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Vehicle Inspections for SecurityLaw enforcement may need to inspect buses and other vehicles for explosive devices. A staging area may need to be set aside for buses coming from out of town or sent to the local jurisdiction before boarding passengers. DOT/DPW vehicles may also require inspection, especially if they will be located in secure areas. ProtestorsAt every stage of the planning and implementation of the operational plans, the public’s lawful expression of their First Amendment right should be respected. It is the policy of the USSS to treat demonstrators as members of the general public and not segregate them from the general public, while still providing the necessary security. However, to ensure community safety, it is necessary to quickly and safety arrest protestors or any other citizens breaking the law. Since the probability of such incidents is higher during NSSEs, tracking becomes a priority. During the 2008 RNC in St. Paul, Minnesota, police used the National Emergency Management Network (NEMN), which includes geo-mapping and situational awareness tools to help users identify, track, and manage assets before, during, and after emergency incidents. Over the course of the convention, the NEMN helped police track some 800 arrests and allowed sharing of information with first responders to increase understanding of where incidents were developing to keep them under control. Road ClosuresIn addition to road closure requests, requests for closures of subway, light rail, or commuter rail stops; bus stops; and sidewalks are possible. Depending on the jurisdiction, the DOT/DPW or the entity responsible for operating those services may receive these requests. In either event, these requests affect the public transportation network and can add to the logistics required to develop a strong transportation plan for the event. Committee members need to discuss these requests and develop alternatives that suit all parties involved. While considering the alternatives, transportation professionals also need to consider road and transit alternatives that can handle the increased usage and that are accessible to the elderly and persons with disabilities. For example, alternatives to a closed subway stop may be to provide buses to move people from the last possible subway stop to locations near their intended destination. If the majority of those people traveling to the closed subway stop are coming to the venue, it may be beneficial to have them delivered near access points if the event provides for access to the public. Again, committee collaboration and consideration of the needs of each participating agency is essential, since security is always the primary concern. For example, during the 2004 DNC, state police asked for a dedicated emergency lane on I-93 to and from the north that also supported MBTA express buses. Or, pedestrian closures may require signs to direct people who are not familiar with the area that the NSSE has closed off. In every instance, the public needs to be aware of any transportation closures so that they are able to assess how the NSSE will affect their travel. The public must also have information on alternative routes. For many NSSEs, transportation professionals have reported that messaging leading up to an event has encouraged the public to avoid the area of the NSSE. However, this is not always feasible with an NSSE designed so that the public can participate, such as a funeral or an inauguration. Clear messaging and well-planned alternatives are essential to a transportation plan’s overall success. Some multi-day or larger events may require long-term road or lane closures, which can have a substantial affect on metropolitan traffic flow. For example, during the 2004 DNC in Boston, several major roads throughout the metropolitan area had lanes closed from Sunday, July 25 through Friday, July 30. To minimize the effects to system users, it is important for NSSE coordinators to provide advance warning to users and, if necessary, system alternatives. The City of Boston developed a media campaign to inform drivers of lane closures, including websites and hotlines detailing closure dates and locations. The City of Boston also provided additional public transit services to provide transportation alternatives. Traffic DetoursProviding traffic detours is a major part of a DOT/DPW’s responsibilities for an NSSE. As discussed earlier, the NSSE can affect multiple modes for a single day or several days. In addition to planning for detour requests, the DOT/DPW may also need to employ any number of traffic management devices necessary to support NSSE operations. Such devices include:
