Event Traffic Management Plan

Event Traffic Management Plan

5 Things To Consider When Planning Outdoor Events

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When people plan outdoor events, they’re often so concerned about things like weather and if they’ve ordered enough portaloos that they forget some crucial elements to successful event planning. Traffic Services Sydney (TSS) understand that sometimes an event traffic management plan, amongst other things, is the furthest thing from an event planner’s mind. That’s why we’ve come up with our list of 5 important considerations that often slip the minds of busy event planners.

Set Up And Pack Up Traffic Logistics

Set up and pack up are arguably cause the majority of stress to event planners. Everything is chaotic, everyone is running around, and there seem to be a million questions flying around at any given moment. A comprehensive event traffic management plan will answer at least a few of those questions, making your life that bit easier. Your special event traffic management plan could include;

  • Designated routes for vehicles around the event space
  • Clearly identified loading and unloading zones
  • Mirrors, sensors, and alarms to increase vehicle visibility
  • Plenty of signage offering directions and dictating on-site speed limits
  • Identified vehicles entrances and exits that are monitored by traffic controllers

Ordinances and Permits

When holding outdoor events, it’s essential to obtain all the fundamental permits required. Councils, police, and government bodies can shut down your event if you fail to obtain the necessary licenses. Additionally, it’s a good idea to research local laws and regulations regarding outdoor events. Every outdoor venue will usually have rules around noise, so make sure you find out how loud you can be and when you’ll have to shut your event down. 


While looking into laws and regulations around outdoor events, make sure to also look into safety laws. COVID-19 has lead to the changing of many laws regarding ticketing and seating, so double-check the maximum number of people you can have attending your event. 

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Parking

A key element of temporary traffic management in Sydney is parking. You’ll need to consider the following concerning your parking plan;

  • Will workers and patrons park together? Perhaps consider a section of your car park for event employees only. 
  • Will there be on-site parking? If there is, you’ll need to provide this in a designated area away from the actual event.
  • Will your patron parking be separate from your event space? If so, you need to supply marked walkways leading patrons from the car park to your event. You need to ensure vehicle routes are far from parking lots.
  • Where is your disabled, senior, and parent parking? You need to have these car spaces as close to the event site entrances and exits as possible.

Pedestrian Traffic

It’s only natural that events have plenty of foot-traffic. Therefore, it’s essential to include pedestrian traffic management as an integral part of your special event traffic management plan. You’ll need to ensure your plan includes;

  • Pedestrian entrances and exits. These points will need to be managed by traffic control professionals to prevent crowding. Areas for bag-checking, ID-checking, and customer inquiries should be separate from the main entrance queuing area to avoid queues spilling onto vehicle routes.
  • Adequate staffing. Plenty of staff to process tickets, do wrist-banding, provide security, and answer questions is essential for keeping pedestrian traffic moving.
  • Clearly marked walkways. Anywhere pedestrian traffic will meet vehicle traffic, there need to be walkways for pedestrian use. These walkways need to be signposted and barricaded to ensure pedestrian safety. 
  • Safe crossing areas. If your pedestrians cross vehicle routes at any point, there need to be safety measures in place. This could include traffic light systems, traffic controllers, or barriers.

Clean Up

When your event is done and dusted, and everyone is packing up, you may notice just how much rubbish is littering the event space. The clean up is the least enjoyable job of the event, but it is arguably the most important, especially if your venue is in a park or environment with wildlife.


You can use preventative measures to try and mitigate how much cleaning will be required by providing plenty of bins around the venue as well as staff to do regular pickups in problem areas such as designated food service areas. Your clean up should also be factored into your event traffic management plan, as you may need entrances and exits for garbage collection services, industrial bin collection, or cleaning vehicles. 

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Event Parking Management

When you’re planning an event, one of the most important things to pay attention to is event parking management. When you plan an event, patrons arrive in their vehicles and if you do not have your parking situation planned, there’s going to be a lot of trouble. There will be vehicle congestion that could attract a whole new list of troubles.


Your employees and volunteers are going to drive down to the venue too, so you need to have a parking plan that includes an area big enough to accommodate all vehicles. Congestion at the event could also be bad for pedestrians and vehicles in the vicinity. This is where TSS comes in! 


There is much to consider when you’re creating an event parking management plan. This is how TSS can help:


  • Making sure you have a parking space that can accommodate vehicles of all: patrons and employees. 
  • Providing on-site parking and if there isn’t much space available, arranging for a parking space nearby 
  • Marking directions and making sure all patrons are guided to the parking space 
  • Ensuring that disabled persons and senior citizens have designated reserved parking spots with simple access.

How Can TSS Help With Event Traffic Management in Sydney?

TSS is Sydney’s go-to providers of all traffic control services. We pride ourselves on providing prestige traffic management solutions for economical prices, and we’ve been providing clients with event traffic management plans in the wider-Sydney area for years. Our services are available 24/7, so whether you’re organising an outdoor event mid-week, on the weekend, or at night, we’ll be there to provide event traffic management. Contact us today to find out what we can do to make your next outdoor event run smoothly. 

FAQs

  • Why is it important to have an event management plan in place?

    Without a strong event management plan in place, the final goal of the event may be somewhat average. A clear and distinct event management plan is a strategic plan that not only steers you and your team towards the same goal, but also outlines the on-the-day logistics and any post-event evaluation. The plan considers all relevant angles during planning, it provides a road map for the event to all stakeholders and ensures we don’t look over anything and aids to provide support for all involved in the event.

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