Managing Traffic Flow in and Around Your Venue

Hosting a large-scale venue event like a major concert, festival, or sporting match can be incredibly exciting. However, the larger the event, the more people you can expect to be out and about on the roads simultaneously. Without an airtight traffic management plan in place, that can spell bad news for traffic flow in or around your venue.

According to research, major events can disrupt traffic flow and increase road congestion by 10% to 50%, depending on the size of the event and the logistics of the local traffic infrastructure. Some exceptionally epic events can cause even higher rates of disruption, especially in urban areas that are already prone to congestion.

Understanding the principles of proper event traffic management is crucial for minimizing problems and preventing related safety issues. In this handy guide, we’ll go over everything you need to know to get started, including recommendations and requirements from the U.S. Department of Transportation.

Why Traffic Management Is Important for Events

Thorough event traffic control should be part of the planning process for any public event for a variety of reasons. Here are some key examples to keep in mind.

Safety considerations

Even when congestion is intense enough to slow traffic flow to a crawl, accidents are still a very real possibility. Drivers can become frustrated and engage in dangerous driving practices like tailgating, illegal U-turns, and illegal shoulder driving, especially if they’re in a hurry.

People may be tempted to play with their phones or otherwise check out mentally due to boredom behind the wheel, which can easily lead to collisions and other accidents.

Legal compliance

Proper traffic control is every event team’s legal responsibility. Failing to follow local laws and regulations governing traffic management can result in hefty fines and serious legal trouble. If someone has an accident or gets hurt because of poor traffic control, you could be left legally liable for the damages, as well.

Enhancing attendee experience

If you’ve ever gotten stuck in a huge traffic jam on your way to an event or had terrible trouble finding parking once you got there, then you already know how such occurrences can impact your overall experience. Helping people make it to and from your event safely and with as little hassle as possible is part of facilitating a positive attendee experience. 

Guidelines for Event Traffic Management

According to the U.S. Department of Transportation (USDOT), the mainstays of successful traffic management during planned events are:

• Planned response: Event managers must have detailed traffic control plans that cover what will be done in the event of an emergency, system deficiency, or any other unanticipated occurrence.
• Real-time surveillance: Event teams and traffic management personnel must monitor traffic flow before, during, and after the event to ensure a quick response to issues.
• Open communication: Communication is a key part of identifying potential problems and managing incidents in progress. All traffic control plans should cover how members of the event staff plan to keep each other in the loop.
• Rapid implementation: Traffic problems can develop suddenly and escalate quickly, so rapid implementation of emergency measures and other safety protocols is a must.

Road closures and detours

The larger the event, the more likely road closures, detours, and reroutes will be necessary for adequate traffic control. To properly plan for these factors, you’ll need to:

• Conduct a thorough traffic impact analysis of any major roadways likely to be affected.
• Pinpoint key areas that may require closures and plan appropriate detour routes.
• Communicate the details of any detours or reroutes to the general public.
• Brainstorm contingency plans to cover unexpected situations that might arise.
• Obtain and implement proper signage, traffic barriers, and other necessary traffic control equipment.

Best Practices for Managing Traffic Flow at Event Venues

Optimizing traffic flow before, during, and after major venue events is all about making sure all your bases are covered. Let’s touch on a few key practices to focus on.

Planning ahead

Start crafting your traffic management plan early to allow adequate time to cover all the details. Be sure to factor in important entry and exit points to your venue. Consider likely local traffic patterns, as well. Examples include periods of high traffic and likely peak times for arrivals or departures.

Parking management

Consider possible strategies for streamlining the parking process. Popular solutions often include valet parking, shuttle services, directional signage, and parking attendants. Some venues may also benefit from additional ways to expand parking accommodations by partnering with local parking lots.

Signage and wayfinding

Clear signage and safe, optimal traffic flow go hand-in-hand. Include both indoor and outdoor signage to help attendees find their way around, locate important services (e.g. valet stations), and identify exit or entry points. Signage can help block and identify safety hazards, as well. 

Crowd and traffic flow barriers

Signs aren’t the only traffic control equipment you’ll want to consider for optimizing flow and boosting safety. Physical barriers like traffic cones, water barriers, temporary fencing, and metal barricades help maintain clear pathways for vehicles and pedestrians alike, as well as direct traffic.

Essential Traffic Management Equipment for Event Venues

When coordinating your event and collaborating with local authorities, determine which traffic control equipment and supplies you’re responsible for implementing.

Although the specifics of what you’ll need depend on the event and unique traffic conditions involved, common examples may include the following:

• Barricades help create strong temporary barriers to guide both vehicle and foot traffic and restrict visitor access to specific areas.
• Temporary fencing helps define perimeters and keep them secure, as well as supports optimal roadway traffic control.
• Traffic cones are versatile, cost-effective, high-vis options for creating lanes, guiding traffic, and blocking hazardous areas.
• Traffic signs are essential for identifying exits or entry points, indicating resources like parking lots or emergency stations, and helping visitors find their way around. Remeber to include portable options that can be deployed in case of emergency.
• Safety vests and other personal protective equipment must be worn by staff who’ll be working near traffic areas to ensure visibility. Safety lights, flashlights, and headlamps may also be necessary if working after dark or under bad weather conditions.

Coordinating with Local Authorities and Teams

The larger your event and the greater the impact it’s likely to have on city roadways, the more important it becomes to work closely with local law enforcement and municipal teams throughout the event planning process.

Local police departments are especially crucial to help optimize traffic flow and execute safe, compliant road closures.

You’ll also want to plan and implement thorough training for all security personnel, parking squads, event staff, and volunteers. Everyone should know the details of your traffic management plan, understand their personal responsibilities, and know what to do in the event anything unforeseen occurs.  

Quick, clear, convenient real-time communication is also critical. Implement options like two-way radios or walkie-talkies to keep your personal team in touch with one another while your event is in progress.

Coordinate with police and other authorities to determine how, when, and under what circumstances you’ll communicate with them.

Preparedness Ensures Safe Events Every Time

Putting together a large-scale event that delivers a positive, safe experience for all involved is ultimately an exercise in preparedness.

Start with a detailed, proactive traffic management plan that includes contingency strategies. Know and follow applicable USDOT regulations, and be sure to have the right equipment on hand going in to cover all possibilities. When it comes to traffic management planning, there’s no such thing as too safe or too prepared.

Ready to discover even more best practices, equipment recommendations, and handy resources for mastering traffic management? Check out our comprehensive guide to traffic control!