When Planning for Large Crowds, Consider Demand Modeling and Forecasting Results as Estimates Only.

The peer exchange documented best practices and lessons learned, including the following: 

• Consider demand modeling and forecasting as estimates only when planning for large crowds; planning should aim to maximize and exceed capacity to respond to variable fan behavior.
• Use simulation tools for crowd management. This is especially important for efficiency and safety during egress.
• Integrate the event app with local transit apps and offer a single transit pass covering all services (where applicable). Promoting all modes, specifically transit, can help accommodate crowds.
• Work with mapping apps for traffic management and geofencing around emergency areas.
• Establish a centralized operations center for representatives from all relevant agencies to streamline communication and incident management.
• Provide real-time, multilingual information to attendees via the event app for clear communications. Also ensure that signage, placards, and public service announcements are multilingual.
• Develop a Traffic Incident Management (TIM) program to handle emergencies, including the strategic placement of emergency response vehicles.
• Determine responsibility and “incident ownership” for coordinated, efficient incident response; this is critical when multiple jurisdictions are involved.
• Establish strong relationships with airport authorities and hold planning meetings with airport officials, Transportation Security Administration (TSA), and Homeland Security to help ensure a coordinated approach to fan arrivals. This includes contingency plans for surges in demand.
• Gather flight data to understand where fans are coming from, flight delays, and how to coordinate transit accordingly.
• Use CCTVs and other tools for situational awareness of traffic conditions around airports and transit hubs.