Executive Summary
Agencies across the country must contend with the transportation implications of hosting planned special events. Events can be large or small; they can be scheduled only once or repeat on a regular basis. All planned special events present challenges to host communities. ITS, which include equipment to sense current traffic conditions, to control traffic flow and to inform travelers of what to expect, as well as centers to bring all these functions together, can help agencies meet these challenges.
This cross-cutting study examines how six agencies in five states used and continue to use ITS to reduce congestion generated by planned special events, thereby reducing crashes, increasing travel time reliability, and reducing driver frustration.
Six locations were selected for in-depth examination in this crosscutting study:
- Montgomery County, Maryland
- Boston, Massachusetts
- Anaheim, California
- Pasadena, California
- Daytona Beach, Florida
- Dutchess County, New York.
Overall, the transportation officials interviewed found that the use of ITS helps to ease the congestion and frustration that accompany many planned special events. ITS benefit all types of agencies that host planned special events in all types of locations, from large urban areas that host many events throughout the year to small rural areas that host only one or two events annually. Transportation officials in localities around the country have recognized the important role ITS technologies play in the success of their planned special events. Many of these individuals also recognize that without those technologies, efficiently managing the transportation needs of both event attendees and local citizens would be a much more challenging proposition.
The use of ITS technologies themselves can, however, offer challenges. Many systems use sophisticated communications or networking applications that require operator training prior to deployment. Systems that are newly acquired by a locality may also experience glitches or difficulties associated with initial deployment that require maintenance or remediation from the manufacturer. Other technologies or systems, while potentially effective, are cost-prohibitive for smaller communities and rural areas with more limited budgets. In addition, local factors can have a significant impact on the usefulness of a technology solution. For example, an event with significant use of radio frequency (RF ) bandwidths at the event venue may make wireless communication with equipment via cellular phone difficult or impossible.
All agency staff interviewed, however, agreed that the benefits of a technology that is effective and robust clearly outweigh the initial challenges of finding and deploying the right solution.
The following are lessons learned derived from the six study sites about the use of ITS technologies for managing traffic during planned special events. These lessons are divided into three categories, corresponding to phases in planned special event management: event planning and coordination, day of event, and after-action/post-event.
Event Planning and Coordination
- Hold regular coordination meetings in advance among stakeholders.
- Understand that each agency operates in a manner that is consistent with its own goals and operational concepts.
- When planning for a regularly held event, have a fluid plan and be open to change.
- Coordinate with construction programs at the state, county, and local levels to ensure that there are no planned construction projects scheduled to occur on the day of event.
- When planning, remember the needs of local citizens as well as event attendees.
- When developing a traffic plan, consider establishing detours for commercial vehicles and other non-event-related vehicles around the area of the event venue.
- Put portable dynamic message (DMSs) signs in place several days prior to the start of a planned special event to inform motorists of the event and give them sufficient time to find and become familiar with alternate routes.
- Test equipment thoroughly before the day of event.
Day of Event
- While the event is actually underway and plans are being executed, have the same core members of the planning group available to modify the plan as necessary.
- Use the local media to publicize special events and advise the population of the region about alternate routes and diversions.
- Have agency staff or field technicians conduct on-site observations during large special events.
- Use state or regional motorist assistance vehicles to patrol the roadways around events, borrowing from other agencies if necessary.
After-Action/Post-Event
- Develop an after-action review of each special event, both to identify shortcomings as well as to determine what works well so successful practices can be expanded or repeated for other events.