This will require resources and manpower to work sometimes odd or longer-than-normal hours to support the NSSE. Typically, several parties including law enforcement and the USSS review and approve the traffic detour plans. Discussions concerning traffic detour plans will be extensive, and there may be multiple USSS special agents that will need to be consulted where a road closure and detour touches several zones. Law enforcement, whether local, federal, or from a surrounding jurisdiction, will serve in many roles leading up to and during an NSSE. For all road closures and traffic detours, law enforcement personnel should be present. This allows for enforcement of road closures and following traffic detours. Protestors, spectators, and the general public inconvenienced by the event may try and circumvent the efforts of the DOT/DPW. It is important to coordinate traffic detours with local law enforcement and establish contingency plans in the event that expanding a perimeter is necessary and to establish alternate routes and support them with the necessary resources if a traffic detour proves ineffective. TMCs as well as roadway safety/service patrols, if available, should monitor traffic detour routes. If field teams are in place to support specific quadrants of the event, discussed in further detail later, these “eyes on the road” can prove invaluable in areas where traffic surveillance or security cameras are not available. Scheduled reporting will help traffic management professionals assess the situation and make the appropriate adjustments to traffic signal timing and detour routes. Emergency RoutesFire/EMS will be concerned with emergency routes during the NSSE. Concerns include access to hospitals and evacuation routes. Security perimeters can affect response time; therefore, coordination by the transportation committee will need to include emergency services so that they are able to prepare accordingly. The DOT/DPW can clear routes by closing additional roads, restricting parking on key routes to provide more road space, or establishing a more extensive traffic detour program. For the 2004 DNC, Boston’s EMS led all medical planning and was the principal provider of all medical services. They provided services in five defined zones throughout the city. The EMS Dispatch Center handled the initial transfer of information on closed roads. The Boston EMS and State Police worked out a detailed plan to allow emergency access to closed roads and emergency vehicle lanes. They provided the plan to all EMS providers in Massachusetts, Rhode Island, New Hampshire, and Maine and made more than 25 presentations to local area providers. In advance of the NSSE, all providers gave a roster of personnel and vehicles that would provide emergency services. The MACC used these rosters to grant clearance and relayed information to the State Police to allow access through roadblocks. In total, this process cleared 160 ambulances through closed roads. SignageSignage for an NSSE is not only important for vehicle traffic but also for those on foot. Because pedestrian numbers may increase in areas where roads remain open, it is important for the public to know clearly where to go to gain access to either the venue or viewing areas. Additionally, drivers of cars and buses need to know when there are delays and/or road closures and what alternative routes are available. Early notification through DMS and general outreach to the media will help inform the public. The City of Denver used two types of DMS to convey driving information to the traveling public, including road closures and detours—permanent signs on major highways and roadways (the CDOT TMC controls the messages on signs on the Interstates; the Denver TMC controls the messages on signs on arterials) and portable DMS deployed as needed to all areas (field staff programmed messages). However, many inevitably will still try to travel to the event and will need information as soon as possible to avoid delays. Contacting bus companies and hotel associations in advance of the event will help determine the number of people coming to an event from out of town and assist with planning decisions. If a local jurisdiction or the USSS determines the need for a staging area for buses coming into the area, then the appropriate signage needs to be in place to avoid confusion and delays. ParkingAs mentioned previously, contacting the private sector to help determine the number of potential guests coming to a local jurisdiction will help determine parking requirements. Additionally, the event itself will require parking as will support personnel, DOT/DPW, police, Fire/EMS, and others staffing the NSSE. Determination of parking areas for support equipment, such as ambulances, must occur in advance. In cases where equipment is necessary within a zone, the equipment may not be permitted to move in and out of that zone once law enforcement has cleared it. In this case, the vehicle will not be available to provide service outside the zone. Typically, for security reasons, parking is restricted within all zones and, in certain cases, just outside the last security perimeter. Established jurisdictional procedures, parking availability, and expected traffic operational characteristics can vary substantially with each NSSE. Therefore, it is important that each DOT/DPW work with the USSS to accommodate only those parking requests that they deem reasonable. The City of Pittsburgh worked to promote the use of public transportation as an alternative during the G-20 Summit. Parking was not available to those who worked downtown in the hard perimeter, and parking garages in that perimeter had to close as well. Parking in the soft perimeter also closed, while all other areas in the downtown not in any perimeter offered parking with standard metering and hours. Some jurisdictions will restrict parking to keep crowds to a manageable level, improve security, and meet the needs of the city. It is important to expect that parking requests can come in from several federal agencies for their VIPs and protectees. Requests can change, and many requests