted directly on a truck and driven
to a desired location.

Highway advisory radio is an effective tool for providing timely traffic
and travel condition information to the public. It has various
advantages and disadvantages. Its most important advantage is that it
can reach more travelers, or potential travelers, than the other
roadside technology, changeable message signs. While CMSs reach only
those motorists at a particular point, and can only convey a short
message, HAR has the advantage of being able to communicate with any
person in the HAR broadcast range. Furthermore, the amount of
information that can be conveyed to the user is much greater. Its
primary disadvantage is that it is restricted to low power, and this can
lead to poor signal quality (since many outside forces affect the
signal, such as weather) and, therefore, poor listener levels.

The public has learned to depend upon the media to provide them with
"almost" real-time traffic information. Commercial radio has proven to
be a good means of providing travelers with traffic information both in
and out of their vehicles. It is not uncommon for planned special event
stakeholders, including public agencies, to partner with a commercial
radio station (or for a commercial radio station to sponsor a special
event) to enhance the information dissemination related to the event and
its transportation conditions. Care should be taken to ensure that the
information disseminated reflects current traffic conditions and is
credible.

######## Other technology applications include:

-   Cellular telephone-based systems

-   511

-   In-vehicle displays

-   Subscription services

-   Personal data assistants

An en-route traveler information plan must be developed in concert with
the traffic flow plan and traffic control plan. The success of any
traffic management plan depends on disseminating correct information to
motorists at the right time and location.

Detailed plans are necessary that identify the facilities and resources
to be used. For instance, what permanent CMS or HAR are to be used and
what holes exist in the information dissemination strategy? Where will
portable devices be required? Traveler information plans must include
planned message sets for equipment and technology used to disseminate
en-route traveler information, including static signs, changeable
message signs, highway advisory radio, and telephone information
systems.

#### [Traffic Surveillance Plan]{.underline}

A traffic surveillance plan can include:

-   Closed-circuit television systems

-   Field observation

-   Aerial observation

-   Media reports

Closed-circuit television surveillance is a very valuable planned
special event management tool for observing real-time conditions related
to special event corridors, alternate routes, parking and pedestrian
conditions, as well as for a verification tool for messages placed on
changeable message signs.

A common and efficient technique to observe the traffic conditions
during a planned special event is to place human observers, or
detectors, in the field, usually at critical locations. Normally, these
observers have the role of monitoring conditions and reporting back to a
central location for strategic assessment. These human detectors are
gathering relevant information related to the event and using
established protocol to communicate the information back to the central
processing and coordination facility.

It is common to deploy these observers where technology is lacking and
where they may perform an additional role in traffic management or
traffic incident management (e.g., freeway service patrol operators).

Aerial surveillance has long been used to monitor the operation of the
surface transportation network. "Observers" in aircraft (fixed wing or
helicopters) fly over freeways and streets and monitor conditions in
real-time, using two-way radios to communicate with the TMC or with
service patrols on the freeway. This approach can be relatively
expensive when one considers the expense of leasing or operating an
aircraft, although it does have the benefit of being able to cover a
large area.

The media needs to be a partner in the planned special event management
and operations effort. Agreements must be in place that define their
role within the plan, as well as what information needs to be
communicated, both prior to and during the event.

#### [Traffic Incident Management and Safety Plan]{.underline}

The occurrence of a planned special event that increases or disrupts the
normal flow of traffic places a premium on the optimal use of existing
facilities. A traffic incident and safety plan specifies crash
prevention tactics and traffic incident quick clearance initiatives,
some of which denote special provisions enacted just for the
day-of-event. These traffic incident management techniques preserve two
goals of managing travel for planned special events: (1) ensuring safety
and (2) maximizing efficiency.

Crash prevention tactics focus on improving driver awareness of
surroundings and driver behavior. Table 3-30 lists crash prevention
tactics applicable to planned special events.

Table 3-30

Crash Prevention Tactics

+-----------------------------------------------------------------------+
| # TACTIC                                                              |
+-----------------------------------------------------------------------+
| -   Portable lighting                                                 |
|                                                                       |
| -   Congestion warning sign                                           |
|                                                                       |
| -   Public information safety campaign                                |
|                                                                       |
| -   Enforcement                                                       |
+-----------------------------------------------------------------------+

Portable lighting devices enhance driver understanding of traffic
control and traffic flow patterns at night. Congestion warning signs,
placed upstream of known roadway bottleneck locations, alert drivers of
demand-induced congestion on the day-of-event. A public information
safety campaign strives to change motorists' behavior when traveling to
and from a planned special event by emphasizing event traffic control
and regulations, pedestrian safety, and vehicle operation. Enforcement
aims at preventing drivers from executing illegal and dangerous
movements in an effort to bypass congestion and/or day-of-event traffic
control.

Service patrols can play a key role in traffic incident management for
planned special events. The service has great versatility, and patrol
operators can satisfy a wide range of traffic management team needs. For
example, operators can assist in establishing day-of-event traffic
control, performing traffic surveillance, providing timely traffic
condition reports from various remote locations, and rapidly clearing
traffic incidents.

A quick clearance practice consists of laws, policies, procedures, and
infrastructure aimed at effecting the safe and timely removal of a
traffic incident. Service patrols, as previously described, represent a
quick clearance infrastructure component. Rapid clearance of traffic
incidents during planned special event ingress and egress avoids
significant impact to corridor and local traffic flow routes in addition
to routes used by participants and VIPs.

The following quick clearance initiatives benefit traffic incident
management in high-volume corridors, characteristic of planned special
events: (1) vehicle/cargo removal laws and policies, (2) stakeholder
open roads policy, and (3) public-private towing contracts.

###### **Travel Demand Management and**

###### **Traveler Information**

Travel demand management represents a key component of the overall
advance planning process when forecasted traffic demand levels approach
or exceed available road capacity. TDM strategies may be warranted for
planned special events occurring during peak travel times, continuous
events located in downtown areas, street use events of long duration,
regional/multi-venue events, and special events in rural areas having
limited transportation system capacity. The goal is to optimize event
patron and non-attendee travel through incentives aimed at consolidating
person trips and altering user travel patterns and habits, while
minimizing any penalties to the user.

