Special Event Management

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Special Event Management

• Chapter 14

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Planned Special Events

• Sporting Events
• Concerts
• Festivals
• Conventions
• Parades
• Bicycle Races

• Motorcycle Rallies
• Sporting Games
• Firework Displays
• Seasonal Festivals
• Milestone Celebrations

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Characteristics

• Event time of occurrence and duration
• Event location
• Area type
• Event market area
• Expected attendance
• Audience accommodation
• Event type

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Event Planning Team Establishment

• Coordination among traffic operations/transit/law
  enforcement agencies
• Designation by a committee on special events
  within a regional transportation management
  organization
• Regional transportation committee on special
  events

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Risk Assessment
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Program Planning

• Involves activities unrelated to a specific event
• Involves participation and coordination of
  stakeholders
• Establish new frameworks, policies, legislation
  to monitor, regulate, and evaluate future planned
  specific events

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Regional Level

• Key Considerations
• Role of oversight stakeholders
• Policy support
• Regional planned special events program
• Stakeholder roles and coordination

• Five-Step Process
• Step One Identify the Stakeholders
• Step Two Identify a Lead Agency
• Step Three Maintain Communication
• Step Four Form Subcommittees
• Step Five Continue Communication

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Local Level

• Backed by guidelines and regulations
• Agreement between participating agencies
• Municipal permit represents approval/agreement
• A Special Event Permit application and associated
  regulations outlines
• a general approach toward successfully managing
  travel for the event
• facilitates coordination with appropriate
  stakeholders
• gauges resource requirements on the day of event

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Special Event Permit Process

• Serves to scope, schedule, and direct event
  operations planning activities for proposed
  events
• Reduces unnecessary delays
• Application serves to communicate event
  operations characteristics

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Supplemental Requirements

• Event site plan
• Traffic flow plan
• Traffic control plan
• Parking plan
• Emergency evacuation plan
• Notice of event for affected property owners and
  residents
• Event advertising brochure
• Hold harmless agreement
• Certificate of insurance
• Permitting requirements

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Implementation Activities

• Involves both the event planning team and the
  traffic management team
• Involves
• Implementation plan development
• Stakeholder review and testing exercises
• Personnel resource management and training

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Communication

• Necessary for structure and protocol to be
  established

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Communication Technology Role

• Must be total and instant for it to be of any
  value
• Should have the following
• A radio system
• Mobile phones
• Beepers/pagers
• Telephone system
• Fax machine
• Computer capabilities

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Travel and Insurance Information

• Audiences
• Those who plan to attend
• Those who want to avoid the delays the event may
  cause
• Insurance companies consider the following
• Security
• Maintenance and housekeeping
• Emergency services
• Parking and traffic control
• Concessions

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Controlling Building/Event Access

• Gain entry if members, authorized visitors, or
  purchased a ticket
• Admission control begins with the box office
• Tickets published by a reputable company
• Admission types general and reserved
• Photo identification system
• Computer Card ID System
• There is no substitute for well-trained security
  and emergency medical personnel.

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11 Steps in Creating an Event

• Get organized.
• Determine why this event should be organized.
• Define the event with a short and direct mission
  or motivation statement.
• Determine who the participants should be.
• Learn about the organization and/or sport
  governing bodies.
• Determine who needs to sanction the event.
• Define the focus of the event.
• Determine the identity for the event.
• Define the geographical area for the event.
• Develop a budget for the event.
• Design a marketing and promotional plan for the
  event

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The Budget

• Blueprint for financial success estimate for
  revenue and expenses
• Typical revenues include
• Title, presenting, official sponsors
• Ticket sales
• Merchandising
• Program
• Domestic and International television
• Commercial Sales and Ancillary Events
• Donations and concessions
• Office space, supplies, officials, facility
  rental