may come in at the last minute. Many parking requests may be made at locations such as hotels where protectees reside. This may also mean that there is a need for road closures. Where space is at a premium, it is not unreasonable to discuss alternatives to determine the actual need for parking spaces versus the desired need of security personnel. Another important issue for a DOT/DPW committee to plan for is adequate resources available to quickly remove illegally parked or disabled vehicles. This may require contracting with one or more towing companies. In the case of contract towing, considerations must include access into certain areas as they are being secured as well as staging areas for tow trucks. The NSSE will also require adequate space to relocate towed vehicles along with signage containing contact information for vehicle retrieval. Some localities have chosen not to ticket and tow illegally parked vehicles for an NSSE, but that is at the discretion of the local jurisdiction and the need for security. Public Notification and the MediaMessaging through transportation resources (i.e., overhead highway messaging, DMS, detour signs, and transportation agency websites) are all part of a complete transportation plan. Because an NSSE can have a ripple effect beyond the immediately affected jurisdiction, the DOT/DPW may need to coordinate messages with surrounding jurisdictions to reach as many people as possible. Public messaging via media outlets, such as the Internet, print media, television, and radio interviews, are also a positive way to have the message about the event reach the widest possible audience. The proper committees need to review any messaging surrounding the event to ensure the messages are consistent. This tight control over messaging is necessary because both the content of the message and the timing of its delivery can be sensitive to the security of the event. While the public is aware of some information regarding some NSSEs, such as the time and location of the Super Bowl venue, there may be certain elements of information that are still security sensitive. However, in the case of transportation, messages concerning road closures are usually broadcast early to allow for the traveling public to plan ahead. The media is a partner in the process during planning. While specific information may not be immediately available, proper handling of media requests can help strengthen partnerships. As information is released, the media provides assistance to the DOT/DPW to disseminate the information to the public. The media will approach staff members at all levels, from garbage collection teams to maintenance crews, as the event draws near to find out any details or inquire about the status of preparations. DOT/DPW employees must receive instruction on how to handle these interactions with the media and be prepared to represent their organization appropriately or refer the inquiry to the appropriate agency representative. For the G-20 Summit, the media had representatives at the PennDOT TMC. PennDOT provided a conference room outside the TMC for the media to broadcast traffic reports throughout the G-20 Summit. PennDOT did not allow the media in the TMC’s Operations Control Room; the media were required to stay in their respective rooms. However, the glass in these rooms allowed the media to see into the Control Room. Resource StagingAs mentioned in the section on parking, resource staging is an important part of planning NSSE operations. The planning of road closures and traffic detours should consider staging areas so that the DOT/DPW can have the maximum amount of time to set up equipment safely and effectively. Mobile teams strategically located around the venue and prepared with resources allow the DOT/DPW to adjust road closures, clear incidents, and address traffic detour issues, which will improve response times and alleviate unnecessary delays. Resource staging also allows for any last-minute or overlooked issues, such as a police officer requesting additional traffic cones, and determination of the best way to expedite the request based on staging locations. Typically, support inside security perimeters will not require resource staging once security has swept and closed the security perimeter. However, the committee’s planning should address any projected needs, as it may be difficult to efficiently provide resources after securing an area. Operations CentersDuring the planning stage, it will appear as if every agency needs an operations center. Because the DOT/DPW plays such a central role in an NSSE, most operations centers will want transportation representatives. For example, during the 2004 DNC, state police set up a “Command Center” involving state police; the Massachusetts Department of Transportation, Highway Division; the MBTA; Division of Urban Parks and Recreation; the USSS; and the City of Boston. As the NSSE approaches, it may be necessary to train transportation personnel on how to work in an operations center that includes reporting and communications. Because incidents can occur and problems may develop, the DOT/DPW personnel in operations centers need to know who to contact immediately or need to be empowered with the authority to handle the situation. This may present an issue if a member of the DOT/DPW staff does not have a position description that gives them the responsibility to make possible command