The goal of transit operators involve designing a special event service
and related incentives to not only improve the travel choice utility
associated with using transit, but also to exceed the utility (e.g.,
travel time, parking fees, comfort, etc.) associated with traveling via
personal automobile. Successful transit services collectively may result
in a significant change in event patron modal split without impacting
service to non-attendee users.

The availability of pre-trip travel information, consisting of essential
event operations and real-time traffic information, proves effective in
assisting event patron evaluation of potential travel options, trip
departure times, and travel routes to the event venue. Similarly, other
road users, seeking to minimize event-related impacts to their trip,
value this information.

TDM, transit, and pre-trip traveler information initiatives complement
one another and work to reduce traffic on the roadway network in the
vicinity of the event. These initiatives are not infrastructure
improvements to increase capacity, but rather are methods that decrease
vehicular traffic by providing event patrons with various travel choices
as well as providing information that may lead to a reduction in traffic
volumes.

#### [Demand Management Strategies]{.underline}

Successful TDM strategies, developed to reduce the amount of event
patron traffic, encourage carpooling and the use of alternate travel
modes. TDM strategies may also influence the travel patterns of
non-attendee road users by encouraging a trip time shift or a change in
travel mode. The resulting reduction in traffic demand reduces travel
times for both event patrons and non-attendee road users.

Table 3-31 contains a summary of travel demand management strategies.

Table 3-31

Travel Demand Management Strategies

![](media/image2.png){width="5.9215277777777775in"
height="8.346527777777778in"}

#### [Transit Service]{.underline}

Modifications to existing transit service for a special event represent
TDM strategies. The focus of the public transit agency is to increase
ridership during the event by increasing the attractiveness of the
service that it provides. In many locations and for many types of
special events, additional ridership to and from special event sites can
provide substantial additional revenue for the transit system at little
additional cost. Also, transit system use may relieve traffic congestion
around the venue.

Table 3-32 contains a summary of transit service strategies.

[Pre-Trip Traveler Information]{.underline}

Various traveler information techniques are used to disseminate
information to the public, including both event patrons and non-attendee
road users, so they can be better informed when planning their trip to a
planned special event, or around an event. Table 3-33 lists techniques
used to provide pre-trip information to the traveling public.

The primary function of pre-trip information involves assisting drivers
with decisions regarding route planning, travel mode, and the time of
day to travel. Accurate pre-trip travel information will provide
benefits to all transportation system users in the form of time and cost
savings.

Pertinent information that event patrons may want before beginning their
trip include:

-   Best driving route to the venue from specific origins (e.g., cities
    or freeways)

-   Best public transit route

-   Parking area locations and parking fees, access to disabled parking
    spaces, and times that the parking areas open before the event

-   Recommended event ingress and egress routes, particularly if
    different for arrivals and departures

Table 3-32

Transit Service Strategies

+----------+-----------------------------------------------------------+
| #        | # TECHNIQUES                                              |
| STRATEGY |                                                           |
+----------+-----------------------------------------------------------+
| Public   | -   Maximize use of public transit.                       |
| transit  |                                                           |
| service  |     -   Existing service with additional vehicle hours    |
|          |                                                           |
| e        |     -   Modifying existing service by creating a route    |
| xpansion |         deviation with a stop near the event venue        |
|          |                                                           |
|          |     -   Implementation of an express service to establish |
|          |         a special purpose route to and from the event     |
|          |         site                                              |
+----------+-----------------------------------------------------------+
| Express  | -   Discourage event patrons from driving their vehicles  |
| bus      |     to the event site due to expected site parking        |
| service  |     deficiencies and anticipated roadway congestion.      |
|          |                                                           |
|          |     -   Using express bus service between a park and ride |
|          |         facility or remote parking lot and event venue    |
|          |                                                           |
|          |     -   Using park and ride lots that best intercept      |
|          |         spectator traffic as it approaches the event      |
|          |         site.                                             |
+----------+-----------------------------------------------------------+
| Charter  | -   Use a contract service to provide transportation      |
|          |     directly to the event site from outlying areas (e.g., |
| service  |     other neighborhoods and cities).                      |
|          |                                                           |
|          | -   Consider both charter bus operations as well as       |
|          |     charter rail service.                                 |
+----------+-----------------------------------------------------------+
| Transit  | -   Establish a comprehensive transit marketing program.  |
|          |                                                           |
| service  |     -   Informing the public of the availability of       |
|          |         public transit service to/from the event venue    |
| m        |                                                           |
| arketing |     -   Convincing the public to use the service          |
+----------+-----------------------------------------------------------+

Table 3-33

Pre-Trip Traveler Information

Dissemination Techniques

+---------------------------------------------------------------------+---+
| # TECHNIQUE                                                         |   |
+---------------------------------------------------------------------+---+
| -   Internet                                                        |   |
|                                                                     |   |
| -   Telephone information systems                                   |   |
|                                                                     |   |
| -   Public information campaign                                     |   |
|                                                                     |   |
| -   Event and venue transportation guide                            |   |
|                                                                     |   |
| -   Kiosks                                                          |   |
|                                                                     |   |
| -   Television                                                      |   |
|                                                                     |   |
| -   Newspapers                                                      |   |
|                                                                     |   |
| -   Changeable massage signs                                        |   |
|                                                                     |   |
| -   Highway advisory radio                                          |   |
+---------------------------------------------------------------------+---+

-   Up-to-the-minute roadway information (e.g., current traffic
    conditions and weather conditions)

```{=html}
<!-- -->
```
-   Estimated travel time by different travel modes

-   Event information such as times and schedules

-   Recommended speed/safety advisories

-   Scheduled roadway construction and maintenance lane closures

-   On-street parking restrictions during the event

-   Heavy vehicle restrictions

-   Expected delays leaving the event

**IMPLEMENTATION**

**ACTIVITIES**![](media/image2.wmf){width="0.9319444444444445in"
height="0.3034722222222222in"}

Implementation activities mark a transition phase between event
operations planning and day-of-event activities. Therefore, the phase
involves both the event planning team and traffic management team. This
phase includes activities key to the success of any planned special
event, including implementation plan development, stakeholder review and
testing exercises, and personnel resource management and training. The
underlying objectives of these activities are to: (1) improve the
efficiency of traffic management plan deployment and (2) increase
traffic management team preparedness. In turn, this creates a more
responsive traffic management team and fluid team operation, thus
translating to better transportation system performance on the
day-of-event.

