Managing Travel for Planned Special Events: First National Conference Proceedings

CLOSING SESSION — ADVANCING LOCAL PRACTICES

Walter H. Kraft, PB Farradyne, Inc.

Conference Summary and Closing Remarks

Walter H. Kraft
PB Farradyne, Inc.

It is a pleasure to have the opportunity to provide a few closing comments at this session. I will review the background of the conference, the definition of planned special events, and possible impacts of special events on the transportation system. I will also highlight some of the goals for managing travel for special events and the issues discussed during the sessions. Finally, I will suggest how we can be successful at accomplishing our goals and possible next steps for helping to advance the state-of-the-practice with managing travel for planned special events.

Jon Obenberger from FHWA was the driving force behind planning for this conference. Like many people, I was surprised at the impact of planned special events on the transportation system. For example, Milwaukee has more hours of planned special events than many areas have of peak traffic flows.

The first step in planning for this conference was a call for a conference venue. Six proposals were received and the City of New Orleans was selected to host the first conference. The second step was to call for abstracts. Slightly over 50 abstracts were submitted.

The planning committee decided to use a new format for the conference. Each of the eight breakout tracks included a panel session, a case studies session, a technical exchange session, and a future directions session. This format provided more time for discussion and exchanging ideas. It also helped identify future research needs and other activities. A total of 135 people attended the conference from 27 states, the District of Columbia, Canada, and New Zealand.

I would like to thank the conference planning committee for the outstanding job they did. It was a very active group that generated numerous ideas. Jon Obenberger provided the initial direction and Laurie Radow stepped in when Jon moved to a new position with FHWA. Rich Cunard, Steve Strength, Steve Latoski, and Robert Hicks deserve special thanks for their extra efforts.

The definition of planned special events Walt Dunn presented in the opening session is comprehensive and captures the main elements of these events. As I get older, however, I have trouble remembering the key elements of long definitions. I have highlighted a few of the key words in the definition to help focus on the critical elements. I think the key words are a scheduled activity that impacts transportation. It is important to have a definition that everyone understands and agrees upon, and that we can communicate to others.

A planned special event may have numerous impacts on a community or a region. It may be a bridging event between seasons and a cornerstone of an economic development effort. Planned special events have significant economic and traffic impacts. The economic impacts may be both positive and negative. Planning for special events allows areas to be better prepared for dealing with unplanned events because relationships among agencies have been established and actions have been outlined for dealing with different situations.

A number of goals for addressing the transportation impacts of planned special events were highlighted in the various sessions. Key goals included achieving predictability, ensuring safety, maximizing efficiency, and meeting expectations. Another important goal is to take care of the public.

A number of issues associated with planned special events were discussed in the sessions. National security clearance, which is not universal among agencies, was identified as one potential issue. In some cases, existing facilities, such as control centers, are not being used to the fullest extent. As always, the lack of needed resources, both personal and financial, is an issue in many areas. Being inclusive, rather than exclusive is critical as planned special events involve multiple agencies with different perspectives.

Maintaining communication within an agency and among transportation professionals is difficult. Keeping agencies engaged on a long-term basis is also hard. The lack of accurate information may be an issue in some areas. Personnel changes may also create problems, as relationships may be lost over time. Finally, the technology, planning, and operation support needed for special events all cost money.

Participants discussed possible measures of success for planned special events. Key elements identified included developing partnerships, establishing trust, and ongoing communication. Sharing lessons learned in different areas was noted as important, as was developing and maintaining common communications systems among all agencies. Many participants highlighted the need for education and training. Making sure all groups are talking together and not at each other was voiced as important. Providing a common non-threatening venue for agency personnel to meet and develop common approaches was suggested.

Other suggestions included being prepared for unexpected occurrences. Participants noted that transit was a critical means to increase roadway capacity. The need for agency personnel to work together early and often was stressed. Accurate and timely information from a single source was noted as important. Focusing on continuous improvement was noted as critical for the ongoing success of transportation for planned special events. Debriefing after an event was identified as important for continuous improvement. Some speakers noted they ensure critiques and feedback by linking them to overtime pay.

Following up on commitments and doing what you say you will do was noted as important. A number of participants stressed the need to make personnel visible and available to the public during an event. Being willing to make changes from the norm during an event and in the future was highlighted in different presentations. The need for staff to have the proper credentials was highlighted. While many speakers stressed that ITS is essential, they also noted that less advanced technologies also work and should not be forgotten.

The importance of being vigilant throughout an event, even after peak traffic flow has ended, was stressed by many speakers. A number of suggestions were made for effective techniques to deliver messages to event attendees and the public during planned special events. The need to rehearse, rehearse, and rehearse was stressed, as was the need to develop a key message and repeat it. Speaking in quotes and using plain language was highlighted. Not repeating negative questions and statements was stressed. If there is bad news, report it first and move on to other information. The final key is, of course, not to forget the public.