decisions. Issues of authority for transportation staff who fill positions in operations centers need to be directed to the appropriate offices well in advance of the NSSE. Some operations centers may require staff to undergo a background check to operate within that center. Those staff members may need to sign agreements that they will not disclose any information they acquire while executing their duties. Agencies should submit the names of the personnel for clearance as soon as they are requested. The DOT/DPW does not need to submit all members its staff; those who are expected to be in operations centers and their back-up staff is a good start. Some personnel may not pass the background investigation, and there may be a request for a new staff member. This does not mean that the staff member should be concerned, just that he/she may be deemed unsuitable for that particular assignment. The staff member should be aware of that decision even if the DOT/DPW does not know the reason for the decision. The concern or disposition of the investigation may or may not be passed on to the DOT/DPW, and the reason may be as simple as the individual having declared bankruptcy. The DOT/DPW may not be aware of this issue because it may not be of concern to the organization as part of routine business. However, the USSS may deem this a concern because this individual is more likely to be susceptible to coercion. Therefore, it is helpful for the DOT/DPW to provide as many names as is reasonable. Road Construction Work ZonesRoad construction work zones present a unique challenge to an NSSE. Completing or stopping and then securing ongoing road projects that affect traffic detours, road closures, and key transportation routes will be necessary prior to the NSSE. As part of its assessment of the venue location, the USSS may visit road construction sites to understand the project, well in advance of the NSSE. In many cases, the DOT/DPW can provide this information as well. Important information includes:
Securing a road construction work zone can consist of removal of equipment, supplies, and debris to include dumpsters. The concerns surrounding work zones range from access for protestors to objects that may be used against protectees, police, or other persons to a security risk for an act of terrorism. The NSSE may require temporarily halting road construction projects. This can mean temporarily resurfacing roadways only to tear them up again after the NSSE. Road construction work zone concerns must be coordinated with the appropriate committees at the onset of the planning process since a longer lead time makes it easier to accommodate any changes to permitting and contracts. During the G-20 Summit, the USSS and Pennsylvania State Police requested the closing of all work zones along I-376 between the Pittsburgh International Airport and the City of Pittsburgh. In addition, the USSS and State Police inspected each job site to ensure that they were secure. These inspections were a part of the larger, overall route inspection that the USSS and State Police conducted. The City of Pittsburgh also closed down construction and work zones throughout the downtown area. A City of Pittsburgh DPW official commented that many of the work zones in the downtown area required a police presence for traffic control. Due to the need for all law enforcement resources supporting the NSSE, the USSS and State Police secured work zones and temporarily halted work. Committees should keep in mind that although some road construction work zones may be inside the secured perimeters, others may be just outside or well beyond. It is a good idea to reach out to those road construction sites as they may experience more than expected traffic through their work zones. Some jurisdictions, and some contractors on their own, determine that it is better to stop work until the NSSE is completed. Again, although there may be no requirements for securing these road construction work zones, it may be a smart recommendation. It is equally as important that the DOT/DPW has a good local POC that will be on call 24/7 before and during the NSSE in the event that something does occur and access to the site or reporting of an incident are necessary. Multiple VenuesSome NSSEs will have multiple venues. Whether an alternate or additional venue in the same jurisdiction will receive NSSE-designation will be decided in advance of the planning process. Alternate and additional venues will require the same treatment as the primary venue and the same level of resources and coordination; however, the scale may be smaller. If the NSSE will use multiple venues, it is necessary to develop transportation and security plans to safely and efficiently move dignitaries and other people from one venue to another. Pre-Approved Events/Concurrent EventsIt may be necessary to cancel or scale back events planned for the same period of time as an NSSE. Disclose concurrent events early in the planning process to give time for the development of alternatives. For example, the 2009 G-20 Summit was originally scheduled to be in New York City, but was instead moved to Pittsburgh due to a United Nations meeting in New York City during the same time. TrainingThe USSS, local EMA, or law enforcement may or may not provide training to the DOT/DPW personnel. Tabletop exercises also may be limited to a few high-level officials. It will be up to the DOT/DPW