**Implementation Plan**

An implementation plan details the actions required to put a traffic
management plan into effect on the day-of-event. Its purpose is to: (1)
define personnel assignments that indicate the roles and
responsibilities of individual traffic management team personnel on the
day-of-event, (2) describe a scenario-based, operations *game plan* at
the management-level, and (3) communicate instructions and organize
personnel at the field-level. It is intended for use by individual
traffic management team personnel at the command post and in the field.
While the traffic management plan indicates *how* traffic, parking, and
pedestrian operations will be managed, the implementation plan describes
the *what, when,* and *where* in terms of personnel and equipment
resource deployment needed to execute traffic management plan
provisions.

Table 3-34 presents an implementation plan checklist. All planned
actions, even if not explicitly noted in the table, must include what,
when, and where instructions. For multi-day or multi-venue events,
traffic control strategies and resource deployment can be organized
through matrices for easy reference.

#### Review and Testing

Review and testing allows the traffic management team to identify
potential limitations of the traffic management plan *prior to* the
day-of-event. With stakeholder agencies representing various
jurisdictions and disciplines, review and testing promotes traffic
management team coordination and in-

Table 3-34

Implementation Plan Checklist

+-----------+----------------------------------------------------------+
| # ELEMENT | # ACTION                                                 |
+===========+==========================================================+
| Command   | -   Indicate agencies staffing the command post in       |
| post      |     addition to the name and schedule of agency          |
| operation |     representatives.                                     |
|           |                                                          |
|           | -   Specify equipment needs and times of delivery and    |
|           |     set-up.                                              |
|           |                                                          |
|           |     -   Computers, networking, temporary phone and modem |
|           |         lines, televisions and radios, dry erase board   |
|           |         or flipchart(s), message board, office supplies, |
|           |         furniture.                                       |
|           |                                                          |
|           | -   Indicate procedures for accessing the command post   |
|           |     (e.g., clearing security)                            |
|           |                                                          |
|           | -   Specify vehicle parking area and helicopter landing  |
|           |     area.                                                |
+-----------+----------------------------------------------------------+
| O         | -   Indicate command post location and hours of          |
| perations |     operation.                                           |
|           |                                                          |
| timeline  | -   State parking, traffic control, and service patrol   |
|           |     shifts.                                              |
|           |                                                          |
|           | -   State when egress plan goes into effect.             |
|           |                                                          |
|           | -   Specify parking area and venue gate open/close       |
|           |     times.                                               |
|           |                                                          |
|           | -   Summarize the location and time (close/reopen) of    |
|           |     planned full/partial road closures.                  |
|           |                                                          |
|           | -   Include event schedule, such as event start time,    |
|           |     event end time, and significant activities during    |
|           |     the event (e.g., parade detail and headline          |
|           |     entertainment schedule).                             |
|           |                                                          |
|           | -   State times of sunrise and sunset, if applicable to  |
|           |     traffic control measures (e.g., use of portable      |
|           |     lighting).                                           |
+-----------+----------------------------------------------------------+
| O         | -   Indicate scenario-based criteria for implementing    |
| perations |     traffic management plan components (e.g., traveler   |
|           |     information message sets, traffic flow routing,      |
| m         |     reversible lane operations, etc.)                    |
| anagement |                                                          |
|           | -   Include a series of operations details for           |
|           |     sequential time segments on the day-of-event.        |
|           |                                                          |
|           | -   Specify contingency plans -- indicate available      |
|           |     plans and associated equipment/personnel resource    |
|           |     deployments and changes in traffic management team   |
|           |     command.                                             |
|           |                                                          |
|           | -   Indicate procedure for revising the traffic          |
|           |     management plan on the day-of-event.                 |
|           |                                                          |
|           | -   State protocol for terminating traffic and parking   |
|           |     management detail.                                   |
|           |                                                          |
|           | -   Summarize traffic management plan changes since      |
|           |     previous event.                                      |
+-----------+----------------------------------------------------------+
| Contact   | -   State contact information for individual traffic     |
|           |     management team members.                             |
| in        |                                                          |
| formation |     -   Home phone, work phone, cell phone, pager        |
|           |         number, fax number, e-mail address, unit/radio   |
|           |         assignment, rank, detail assignment, vehicle     |
|           |         assignment.                                      |
|           |                                                          |
|           | -   Include contact information for agencies involved in |
|           |     contingency plan deployment.                         |
+-----------+----------------------------------------------------------+
| Commu     | -   List radio call-sign of traffic management team      |
| nications |     members.                                             |
|           |                                                          |
|           | -   Indicate guidelines and restrictions regarding use   |
|           |     of various radio channels or talkgroups (e.g.,       |
|           |     field-to-field communications, field-to-command post |
|           |     communications, non-event communications).           |
+-----------+----------------------------------------------------------+
| Traffic   | -   State agency duties, responsibilities (e.g., traffic |
|           |     control, traffic signal operation, traveler          |
| m         |     information device operation, etc.), and             |
| anagement |     jurisdiction.                                        |
| team      |                                                          |
|           | -   Specify highest-ranking agency representative on the |
| org       |     day-of-event in addition to mid-level (e.g., zone)   |
| anization |     managers.                                            |
|           |                                                          |
|           | -   Summarize chain of command.                          |
+-----------+----------------------------------------------------------+
| Equipment | -   Mandate pre-event equipment check (e.g., CMS         |
| and       |     operation).                                          |
| infra     |                                                          |
| structure | -   Specify locations and quantities of traffic control  |
| m         |     and other support (e.g., portable lighting)          |
| anagement |     equipment. Indicate equipment owner and, if          |
|           |     applicable, power source.                            |
|           |                                                          |
|           | -   Indicate equipment delivery, installation, and       |
|           |     removal schedule in addition to personnel            |
|           |     assignments.                                         |
|           |                                                          |
|           | -   Indicate schedule and location (zone) assignment of  |
|           |     available equipment maintenance crews on the         |
|           |     day-of-event.                                        |
|           |                                                          |
|           | -   Include equipment operating instructions (e.g.,      |
|           |     remote HAR programming).                             |
|           |                                                          |
|           | -   Indicate temporary static sign locations and         |
|           |     descriptions.                                        |
|           |                                                          |
|           | -   Specify planned traveler information message sets    |
|           |     (e.g., CMS and HAR).                                 |
|           |                                                          |
|           | -   Specify personnel responsible for monitoring and     |
|           |     programming traveler information devices on the      |
|           |     day-of-event.                                        |
+-----------+----------------------------------------------------------+

