Coordinating Traffic Management for Music Festivals Sites.

Despite the efforts of festival organisers to get festival-goers to use public transport and sustainability friendly options the majority still prefer using their own cars to attend music festivals. This decision is based on reduced costs and the remote location increasing the likelihood of congestion. How can organisers coordinate their traffic management to minimise delays.

Large scale music festivals can attract tens of thousands of attendees and with the majority choosing to use cars the queues to get in and out of a festival site have become legendary. Whilst it may not be possible to completely eliminate traffic congestion there are actions that organisers can take to minimise the impact. This requires meticulous planning that involves all local stakeholders including the police, local authorities and local residents. 

Event Planning and Permits. 
Festival organisers commence planning between 12 and 18 months prior to the anticipated event live dates. A key part of this early planning phase is the confirmation of the proposed festival site along with the necessary permits. Applications for live performances and alcohol sales permits are usually made to local authorities which in some cases can be straightforward or more complex requiring public hearings for example. In considering a permit application local authorities will want to see a comprehensive event risk assessment along with proposed access routes and a Traffic Management Plan. 

Stakeholder Involvement. 
Getting local residents involved at an early stage is essential so that their concerns can be addressed, this will form part of the permit application process. Discussions with local police and fire services is required to plan for emergency procedures and traffic management. Organisers will need to provide accurate estimates on the number of attendees and expected traffic volumes by time and day in order for more comprehensive plans to be put in place. 

Police and Local Authority Coordination. 
Some organisers employ traffic management specialist contractors to draw up detailed plans for traffic in and around the festival site. These are submitted to local authorities and police who are usually responsible managing local road traffic. Discussions between all parties will determine if there will be any requirement for road closures or diversions which will need to be managed by local traffic police and in some cases may require additional permits to be issued. The organisers and police will also determine roles and responsibilities for traffic marshals and police who will need to know specific details about access points, one-way systems and parking arrangements. 

Signage and Communication. 
The production and erection of signage showing directions to a festival site and any diversions will be the responsibility of the local authority with supervision by the police. Signs will usually need to adhere to government design guidelines and the costs of production will usually be met by the festival organisers. Organisers will also need to provide detailed navigation routes indicating recommended routes, road closures and diversions on their website, social media channels and festival App. All communication about traffic to and from the festival site needs to by dynamic and updated in real time. 

Live traffic Flow Management. 
Even with the best laid plans it can be challenging to prevent traffic congestion and bottlenecks because of unexpected events like adverse weather, artist cancellations, festival early closing, car accidents and breakdowns. Many organisers issue festival-goers who are using cars with designated access gates along with specific times or arrival and departure in an effort to spread the volumes. Unexpected events can disrupt these plans so it is essential that the traffic movement is monitored in real time coordinating with local police who will have a more holistic view of the local areas. Use of CCTV and drones can help to identity any issues early which can then be dealt with swiftly. 

For festival organisers planning their next events using a software management platform like Festival Pro gives them all the functionality they need manage every aspect of their event logistics. The guys who are responsible for this software have been in the front line of event management for many years and the features are built from that experience and are performance artists themselves. The Festival Pro platform is easy to use and has comprehensive features with specific modules for managing artists, contractors, venues/stages, vendors, volunteers, sponsors, guestlists, ticketing, site planning, cashless payments and contactless ordering.

Image by Positive_Images via Pixabay

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