As with any conference, it is important that we continue to communicate, share ideas, and follow-up on recommendations for training and research. The PowerPoint presentations from the sessions will be posted on the conference website. The conference proceedings will be available from FHWA in early 2005. Spread the messages you heard at the conference to others in your organization and in other groups. Continue the dialogues started at this conference and help in fostering another conference. Finally, follow the suggestions Regina McElroy from FHWA will provide next.

Needs, Opportunities, and Next Steps to Improve Local Practices

Regina McElroy
Federal Highway Administration

Thank you, Walter. I have been very impressed with the quality of the presentations and the discussions during the conference. All of the participants displayed a commitment and an enthusiasm for transportation needs associated with special events. A number of individuals deserve special recognition for their contributions to making this conference a success. First, I would like to thank the facilitators from the future directions sessions. They did an excellent job of summarizing the main topics discussed in the eight sessions. I would also like to recognize Jon Obenberger, Walter Kraft, the conference planning committee, the local arrangements committee, and Laurie Radow for the great job they did in organizing the conference.

Thanks to all of you, a great deal has been accomplished over the past two days. You have provided input and direction for refining FHWA's road map related to managing traffic at planned special events. You have provided numerous ideas for technology transfer, training, and research.

I would like to expand on a few of the areas Walter mentioned. The first area relates to the communication and coordination among agencies and groups required to address transportation needs of planned special events. As noted by speakers throughout the conference, successfully managing traffic for planned special events involves more than just the transportation and transit agencies. Law enforcement, EMS, and security agencies are key players. Different federal, state, and local agencies may need to be involved. Ensuring communication, coordination, and collaboration among these diverse groups is not easy, but it is essential to successful efforts.

For FHWA, addressing the traffic congestion impacts of planned special events is of paramount interest. Helping resolve congestion problems, including non-recurring congestion associated with special events is at the core of FHWA's charter.

Addressing traffic congestion is key to successful special events transportation management. As many speakers noted, ITS has an important part to play in helping manage both reoccurring and non-reoccurring traffic congestion. Several speakers noted the need to document the application and the results of ITS with special events and to share the lessons learned with the use of different technologies and approaches.

Several speakers also noted the need for better monitoring and to document the effect of planned special events on motorists, businesses, residents, service providers, and agencies. It is also important to communicate the benefits of special events and transportation management to these groups to help ensure repeat attendance and ongoing business support of special transportation measures.

The economic impact of planned special events is very significant. For example, in Wisconsin, planned special events are an $11 billion annual industry. In the Milwaukee area, planned special events contribute approximately $2.6 billion to the economy on an annual basis. Special events generate over $1 million in state revenues. These figures demand attention and provide a strong indication of why managing transportation for special events is so important.

A number of suggestions were provided on methods to advance both the state-of-the-practice and the state-of-the-art with traffic management at planned special events. We need to apply existing technologies in innovative ways, develop new technologies, and implement new ways of doing business. Outreach and training continue to be priorities to communicate with all agencies and groups.

FHWA has a number of efforts underway to support advancing local practices. The Managing Travel for Planned Special Events Handbook is available on CD-ROM and on the FHWA website. An executive summary is also being developed targeted to top-level decision makers. Proceedings from this conference are being developed and will be available in early 2005. A compendium of best practices related to technical, procedural, and institutional issues is also under development, along with a practical checklist for managing traffic at planned special events.

Other speakers have mentioned the Talking Operations Series Webcast. An NHI training course on managing travel for planned special events is being prepared. Realizing the importance of measuring performance in setting direction, a checklist of indicators to chart progress is being developed. An agency self-assessment that can be used to provide a road map to measure current efforts and future improvements is also being prepared.

A number of activities are underway to promote future advances in local practices. First, it is important to make the case and to demonstrate the benefits of planning for transportation needs associated with special events. Providing examples of the benefits is an important aspect of sharing information. Developing needed tools and techniques to enhance operations during special events was stressed during the discussions. The importance of promoting partnerships among all affected agencies, organizations, and groups has also been stressed throughout the conference. Performance measurement is important for determining progress and for providing a basis for dialog among agencies and groups.

FHWA has identified a goal of having a sustained multi-agency program for planned special events in each metropolitan area by 2015. Expanding the detailed guidance for practitioners is also a goal.

I hope to see you all at the 2nd national conference on managing traffic for planned special events in 2006. Ongoing conferences help continue to advance the state-of-the-art and the state-of-the-practice. FHWA has a commitment to assist with future conferences. I also hope you will continue to share your experiences, successes, and failures. The FHWA website http://www.ops.fhwa.dot.gov/eto_tim_pse/index.htm, will provide information on future conferences, training, and other activities. Thank you very much for the opportunity to participate in this conference.

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