Table 3-34 (cont'd)

Implementation Plan Checklist

+-----------+----------------------------------------------------------+
| # ELEMENT | # ACTION                                                 |
+===========+==========================================================+
| Equipment | -   Indicate protocol and personnel charged with         |
| and       |     implementing different traffic signal timing plans   |
| infra     |     as needed on the day-of-event.                       |
| structure |                                                          |
| m         | -   Indicate protocol and personnel charged with         |
| anagement |     monitoring traffic surveillance equipment (e.g.,     |
| (cont'd)  |     CCTV).                                               |
|           |                                                          |
|           | -   List available maintenance personnel and equipment   |
|           |     resources.                                           |
+-----------+----------------------------------------------------------+
| Location  | -   Indicate agency personnel (e.g., number of staff or  |
| -specific |     individual name, rank, and unit/radio assignment),   |
| traffic   |     report date and time.                                |
| and       |                                                          |
| p         | -   Specify schedule and route of roving service         |
| edestrian |     patrols.                                             |
| control   |                                                          |
|           | -   State protocol and personnel assignments for         |
|           |     maintaining unobstructed emergency access routes.    |
|           |                                                          |
|           | -   Specify task instructions, including traffic and     |
|           |     pedestrian flow restrictions and permitted movements |
|           |     (e.g., special allowances for local traffic, buses,  |
|           |     etc.).                                               |
|           |                                                          |
|           | ```{=html}                                               |
|           | <!-- -->                                                 |
|           | ```                                                      |
|           | -   Summarize the location and time (close/reopen) of    |
|           |     planned full/partial road closures encompassing a    |
|           |     particular location.                                 |
|           |                                                          |
|           | ```{=html}                                               |
|           | <!-- -->                                                 |
|           | ```                                                      |
|           | -   Provide step-by-step directions in order for         |
|           |     substitute personnel to quickly learn protocol.      |
|           |                                                          |
|           | -   Include explanation, supplemented with graphics, of  |
|           |     special event parking area permits and event passes. |
+-----------+----------------------------------------------------------+
| P         | -   Describe components of post-event field personnel    |
| ost-event |     debriefing.                                          |
| e         |                                                          |
| valuation |     -   Time of heavy traffic and pedestrian flow        |
|           |                                                          |
|           |     -   Qualitative assessment of traffic and pedestrian |
|           |         operations at location.                          |
|           |                                                          |
|           |     -   Recommendations to improve traffic and/or        |
|           |         pedestrian flow at location                      |
+-----------+----------------------------------------------------------+

creases stakeholder familiarity of the duties, responsibilities, and
capabilities of other stakeholders.

While a traffic management plan can cover many contingencies, it cannot
cover all possibilities. Review and testing can allow participants to
see how they handle various scenarios and how varying elements can
affect the plan. The testing of the plan should be considered part of
the overall training that is needed for traffic management team
personnel to become familiar with the plan and their role in it.

######## [Stakeholder Simulation Exercises]{.underline}

The simulation exercise can test important elements such as: (1)
interagency communications, (2) deployment of personnel and equipment,
and (3) information gathering and dissemination. While stakeholders may
conduct the exercise at the venue where the planned special event will
occur, much of the plan will involve permanent TMCs or temporary command
posts which are in operation before, during, and after the event.
Therefore it is important that all of the responsible agencies and TMCs,
which may have a role to play during the actual event, be involved with
the simulation exercise.

Exercises can take on two different forms:

-   A tabletop exercise

-   A full-scale simulation

The purpose of both types of exercises is to: (1) test the written
assumptions in the traffic management plan and (2) see what must be
changed and how the plan can be improved. No matter how thorough a
traffic management plan may be, it can not account for all
contingencies. The plan assumes participants will follow the steps
laid-out, but individuals make mistakes and equipment may fail. Both the
tabletop and full-scale simulation allow the participants to see how
they react to those unexpected events.

In both a tabletop exercise and a full-scale simulation, participants
receive and use the written traffic management plan and implementation
plan as the basis for their actions. Table 3-35 lists elements of a
typical exercise.

Table 3-35

Elements of a Stakeholder Simulation

Exercise

+-----------------------------------------------------------------------+
| # ELEMENT                                                             |
+-----------------------------------------------------------------------+
| -   Identify the stakeholders who will participate in the exercise.   |
|                                                                       |
| -   Distribute copies of the traffic management plan and              |
|     implementation plan to participants.                              |
|                                                                       |
| -   Develop a script for the exercise, including surprise elements,   |
|     which may not be addressed in the traffic management plan.        |
|                                                                       |
| -   Provide a timeline for the exercise to play-out (the exercise     |
|     will probably take place in an accelerated timeframe compared to  |
|     a real-life event).                                               |
|                                                                       |
| -   Identify reviewers who will watch the exercise and take notes.    |
|                                                                       |
| -   Provide time to review the exercise.                              |
|                                                                       |
| -   Modify the plan based on what was learned during the exercise.    |
+-----------------------------------------------------------------------+

######## [Equipment Testing]{.underline}

A wide variety of equipment may be used to manage travel during a
planned special event. This includes communications equipment and
equipment in the field, which supports the traffic management plan and
helps the traffic management team manage the event. Equipment that may
need to be tested includes:

-   Center to center communications

-   Center to field communications

-   Changeable message signs, both fixed and portable

-   Highway advisory radio

-   CCTV

While testing is no guarantee that equipment will work as expected, it
is useful in identifying unknown problems and potential problems before
the event.

