a collage of eight photos showing a stakeholder meeting, people boarding a bus, a changeable message sign displaying the message race traffic, cars traversing a roadway where barricades delineate travel lanes, a closed-circuit television camera, a crowd of people standing near a train and traversing a pedestrian overpass, two implementation plans, and three traffic management team personnel gathered around a laptop computer

Managing Travel for Planned Special Events

Chapter Three. Overview
Page 5 of 8

Event Operations Planning

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.
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.

flowchart illustrating 31 steps in the event operations planning process for all planned special events

Figure 3-6. Event Operations Planning Process Flowchart D

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

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.
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

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.

Table 3-11. Summary of Event-Oriented Risk Scenarios
Event-Oriented Risk	Example Scenario
Demonstration or protest	Any event that is political in nature or invokes social concern. Political conventions and parades
Ticketless event patrons causing overcrowding	Sold-out sports championship games Sold-out concerts involving select performers
Fan celebration	Response to city or school sports team winning a championship.
Event patron violence	Motorcycle rally violence between patrons and/or participants.

Performance Goals and Objectives

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 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 3-12. Transportation System Operations Performance Objectives for Planned Special Events
User Class	Performance Objective
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 road user	Minimize travel delay on major thoroughfares, 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.

Table 3-13. Measures of Effectiveness for Assessing Performance Objectives
Location	Measure of Effectiveness
Venue parking areas	Occupancy and turnover rate Arrival and departure service rate Time to clear parking lots
Intersections	Vehicle delay Queue length
Freeways and streets	Travel time and delay Traffic volume to capacity ratio Traffic speed Number and location of crashes and other incidents Traffic incident clearance time

Planning Schedule and Deliverables

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.

Figure 3-7. Event Operations Planning Schedule D

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

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.

Stakeholder Review of Planning Products

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

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.

Table 3-14. Summary of Policies and Agreements Applicable to Managing Planned Special Events
Item	Example Application
Interagency agreement	Joint operations policy between 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 event routes	Routes established under the program planning phase for recurring street use events such as parades and races.
Toll facility congestion policy	Suspension of tolls during periods of heavy congestion.
Public-private towing agreement	On-call towing and recovery services during a special event.

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.

Figure 3-8. Feasibility Study Analysis Steps

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.

Table 3-15. Feasibility Study Analysis Summary
Component	Analysis	Result	Application
Travel forecast	Modal split	Number of trips by mode of travel	Input into parking demand analysis. Input into traffic demand analysis.
Travel forecast	Event traffic generation	Number of vehicle trips by personal automobile	Input into parking demand analysis. Input into traffic demand analysis.
Travel forecast	Traffic arrival rate	Number of trips per unit of time	Input into parking demand analysis. Input into traffic demand analysis.
Market area analysis	Event trip origin	Geographic location of event trip origins and percent split	Input into traffic demand analysis.
Parking demand analysis	Background parking occupancy	Number of non-attendee vehicles per parking area and unit of time	Input into event parking occupancy.
Parking demand analysis	Event parking demand	Number of event-generated vehicles per parking area and unit of time	Input into traffic demand analysis.
Traffic demand analysis	Background traffic flow	Background traffic demand rate, adjusted for event-required road closures	Input into roadway capacity analysis.
Traffic demand analysis	Event traffic assignment	Event traffic demand rate per assigned route	Input into roadway capacity analysis.
Roadway Capacity Analysis	Section and point capacity	Identification of capacity constraints and level of service	Input into traffic management plan. Input into travel demand management assessment.
Roadway Capacity Analysis	Network operations	Identification of bottleneck locations and saturation flow rates	Input into traffic management plan. Input into travel demand management assessment.

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

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.

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.

Table 3-16. Traffic Generation Forecast Process
Component	Detail
Input data	Daily attendance Percent automobile trips Vehicle occupancy 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

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

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.

Table 3-17. Market Area Analysis Methods
Method	Description
Travel time analysis	Determine population distribution within travel time threshold of event venue.
Distance analysis	Determine population distribution within distance radius of event venue.
Origin location analysis	Determine weighted distribution of known origins by place or zip code.

Parking Demand Analysis

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.

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.

flow chart illustrating the parking demand analysis process used to determine the adequacy of event venue (on-site) parking and the identification of appropriate off-site parking areas

Figure 3-9. Parking Demand Analysis Process D

Traffic Demand Analysis

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

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 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

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.

Table 3-18a. Tools for Mitigating Planned Special Event Impacts on Transportation System Operations: Traffic Control and Capacity Improvements
Category	Example Tools
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

Table 3-18b. Tools for Mitigating Planned Special Event Impacts on Transportation System Operations: Traffic Management
Category	Example Tools
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

Table 3-18c. Tools for Mitigating Planned Special Event Impacts on Transportation System Operations: Travel Demand Management
Category	Example Tools
Transit incentives	Public transit service expansion Express bus service from park and ride lots Charter bus service
High occupancy vehicle incentives	Preferred parking 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

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

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 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

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

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.

