Long Description: Initial Planning Activities Checklist - Step 1
Step 1: Information and Data Collection
Assessment: Previous event occurrences
If Assessment applies:
- Review operations strategies and resource allocations used in previous events
- Assess event-oriented risks and external factors affecting the operation of previous events
- Obtain information on contingency scenarios implemented in previous events
- Evaluate successful tools, techniques, and operations strategies used in previous events for potential application
- Gather information on traveler information
Tips/Examples:
- Consider past occurrences of the same event and like events at the same venue in addition to past occurrences of the same event in other areas
- Documented measures of effectiveness
- Participant (traffic management team, patron, public) debriefings and surveys
- Minutes of post-event debriefings
- Post-event reports
Assessment: Event operations information and travel data
If Assessment applies:
- Obtain historical and projected data on event operation characteristics
- Gather historical information for travel forecasting
Tips/Examples:
- Event operations characteristics include attendance, time of occurrence, time and duration, audience accommodation, and market area
- Travel forecast data includes trip generation, modal split, vehicle occupancy, arrival rate, and parking occupancy
- Traveler information includes static information, real time information to event and local road users.
Assessment: Stakeholder contacts
If Assessment applies:
- Identify and engage stakeholders potentially participating in event planning and operations
- Involve practitioners that handled previous or like event occurrences
Tips/Examples:
- Facilitate outreach early and often
- Develop contact lists based on information provided by the stakeholders
- Identify stakeholder point-of-contacts
- Identify potential event operations stakeholders, community interest stakeholders, and event support stakeholders
- Identify necessary agreements and permit requirements
- Identify Project Manager for the event management planning