#### Personnel

Traffic management plan implementation on the day-of-event involves
personnel duties ranging from trivial tasks to responsibilities critical
to the safety and mobility of transportation system users. A traffic
management team comprised of supervisors and field staff having
experience in assigned duties and responsibilities represents a key to
successfully managing travel for planned special events. Experienced
personnel should exist at all levels in the traffic management team
hierarchy: interagency command, agency command, and field operations.
However, supplementing experienced personnel with temporary staff and
volunteers on the day-of-event also provides advantages that (1) reduce
personnel cost as public agency personnel likely require overtime wages
on the day-of-event, (2) permit public agencies to adequately meet other
daily staffing requirements, and (3) provide expanded control over
transportation operations and greater convenience to event patrons.

In some cases, the amount of personnel required to implement traffic
management plan strategies (e.g., traffic/pedestrian control, parking,
surveillance) on the day-of-event, coupled with implementation plan
assignments such as equipment delivery and installation, may exceed the
staffing capabilities of agencies and contractors involved in managing
travel for a planned special event. As a result, the recruitment and
training of temporary staff and volunteers becomes paramount to the
success of day-of-event operations.

######## [Volunteer Recruitment]{.underline}

Prior to initiating volunteer recruiting efforts, event planning team
and/or traffic management team stakeholders must determine the number of
volunteers needed. This represents a function of the number of potential
volunteer work assignments and number of available volunteer
supervisors. An alternative approach to recruiting after traffic
management plan development involves: (1) soliciting the public, through
event advertisements, for volunteers early in the event operations
planning phase and (2) developing a volunteer contact list for later
reference as conditions warrant.

Because different special event work assignments peak varying levels of
interest among volunteers, stakeholders should recruit additional
volunteers for certain low-interest assignments. This avoids a potential
shortfall relative to volunteers not showing up for work on the
day-of-event.

######## [Training Activities]{.underline}

Training for volunteers and temporary staff ensure these personnel: (1)
understand the traffic management plan component governing their
assignment, (2) disseminate accurate information to event patrons and
supervisors, and (3) understand traffic management team operations
protocol. Training involves the distribution of reference material,
pre-event seminars, or both.

Table 3-36 lists general volunteer training activities. Since most
volunteers do not possess relevant experience in managing transportation
and parking operations, training activities should address all of the
potential decision-making scenarios that volunteers may encounter in
addition to day-of-event communications.

Table 3-36

General Volunteer Training Activities

+-----------------------------------------------------------------------+
| # ACTION                                                              |
+=======================================================================+
| -   Discuss traffic management team chain of command.                 |
|                                                                       |
| -   Summarize job training and required duties.                       |
|                                                                       |
| -   Schedule review.                                                  |
|                                                                       |
| -   Present examples of typical and contingency scenarios and how     |
|     volunteers should react.                                          |
|                                                                       |
| -   Provide background in customer service.                           |
|                                                                       |
| -   Describe field communications infrastructure.                     |
|                                                                       |
| -   Discuss proper radio communications protocol.                     |
|                                                                       |
| -   Explain types of parking area permits and event passes.           |
|                                                                       |
| -   Discuss strategies for accommodating persons with disabilities    |
|     (e.g., review disabled accessible routes and site facilities).    |
|                                                                       |
| -   Review security guidelines.                                       |
|                                                                       |
| -   Review guidelines for interacting with the media.                 |
|                                                                       |
| -   Indicate transportation information and alternatives for          |
|     volunteer access to event venue site.                             |
+-----------------------------------------------------------------------+

## **DAY-OF-EVENT**

## **ACTIVITIES**![](media/image2.wmf){width="0.9319444444444445in" height="0.3034722222222222in"}

Day-of-event activities focus on the daily implementation of the traffic
management plan in addition to traffic monitoring. The traffic
management team represents a distinct stakeholder group charged with
executing the traffic management plan and modifying the plan as
warranted by real-time conditions on the day-of-event. Team organization
includes agency representatives stationed at a central command post, at
secondary command posts, at a permanent TMC, and at strategic locations
in the field for traffic control and observation. The traffic management
team generally functions under a formal management process, namely the
Incident Command System, to ensure successful traffic management plan
deployment and minimal impact to transportation system users. Traffic
monitoring provides traffic and incident management support in addition
to performance evaluation data. Timely deployment of contingency plans
developed during the event operations planning phase depends on the
accurate collection and communication of real-time traffic data between
traffic management team members.

**Traffic Management Team**

The traffic management team includes not only many of those stakeholders
that have been involved during the event operations planning phase, but
all those who may be involved for the first time on the day of the
event. Table 3-37 lists typical stakeholders involved in day-of-event
activities.

Table 3-37

Traffic Management Team Stakeholders

+-----------------------------------------------------------------------+
| # STAKEHOLDER                                                         |
+-----------------------------------------------------------------------+
| -   Traffic operations agency                                         |
|                                                                       |
| -   Transit agency                                                    |
|                                                                       |
| -   Law enforcement                                                   |
|                                                                       |
| -   Public safety                                                     |
|                                                                       |
| -   Event organizer                                                   |
|                                                                       |
| -   Transportation consultants                                        |
|                                                                       |
| -   Traffic control contractors                                       |
|                                                                       |
| -   Emergency management agency                                       |
+-----------------------------------------------------------------------+

#### [Stakeholder Roles and Coordination]{.underline}

A planned special event represents a source of non-recurring congestion
where, similar to a traffic incident, stakeholders must adopt a formal
management process to ensure successful traffic management plan
deployment and minimal impact to transportation system users. The
Incident Command System can be used to handle traffic management during
planned special events. The ICS organizes and coordinates multi-agency
response to an incident by establishing responsibilities and lines of
authority. An Incident Commander has overall responsibility for managing
the planned special event.

[Command Post]{.underline}

The ICS will most likely be used in a multi-agency command post. The
command post will probably be at or near the venue where the planned
special event takes place. Depending upon the size of the event,
secondary command posts may exist. These secondary command posts may
take on specific areas of responsibility, such as law enforcement or
traffic control.

In some instances, a permanent TMC may serve as the primary command
post. The advantage of using the TMC is that many of the communications
resources and other needed tools are already in place.

Advantages of a single command post include: (1) key agencies are
represented in a single location and (2) communications among agencies
are simplified.

