2.5Scoping process#

Once the relevant input information has been collated, the process of determining the scope of the event can commence. The following sections outline the key aspects of events which should be considered when undertaking the scoping exercise. During the scoping process, the need for further information may be identified. This information may need to be collected, or requested from the event organiser or other stakeholders.

2.5.1Size / scale#

The size of an event will determine the complexity and risk of managing traffic. When determining the scale of an event consideration should be given to the maximum expected:

  • participants
  • spectators, and
  • event staff and employees (including officials, technical support crew, stall owners).

The geographic extent of the event may also affect the complexity and associated risks of necessary traffic management arrangements (that is, an event with many participants may only affect a short section of road, and an event with only a few dozen participants may be held over many kilometres).

2.5.2Type#

Events may be made up of multiple types of activities that may have different impacts on access, public transport and other traffic aspects. For each activity associated with the event it should be determined whether the required traffic management involves static or non-static arrangements (see definitions in Section 2.1). This will form a part of the assessment of risks and options analysis for each activity.

2.5.3Timing and duration#

Timing of the event activities is a key consideration as this may have impacts on safety and traffic performance. The following questions may assist to make decisions regarding timing:

  • Can the event timing be changed to minimise traffic impacts?
  • Does the timing impact on peak traffic periods (that is, will high traffic volumes impact on the proposed event and would traffic performance be affected)?
  • Does the timing of the event coincide with any other events or seasonal traffic peaks?

2.5.4Activities#

The following questions may assist when evaluating the activities associated with the event:

  • Is there a sequence of activities involved with the event (for example, event setup, event teardown)?
  • Are there multiple separate activities taking place at any single location (particularly for multi-day events) which requires activity specific TGSs (for example, ride or race followed by award ceremony or celebration)?
  • Are there any special or additional activities taking place as part of the event that may introduce higher risks for traffic management (for example, fireworks, loud music, oversize vehicles)?

2.5.5Location#

The location of the event may have bearing on traffic management complexities and influence the severity of risks. With respect to location, the following aspects should be considered:

  • High-density urban environment (for example, CBD) versus rural area
  • proximity to land uses that generate significant amounts of vehicular traffic (for example, shopping centres)
  • proximity to land uses that are sensitive to traffic impacts (for example, child care centres, schools, retirement villages)
  • proximity to locations where queueing may introduce high risks (such as motorway exits or blind corners), and
  • location of key corridors for general travel, public transport, heavy vehicle routes.

2.5.6Access#

Any property accesses that will be affected by the event should be identified to plan detours or consult with stakeholder to make other arrangements. Therefore, the designer should consider the following regarding any affected access:

  • Who uses the access?
  • Does the access need to be maintained?
  • When is the access used?
  • Can the access be detoured?
  • Can the access be closed?
  • How long will the access be closed?

Additional planning may be required to maintain access to facilities and land uses that provide critical public services such as:

  • hospitals and medical centres
  • fire stations
  • police stations
  • ambulance stations, and
  • schools

For events that require the closure of public roads that provide direct access to properties, if and how access can be managed through the road closure for local traffic entering / leaving private properties should be taken into consideration.

2.5.7Parking#

There are two aspects that should be considered regarding parking:

  • Is existing parking affected (either on-street or off-street)?
  • How does parking need to be managed to cater for event parking demands?

Changes to existing parking may have implications for both local users and the wider road network depending on the location, number and types of parking spaces affected. Impacts to existing parking should therefore be identified to effectively manage and provide appropriate alternative solutions.

Alternative solutions to consider include:

  • alternative temporary parking
  • increased public transport provisions or promoting the use of public transport to access the event, including Park ‘n’ Ride options, and
  • dispersing designated parking and encouraging walking to the event.

Depending on the size, scale and location of the event, there may be significant event parking demands. The number of parking spaces required and available capacity of suitable car park locations should be considered so that requirements for temporary parking can be identified early (or parking demand strategies developed). Even if parking provisions are not provided for general attendees, drop off zones and / or persons with disability parking may need to be arranged.

Where event parking demands impact on traffic operations, the need to actively manage parking supply should be considered (for example, using time limit durations or pricing). Where on- or off-street parking is typically permitted but the space is required for the safe operation of the event, consideration should be given to:

  • how parking spaces can be closed or regulated in the lead up to the event, and
  • what measures can be implemented to remove vehicles that contravene temporary parking regulations.

2.5.8Logistics#

The TMD needs to be aware of traffic management requirements before, during and after an event. There may be a number of event-related activities which require traffic management such as:

  • event setup and teardown (for example, temporary infrastructure being erected on or near public roads) – these types of activities may be work activities and have associated risks, and the designer should refer to the Queensland MUTCD Part 3 and the QGTTM for designing traffic management for works on roads
  • oversized deliveries (that is, wide or heavy trucks may require specialised traffic management) and heavy equipment such as cranes, and
  • spectator locations and movements (for example, mass arrival and / or departure).

All logistics related activities that may require traffic management should be considered as part of the option analysis process.

Source: Event TM Design Guidelines · pages 13–16 Open PDF at this page Search this document