Table 3-21. Site Access and Circulation Considerations
Consideration	Tactic
Parking area ingress	Right turn circulation pattern Contraflow operation Shoulder utilization Lane channelization Parking area overflow access points
Pick-ups and drop-offs	Use of off-street areas 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

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.

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.

Table 3-22. Site and Parking Plan Checklist
Element	Provision
Event patron parking areas	Highlight free, pay (state rates), and reserved (permit) parking areas. Indicate lots where tailgating is permitted. 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 access information	Indicate gate names as shown on event patron tickets.
VIP information	Show VIP (e.g., official guest / sponsor) parking areas. Show credential pick-up location. Show hospitality areas.
Shuttle bus route and stations	Display shuttle route and all stations. State cost, and emphasize free services.
Drop-off / pick-up sites	Show access points and circulation lanes for transit/taxi/limo/shuttle service. 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 parking areas	Show express/charter bus parking area. Show limousine parking area. Show media parking area. Show venue employee parking area.
Disabled parking areas	State specific location (e.g., first row) of disabled-only spaces in general parking areas. Indicate number of spaces available.
Other considerations	Show aerial map. Promote advance purchase (permit) options. 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.

Pedestrian Access Plan

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

Table 3-23. Pedestrian Crossing Tactics
Tactic	Application
Temporary pedestrian bridge	Provides uninterrupted flow. 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 crossing	Provides interrupted flow. Avoids pedestrian conflict with turning vehicles. Requires officer control.
Staffed crossings	Provides interrupted flow. Accommodates light pedestrian volume.

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

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 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.

flowchart illustrating a process for assessing corridor and/or local traffic flow routes

Figure 3-10. Traffic Flow Route Assessment Process D

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.

Table 3-25. Tactics for Accommodating Background Traffic during Planned Special Events
User Group	Tactic	Benefit
Regional through traffic	Freeway-to-freeway diversion beginning a significant distance upstream of an event venue.	Maintains mobility. Reduces the level of background traffic on corridor flow routes serving the venue.
Local through traffic	Arterial-to-arterial diversion	Eliminates non-attendee exposure to venue site area. Discourages cruising around site area. Allows public to become familiar with route after repeated implementation.
Neighborhood residents and businesses	Parking restrictions	Permits resident access to on-street parking spaces. Permits employee and customer access to public parking areas.
Neighborhood residents and businesses	Traffic control points	Restricts neighborhood area access to residents and business employees.
Neighborhood residents and businesses	Signing and alternate routes	Directs customers to businesses and other traffic generators.

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.

Table 3-26. Bus Accommodation Tactics
Tactic
Exclusive bus route Exclusive/priority bus lane On-demand communication with TMC or command post

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

Table 3-27. Traffic Flow Plan Checklist
Element	Provision
Event patron corridor flow route	Indicate recommended freeway ramps, by route direction, to/from event venue or specific parking area. Indicate corridor target points representing a 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 patron local flow route	Show connection to corridor flow route. Indicate local streets that connect to freeway entrance/exit ramps. 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.
Traveler information	Promote use of regional park & ride locations and event satellite parking areas. Indicate commercial radio and highway advisory radio 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 management team information	Include contingency maps detailing routes to overflow parking areas. Provide written directions for diverting corridor flow routes via local street system. Indicate alternate routes for ingress and egress to same target point.
Other travel modes / user groups	Show transit routes and state corresponding route number(s). Show preferred taxi routes. Indicate bicycle routes. Indicate pedestrian routes.
Other considerations	Provide information on both ingress and egress flow routes. 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.

Traffic Control Plan

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 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.