An advantage of secondary command posts is that event management can be
more easily switched if a problem develops at the primary command post.

[Resource Planning]{.underline}

The plan developed for the resources needed for the event represent the
collected best opinion on what is needed. Resource planning involves the
following two parts: (1) determining the scope and amount of resources
that will be used on the day-of-event and (2) identifying resources in
advance in case the traffic management team needs more resources than
planned to implement the traffic management plan.

The most important resource that stakeholders must plan for involve
personnel resources. Planning considerations include:

-   What type and quantity of skilled personnel are needed?

-   Where should personnel be deployed?

-   What responsibilities will individual personnel have?

#### [Managing Traffic]{.underline}

While the traffic management plan and supporting implementation plan
notes how stakeholders expect to manage traffic, the actual management
of traffic on the day-of-event may differ from what the plan calls for.
Traffic incidents, changing weather conditions, and other unexpected
events can all cause the traffic management plan to be modestly modified
or completely changed. After safety, successfully managing traffic
represents the reason why stakeholders developed the traffic management
plan in the first place and that goal must remain paramount.

As part of the traffic management plan, various scenarios can be
addressed from best case to worst case, together with likely variations.
Having different scenarios and response plans specified in the traffic
management plan will help managers more quickly respond to changes.
Again, not every variation can be noted, but experienced staff can
modify what the traffic management plan calls for.

[Evaluation Activities]{.underline}

Although many hours have been spent creating the traffic management
plan, the plan should remain flexible with the ability to modify and
enhance it with necessary changes based on real-time traffic conditions.
Updates can continue through the course of the planned special event,
accounting for new situations and unexpected events. Evaluation of the
plan is an ongoing activity during the event, and participants should
contribute their insights as they witness the event unfolding. The
traffic management team must be open to modifications of what had been
agreed to during the event operations planning and implementation
activities phases.

Table 3-38 indicates key traffic management plan evaluation activities
on the day-of-event.

Table 3-38

Traffic Management Plan Evaluation

Activities

+-----------------------------------------------------------------------+
| # ACTION                                                              |
+=======================================================================+
| -   Establish briefing schedule and location (e.g., command post).    |
|                                                                       |
| ```{=html}                                                            |
| <!-- -->                                                              |
| ```                                                                   |
| -   Identify ranking representative of each stakeholder agency        |
|     participating in briefings.                                       |
|                                                                       |
| -   Conduct day-of-event briefing.                                    |
|                                                                       |
|     -   Situation status                                              |
|                                                                       |
|     -   Objectives and priorities                                     |
|                                                                       |
|     -   Current organization                                          |
|                                                                       |
|     -   Personnel and equipment resource assignments                  |
|                                                                       |
|     -   Communications                                                |
|                                                                       |
|     -   Concerns and related issues                                   |
|                                                                       |
|     -   Recommended changes                                           |
|                                                                       |
| ```{=html}                                                            |
| <!-- -->                                                              |
| ```                                                                   |
| -   Achieve consensus on recommended changes.                         |
+-----------------------------------------------------------------------+

###### **Communication**

In most areas of the country, interoperable communications, in which all
agencies are able to communicate on a common radio frequency, is not yet
a reality. That being the case, it is necessary for a communication
structure and protocol to be established. As shown in Table 3-39, the
structure should include the noted primary considerations.

Whatever frequency is used, it is important that all those who must use
it be able to access the channel and that coverage include all areas
where operations will take place.

Table 3-39

Communications Structure Primary

Considerations

+-----------------------------------------------------------------------+
| # CONSIDERATION                                                       |
+-----------------------------------------------------------------------+
| -   What radio channels or frequencies will be used.                  |
|                                                                       |
| -   Who will use these channels.                                      |
|                                                                       |
| -   Will a common lexicon be used for communications.                 |
+-----------------------------------------------------------------------+

Another important part of the protocol involves using *common language*
on a multi-agency frequency. An increasing number of agencies are now
using clear language protocols on their radio frequencies, and these
standards should be followed if multiple agencies have to communicate
with one another. Clear language simply says that commonly understood
words and phrases are used instead of codes.

#### [Interagency Communication]{.underline}

To minimize confusion and extraneous information being shared among
agencies, the question of who will use which frequencies should be
decided during the planning process. Stakeholders should understand: (1)
how they can reach other traffic management team members during the
event, (2) which channels they will be found on, and (3) what
information should be shared.

Since many of the stakeholders comprising the traffic management team
may not be accustomed to interagency coordination, they should
understand the importance of sharing information with their interagency
partners. Information not shared with others who are affected could lead
to difficulties managing traffic and cause mistrust among participating
stakeholders.

#### [Equipment]{.underline}

The participating agencies may normally operate on a wide variety of
systems. VHF, UHF, and 800 MHz trunked systems are among those in common
use, and agencies cannot normally communicate from one system to
another. Before the right equipment can be identified, it is important
for the stakeholders to understand what they want the communications
system to do. Is it simply a means to share information, or does
real-time coordination have to take place? Who has to operate on the
channel? Where will they be located? Once these questions are answered,
it becomes possible to identify the appropriate equipment to use for the
event.

#### [Interacting with the Media]{.underline}

The media may find that the usual means they use to get traffic
information are unavailable during the planned special event. Due to
security concerns, airspace near the site may be off limits. This makes
the media more dependent upon the agencies to provide them with updates.

Unless a proactive decision is made otherwise, most agencies would not
want the media to call the command post for updates. Calls to and from
the TMC may be the best way to get information to the media. Wherever
the media are directed to call, it is important that the person handling
those calls has the most up-to-date, accurate information available. For
the media to trust this source, they must believe that this is the best
place to get information. Since most media want to verify information on
their own, agencies should be prepared for the media to seek out other
sources. The media may also acquire information via cell phones from
event patrons driving to the planned special event, and the media will
want to verify the information the public provides with the
transportation agencies. If trust is lost between the media and the
agencies, the agencies may lose control of the flow of information.

#### [Traveler Information Dissemination]{.underline}

Traveler information will have two important audiences during the event:
(1) those who plan to attend and (2) those who want to avoid the delays
the event may cause. In both cases, traveler information tools can be
used to effectively disseminate information.

