Long Description: Post-Event Activities Checklist - Step 3
Step 3. Post-Event Debriefing Meeting
Assessment: Meeting organization
If Assessment applies:
- Organize meeting prior to event
- Schedule meeting a few days after event but do not delay
- Facilitate maximum attendance through assignment of meeting time and location
Tips/Examples:
- The meeting should be scheduled at least a few days after the event, giving traffic management team members some time to absorb what took place during the event and an opportunity to put it into perspective; however, the meeting should not be delayed too long after the event so memories of what took place remain fresh
- Scheduling considerations should include: (1) the rotating schedules of those who may attend, (2) ease of access to the meeting location, and (3) potential conflicts with other events
- On a regional level, such meetings may coincide with a regular traffic incident management team meeting
Assessment: Meeting agenda
If Assessment applies:
- Ensure the meeting covers topics of interest to all participants
- Identify meeting purpose and objectives
- Develop consensus meeting agenda
Tips/Examples:
- The debriefing meeting is not designed to be a time to blame individuals or agencies for what took place during the event
- Meeting purpose involves: (1) examining what took place, (2) comparing it to what was expected to happen, (3) identifying what worked well, and (4) determining areas of improvement for future planned special events
- Agenda topics may include planning process, communications, traffic management at and outside venue site, plan revisions during event, traveler information, and perceived successes and lessons learned
Assessment: Identification of key successes and lessons learned
If Assessment applies:
- Encourage participants to identify what worked well
- Solicit multiple viewpoints on a particular observation
- Determine areas of improvement for future planned special events
- Record identified successes and lessons learned
- Transfer key successes and lessons learned to the next event occurrence and all planned special events in the region
Tips/Examples:
- Have participants identify what they see as key successes and lessons learned before the debriefing meeting to help facilitate meeting discussion