to provide the necessary training to their staff based on the requirements of the event. The City of Pittsburgh DPW transportation staff reported that they were not included in any TTX that took place for the G-20 Summit. However, the DPW staff that were assigned to work during the event or were going to work at the EOC were included in training exercises. City officials were also aware that law enforcement participated in TTX. The DPW commented that no additional training was required for its role. Those individuals who worked at the city EOC were already trained on the software packages available to support incident and emergency operations. For the 2008 Denver DNC, all public works staff, including transportation personnel, received ICS training. This training platform was standard and widespread throughout the region with many partners receiving training. NSSE planners focused the training for many of the field staff on managing crowds and protestor activity (e.g., unchaining protestors, routing marches, ensuring enough space to prevent riots). Staff also participated in FEMA’s IEMC. Of the 3,200 police officers involved in the NSSE, the majority went through the training program, which required a yearlong process. Other staff also participated in the program. Training could include traffic control, incident management, operations center procedures, ICS, and local evacuation and incident plans. It will be important that as many people are trained as possible. This not only includes agency staff, but also volunteers, who large NSSEs may use, such as with the 2009 Presidential Inauguration. Absenteeism, long shifts, or an incident may stretch resources to levels that require staff not traditionally working in certain key positions to backfill as support. CredentialingPlanners assigned to multiple committees may need multiple credentials. The local jurisdiction will issue some, while the federal partners will issue others. As mentioned earlier, obtaining some of these credentials will require background checks or investigation, while others will not. The determining elements of the NSSE as well as the timeline will dictate these requirements. Vehicles that may need access to various parts of the venue will require some credentials. Both local and/or federal credentialing of vehicles may be necessary. The reasons can range from access to locations to simply allowing parking. The federal partners or local jurisdiction will request relevant vehicle information and prohibit the passing of issued credentials to other vehicles. They may also require any contractors brought in to support the event (e.g., towing companies) to provide personnel and vehicle credentials. Personnel who try to attend any meeting or part of the pre-event and event without the appropriate credentials will be turned away. Therefore, it is important to submit the names of all possible representatives early to either the federal or local requesting agency. Federal CredentialingEarly in the planning process, various federal entities will request names for credentialing to committees. A number of committees may use some credentials, while other entities may require their own special badge. These credentials can allow entry into secure facilities and identify someone as a participant on a committee. It is important to submit the appropriate names early, because any delay can result in a delay in participating in important committee discussions. Intra-Agency CredentialingIntra-agency credentialing, unlike federal credentialing, may already be in place due to existing agreements. In some jurisdictions, a special credential may be issued closer to the event day for access to operations centers either in the field or at other locations. The requesting agency can be law enforcement, EMA, or DOT/DPW for their operations centers. Again, the agency will request a list of personnel for access. Tracking Resources and Documenting CostAn easy part of the planning process to overlook is the tracking of resources to document costs expended. As the DOT/DPW becomes more involved with the NSSE, requests come in more rapidly for resources and service. Tracking costs is the responsibility of the jurisdiction, and it is the responsibility of the DOT/DPW to document its own costs and track its own resources. Agencies should assign an individual to be responsible for understanding any federal reimbursement requirements and to set a reoccurring timeline for collecting resource tracking and cost information. DOTs/DPWs may find the FHWA publication, Planned Special Events: Cost Management and Cost Recovery Primer, helpful in their NSSE planning process.[33] Another reason for tracking resources is to know what additional resources are necessary to support the NSSE. Pre-planning should help estimate needs and the cost associated with them. From trash can removal and overhead light removal and replacement, to roadway line markings, traffic cones, and welding of manhole covers, capture and record every cost for reporting to the federal government when requesting reimbursement. A record of used resources is also useful when it is necessary to restock equipment and supplies expended during the NSSE. [33] Planned Special Events: Cost Management and Cost Recovery Primer. May 2011 |
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Last Modified:
September 21, 2020
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