On the day-of-event, it must be clear who will update traveler
information devices and how timely and accurate information will get to
the officials responsible for providing the updates. These individuals
must be part of the communication chain. Assigning a dedicated person to
handle the updates would be ideal. Conflicting priorities could result
in out-of-date information being disseminated if one person is asked to
handle too many tasks.

###### **Traffic Monitoring**

Agencies responsible for managing planned special events require
numerous types of information on the current conditions of the system to
support delivery of effective service for the planned special event.
This required information varies widely depending on: (1) the service
being provided, (2) how often it needs to be collected, and (3) how
accurate it needs to be.

In a traffic management system, the traffic monitoring component, or
surveillance component, is the process in which data is collected in the
field. This data is used to supply information about conditions in the
field to other system components including personnel located in the
field on the day-of-event.

The information collected through the monitoring effort is valuable for
post-event activities. After the event, the information gathered and/or
observed can be used as part of the program or event evaluation. The
data collected provides: (1) input into estimating the benefits of the
traffic management plan and operation and (2) input into planning for
future planned special events.

#### [Performance Evaluation Data]{.underline}

Performance measures provide the basis for identifying the location and
severity of problems (such as congestion and delay), and for evaluating
the effectiveness of the implemented planned special event management
strategies. In essence, performance measures are used to measure how the
transportation system, and therefore the traffic management plan,
performs with respect to the adopted goals and objectives, both for
ongoing management and operations of the special event and the
evaluation of future options.

In managing travel for planned special events, a direct relationship
exists between the performance measures selected and the data needed in
the performance measurement process. The data and information used in
decision-making must be of high quality because the remedies have to be
performed immediately. They must originate from reliable, consistent
sources and meet the needs of the decision makers. Moreover, the
decision makers must have confidence in the information, or it will not
be used.

### POST-EVENT

### ACTIVITIES![](media/image2.wmf){width="0.9319444444444445in" height="0.3034722222222222in"}

Post-event activities range from informal debriefings between agencies
comprising the traffic management team to the development of a detailed
evaluation report. Qualitative evaluation techniques include individual
debriefings of traffic management team members, patron surveys, and
public surveys. Quantitative evaluation techniques include performing an
operational cost analysis and analyzing performance evaluation data
collected during the traffic monitoring process. Evaluation results,
identifying needs and successes, represent valuable input toward
planning for future planned special events and creates an iterative
process.

**Evaluation Framework**

The first steps in the evaluation of the traffic management plan
implemented for the planned special event take place during the event
operations planning phase. Knowing ahead of time that a post-event
evaluation will occur allows participants to make provisions for the
review. In particular, this means collecting data during the event,
which can be used as part of the review process. At a minimum, this
would include data indicating how the system performed and a log of what
took place during the event.

[Measures of Effectiveness]{.underline}

Measures of effectiveness represent quantitative measures that give some
insight into how effectively a unit is performing. MOEs are measures of
activity that, while not reflecting performance directly, show workload
and trends. To evaluate how well the traffic management plan worked,
some form of measurement is necessary. In addition to telling
stakeholders how effective their plan was, the measurements provide
transportation professionals the means to demonstrate to others,
including the media and elected officials, how well the plan may have
worked.

There are two areas of effectiveness that should be measured, *internal*
and *external*. Table 3-40 indicates examples of internal measures.
Table 3-41 presents a list of external measures.

Table 3-40

Internal Measures of Effectiveness

+---------------------------------------------------------------------+---+
| # MEASURE                                                           |   |
+---------------------------------------------------------------------+---+
| -   Number of messages displayed on changeable message signs        |   |
|                                                                     |   |
| -   Number of messages broadcast on highway advisory radio          |   |
|                                                                     |   |
| -   Number of traffic incidents handled                             |   |
|                                                                     |   |
| -   Number of messages transmitted between stakeholders             |   |
|                                                                     |   |
| -   Number of traffic signal timing changes                         |   |
|                                                                     |   |
| -   Number of times a ramp(s) was closed and time/duration of       |   |
|     closure(s)                                                      |   |
+---------------------------------------------------------------------+---+

Table 3-41

External Measures of Effectiveness

+-----------------------------------------------------------------------+
| # MEASURE                                                             |
+=======================================================================+
| -   Volume of traffic on major routes                                 |
|                                                                       |
| -   Volume of traffic on alternate routes                             |
|                                                                       |
| -   Volume of traffic entering and exiting the site and parking areas |
|                                                                       |
| -   Hours of delay                                                    |
|                                                                       |
| -   Number of event patrons and participants utilizing transit to and |
|     from the event                                                    |
|                                                                       |
| -   Travel times                                                      |
|                                                                       |
| -   Modal split                                                       |
|                                                                       |
| -   Average vehicle occupancy                                         |
+-----------------------------------------------------------------------+

[Application to Future Events]{.underline}

Whether the event is a one-time only happening or an annual occurrence,
what has been learned through the evaluation can contribute toward
proactively improving travel management for all planned special events
occurring in a region.

To be beneficial for future planned special events, the results of the
evaluation should be documented and made accessible. In the case of a
one-time only event, the evaluation may show both general and specific
insights, which can be used for other future planned special events.
These could include areas such as traveler information, interagency
communications, and the planning process itself.

For recurring events, a file providing the cumulative benefit of lessons
learned will help sharpen the traffic management plan developed for each
new occurrence. It is also important to remember that with recurring
events, slight changes in circumstances will require modifications to
the plan.

**Participant Evaluation**

Participant evaluation includes: (1) stakeholder debriefing, (2) patron
survey, and (3) public survey.

[Stakeholder Debriefing]{.underline}

At the conclusion of the planned special event, a debriefing session
should be held. The stakeholder debriefing is an opportunity to bring
together those involved and impacted by the planned special event. In
it, these individuals, and the groups they represent, can compare what
the plan called for and what actually took place. They can also examine
areas the plan may not have addressed but turned out to be issues in
hindsight. All of those who were involved in creating the traffic
management plan, as well as key people who played a role during the
event itself, should be present for this session. This includes
stakeholders forming the event planning team and traffic management
team. Table 3-42 lists elements of a stakeholder debriefing.