Table 3-28. Interchange Operations Tactics for Planned Special Events
Tactic	Event Time	Application	Benefit
Rolling road block	Ingress	Initiate tactic on freeway mainline upstream of congested interchange ramp(s).	Alleviates traffic demand at interchange, thus permitting street or ramp bottleneck to dissipate.
Rolling road block	Egress	Initiate tactic on freeway mainline upstream of a congested ramp junction or weaving area. Use tactic to meter freeway mainline traffic demand without creating a secondary bottleneck upstream of the congested area.	Reduces level of congestion at the primary bottleneck location.
Entrance ramp closure	Ingress	Initiate tactic on ramps in close proximity to and upstream of interchange target point for event traffic. Divert affected traffic to another downstream access point.	Eliminates congestion caused by traffic merging with heavy freeway mainline traffic.
Entrance ramp closure	Egress	Initiate tactic as necessary to reduce freeway mainline congestion in the vicinity of closely spaced entrance ramps.	Reduces freeway mainline congestion or prevents congestion from occurring.
Exit ramp closure	Ingress	Close ramp, as needed, to alleviate congestion on a downstream local flow route. Initiate only if a downstream exit ramp and local street system can handle diverted traffic.	Reduces congestion on local flow route.
Exit ramp closure	Egress	Initiate tactic at freeway interchanges connecting local traffic flow routes that have special egress traffic control measures in effect.	Prevents traffic from accessing local flow routes in the direction of the event venue that operate in favor of egress traffic flow.
Elimination of weaving area	Ingress	Close cloverleaf interchange entrance ramp to facilitate unimpeded diverge to access adjacent exit ramp.	Eliminates weaving area congestion. Extends deceleration lane for traffic using exit ramp.
Elimination of weaving area	Egress	Close cloverleaf interchange exit ramp and mainline right-lane to facilitate unimpeded merge with mainline.	Eliminates weaving area congestion. Extends acceleration lane for traffic using entrance ramp.
Ramp metering	Ingress	Meter freeway entrance ramps upstream of interchange target point for event traffic.	Reduces congestion caused by traffic merging with heavy freeway mainline traffic.
Ramp metering	Egress	Meter freeway entrance ramps downstream of interchange target point for event traffic	Reduces congestion caused by traffic merging with heavy freeway mainline traffic.
Late diverge prohibition	Ingress	Deploy traffic cones along barrier line extending upstream of exit ramp gore area.	Reduces congestion at diverge ramp junction caused by motorists attempting to make a sudden lane-change to access an exit ramp. Improves safety.
Additional exit ramp lane	Ingress	Cone an additional lane on exit ramps serving traffic destined to an event venue.	Provides additional ramp storage capacity. Proves particularly effective if two-lane ramp traffic does not have to merge at downstream end of ramp.

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.

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.

Table 3-29. Traffic Control Plan Checklist
Element	Provision
Freeway control plan	Specify maintenance and protection of traffic 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 control plan	Show closed road segments. 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 control plan	Specify maintenance and protection of traffic 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 location plan	State number of traffic cones, drums, and barricades required at designated locations. Indicate equipment staging areas (e.g., shoulder, median, intersection corner) Indicate location of equipment storage areas.
Other considerations	Provide plans for both ingress and egress operation. Indicate roadway construction zones. Include table of quantities. Show aerial map. Draw map to scale. Display landmarks.

En-Route Traveler Information Plan

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 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

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

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

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
Strategy	Description	Techniques	User Group
High occupancy vehicle (HOV) incentives	Increase the number of persons traveling in each vehicle.	Consider continuing HOV restrictions on HOV lanes to later weekday hours, or even into weekend hours, in order to encourage event patrons to carpool. Reduce parking fees for vehicles with more than two people. Provide free advertising for private lots to balance discounts given for HOV parking.	Event patrons Non-attendee road users
Event patron incentives	Encourage event patrons to arrive early or leave late in order to reduce peak traffic demand	Consider departure strategies that encourage spectators to state late after an event: Post-event fireworks or concert Special programming on stadium video screens "Meet the mascot" promotion for children Special discount with a ticket stub at nearby restaurants and pubs Extended parking, at no additional cost, for event goers to encourage their patronage of downtown restaurants and shops after an event Consider arrival strategies that encourage spectators to arrive early before an event: Registration in free drawings and contests that occur before the event Early opening of venue restaurants and/or offering of special discounts Tailgating encouraged in venue parking areas Encouraging spectators to watch teams warm-up before the game	Event patrons
Bicyclist accommodation	Encourage the use of bicycles in traveling to/from the event.	Provide proper bicycle paths (existing and temporary). Maximization of safety for bicyclists Avoidance of roadways with higher traffic volumes due to the event Provide security in bicycle parking areas. Staffing to prevent bicycle theft Locate bicycle parking close to venue entrance Provide bicycle racks on transit buses to allow spectators to access mass transit while carrying a bicycle	Event patrons
Local travel demand management	Increase the use of public transit. Encourage car pools. Shift work hours. Shift commercial truck travel routes and delivery schedules.	Encourage alternate travel choices. Avoidance of travel during times of event ingress and egress Avoidance of travel near event venue Encourage businesses to implement TDM strategies. Telecommuting Carpooling Flexible hours Modified delivery schedules Early release from work on event dates for infrequent night events Use media to announce alternate routes to and around the event. Contact commercial trucking companies. Times to avoid routes serving the event venue Reduction of number of truck trips Shifting of some truck trips to nighttime (non-event) hours.	Non-attendee road users

Transit Service

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.

Table 3-32. Transit Service Strategies
Strategy	Techniques
Public transit service expansion	Maximize use of public transit. Existing service with additional vehicle hours Modifying existing service by creating a route 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 bus service	Discourage event patrons from driving their vehicles to the event site due to expected site parking 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 service	Use a contract service to provide transportation directly to the event site from outlying areas (e.g., other neighborhoods and cities). Consider both charter bus operations as well as charter rail service.
Transit service marketing	Establish a comprehensive transit marketing program. Informing the public of the availability of public transit service to/from the event venue Convincing the public to use the service

Pre-Trip Traveler Information

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.

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 message signs Highway advisory radio

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

Previous | Next