[Patron Survey]{.underline}

Although the goal is to keep traffic moving on all of the transportation
facilities, the patrons are the ultimate customers of everyone involved
in the traffic management of the planned special event. It is largely
for their benefit the traffic management plan was created in the first
place, and they are the ones likely to suffer the greatest consequences
if the plan does not work. Therefore, the viewpoint of event patrons is
needed if a credible evaluation of the plan is to be done.

Table 3-42

Elements of a Stakeholder Debriefing

+-----------------------------------------------------------------------+
| # ELEMENT                                                             |
+-----------------------------------------------------------------------+
| -   Introductions of individuals and the roles they played (if not    |
|     obvious)                                                          |
|                                                                       |
| -   Explanation that the debriefing is not designed to find blame for |
|     anything which may have gone wrong, but to identify areas of      |
|     improvement for future planned special events                     |
|                                                                       |
| -   Distribution of a chronology of the special event, preferably one |
|     which melds individual agencies' own chronologies                 |
|                                                                       |
| -   Review of the timeline of events                                  |
|                                                                       |
| -   Discussion of other areas of concern                              |
|                                                                       |
| -   Next steps to incorporate lessons learned                         |
+-----------------------------------------------------------------------+

Sample questions for possible inclusion in a patron survey include:

-   Were you aware of any special travel information before the event?

-   Did you find information provided en-route to the event (e.g., via
    signs, radio) helpful?

-   Did you experience any unexpected problems approaching the venue?

-   Do you have any suggestions or other comments you wish to offer?

[Public Survey]{.underline}

The public survey takes in a wider audience than the patrons. This
includes those who may have been impacted by the planned special event
even though they did not attend the event. Since this is a larger and
more diverse group of stakeholders, it may be more difficult to identify
and survey them.

Sample questions for possible inclusion in public survey include:

-   Were you aware of the event before it took place?

-   If you were aware of the event beforehand, would you have altered
    your plans based on that information?

-   Did you change your plans or schedule as a result of the event?

-   How would you evaluate the effectiveness of traffic management
    efforts for this event (poor, good, excellent)?

-   Do you have any additional comments or suggestions based on your
    experience?

**Post-Event Debriefing**

A post-event debriefing should be held to review what took place. The
purpose of the debriefing is to: (1) examine what took place, (2)
compare it to what was expected to happen, (3) identify what worked
well, and (4) determine areas of improvement for future planned special
events.

It is important to remember that the post-event debriefing is not
designed to be a time to blame individuals or agencies for what took
place during the event.

Table 3-43 lists the broad topic areas that should be covered in the
post-event debriefing.

Table 3-43

Post-Event Debriefing Meeting

Agenda Topics

+-----------------------------------------------------------------------+
| # TOPIC AREA                                                          |
+-----------------------------------------------------------------------+
| -   Purpose of meeting                                                |
|                                                                       |
| -   The planning process                                              |
|                                                                       |
| -   Interagency communications                                        |
|                                                                       |
| -   Traffic management in and around the venue                        |
|                                                                       |
| -   Traffic management outside of the event site                      |
|                                                                       |
| -   Traveler information, including media                             |
|                                                                       |
| -   Lessons learned                                                   |
+-----------------------------------------------------------------------+

##### The purpose of the post-event debriefing is not to just identify what could have been done better but to note what was successful. The successes and lessons learned must be chronicled so that those stakeholders who are responsible for planning the next planned special event will be able to tap the wisdom of those who have done this before.

##### 

##### Post-Event Report

Table 3-44 presents an outline of a typical post-event report.

Table 3-44

Outline of Post-Event Report

+-----------------------------------------------------------------------+
| #  REPORT ORGANIZATION                                                |
+-----------------------------------------------------------------------+
| -   Outline report topics.                                            |
|                                                                       |
| -   Document products of the event operations planning phase.         |
|                                                                       |
| -   Identify key successes.                                           |
|                                                                       |
| -   Present lessons learned.                                          |
|                                                                       |
| -   Identify improvements for future events.                          |
|                                                                       |
| -   Configure to serve as a working document for future special event |
|     planning.                                                         |
|                                                                       |
| -   Review chronologically what took place.                           |
|                                                                       |
| -   Summarize both positive and negative aspects.                     |
|                                                                       |
| -   Include all stakeholder viewpoints.                               |
+-----------------------------------------------------------------------+
| # OPERATIONAL COST ANALYSIS                                           |
+-----------------------------------------------------------------------+
| -   Examine operational costs.                                        |
|                                                                       |
| -   Include staffing, overtime, and equipment for each involved       |
|     agency.                                                           |
|                                                                       |
| -   Identify potential cost savings.                                  |
|                                                                       |
|     -   Reallocation of personnel                                     |
|                                                                       |
|     -   Division of responsibilities                                  |
|                                                                       |
|     -   Use of technology                                             |
|                                                                       |
| -   Include total staffing, overtime, and equipment for all agencies. |
+-----------------------------------------------------------------------+
| # QUALITATIVE EVALUATION                                              |
+-----------------------------------------------------------------------+
| -   Include survey of stakeholders.                                   |
|                                                                       |
| -   Include survey of event patrons.                                  |
|                                                                       |
| -   Include survey of public.                                         |
+-----------------------------------------------------------------------+
| # QUANTITATIVE EVALUATION                                             |
+-----------------------------------------------------------------------+
| -   Provide numerical picture of the event.                           |
|                                                                       |
|     -   Costs                                                         |
|                                                                       |
|     -   Hours saved                                                   |
|                                                                       |
|     -   Traffic incidents handled                                     |
|                                                                       |
|     -   Passengers carried on various modes.                          |
|                                                                       |
| -   Present cost/benefit analysis.                                    |
+-----------------------------------------------------------------------+

Since the process of handling the planned special event follows a
timeline, the easiest way to organize the report may involve reviewing
what took place chronologically. An alternative method of organizing the
report concerns dividing it by subject areas such as traffic management,
traveler information, command center operation, and communications.

The report should summarize both positive and negative aspects.
Remember, this is not designed to be a public relations piece to promote
the handling of the planned special event but a working document to
assist future special event planning.

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