Traffic and transport management for your event

Street-based events

Holding an event on a street can enhance the amenity and activities available in your local area, allowing people to enjoy streets safely and comfortably. When you hold an event on a local street you should temporarily close all or part of the street to vehicles, opening space for people and exciting activities.

Transport for NSW have a range of event management guidelines and forms that can support you in delivering an event on a street in NSW including:

• The NSW guide to traffic and transport management for special events which contains detailed information about traffic and transport management for street-based events
• The NSW Handbook for Activating Local Streets to help council staff and community members navigate the steps involved in holding events on local streets. It outlines the processes required to plan an event on a local street, provides useful information and offers tips to reduce costs and complexity.
• The NSW Guidelines for Bicycle Road Races which outline the procedure for obtaining approval to conduct bicycle racing on the NSW road network
• Road Occupancy Licence Application – which is required for any activity likely to impact traffic flow, even if that activity takes place off-road
• Inter-Regional Road Event Applicationfor a long distance, road-based event conducted wholly or partly on a road or road related area.

Traffic and transport planning

Local councils have a range of powers to enable events on local streets. You should check your council’s requirements for events held on streets and roads, road related areas or in locations that may impact on the local (or broader) traffic and transport network in NSW.

You may be required to develop a Transport Management Plan (TMP) if you anticipate that your event will impact the traffic and transport network. Working closely with your local council to prepare the TMP will help address all the relevant considerations associated with traffic and transport management. These can include:

Event Summary

• an event summary with an overview, dates, times, venues, precincts, routes, any live sites, whether entry is free or at cost, whether the event is ticketed or unticketed, and the estimated attendance
• planning and event day contact details.

Traffic and Transport Management

• a Traffic Guidance Scheme (TGS) for each road closure point that describes how you will control the movement of traffic
• road closures
• alternative traffic routes
• event parking arrangements including accessible parking
• public transport arrangements
• special event clearways
• the use of heavy vehicles and whether their thoroughfares have weight limits
• heavy vehicle detour routes, if applicable
• active transport plans for attendees.

Risk and Safety

• risk assessment and work health and safety issues related to the control and movement of traffic
• target hardening and hostile vehicle mitigation strategies if needed
• contingency plans
• accessibility arrangements for people with disability.

Compliance and Approvals

• current public liability insurance certificate (minimum $20 million)
• any special approvals required for the event, such as conditions of approval set by the NSW Police Force, Transport for NSW or your local council
• evidence that appropriate authorities have been notified about the event.

Signage

• wayfinding plan between transport hubs and the event precinct
• temporary event signage
• variable message signs.

The local council may wish to consider your event at the Local Transport Forum, which may meet monthly or quarterly. You should begin discussing your TMP with your local council at least 6 weeks before the event. Larger-scale events may require a longer planning period.

Road closures

If your event requires the closure of any public roads, it is likely you will be required to submit a TMP to the local council which considers the impact on traffic, transport, and pedestrians.

Reasons you need to close roads can include:

• event bump in and bump out (the industry terms for the periods when you construct or assemble the event infrastructure, and when you dismantle it)
• the event activity, such as cycling or fun runs, that take place on roads
• large numbers of pedestrians are expected
• trucks will be moving large objects
• heavy vehicles will be in use.

You should speak to your local council about any proposed road closure. Council may refer your event to council’s Local Transport Forum. Closures of state-managed roads will require consent from Transport for NSW.

There is a legal requirement that road closures are advertised at least seven (7) days in advance in local and/or metropolitan newspapers or the roads authority website. Council or Transport for NSW may also request longer notice periods, letter box drops, and the use of a Variable Message Sign (VMS).

Public transport

Encouraging event attendees to use active transport (such as walking and riding) and public transport, wherever possible, will enable you to:

• move large crowds of people in a fixed timeframe
• reduce traffic congestion on roads leading to and around the event
• reduce demand on parking facilities, particularly when special event clearways remove on-street parking
• cater to people who cannot travel by car
• cater to people with a disability through accessible transport options
• meet environmental sustainability objectives.

When planning travel options for your attendees, consider:

• appropriate public transport services
• active transport routes for people walking and riding between transport hubs and the event
• public transport that is accessible to people with disability
• how you will communicate active transport and public transport options to attendees
• possible impacts of scheduled trackwork on Sydney Trains, Sydney Metro and NSW TrainLink
• combining the cost of travel and event entry in the one ticket (known as integrated ticketing). This is particularly useful for events that will attract large crowds, so as to streamline travel to and entry into an event.

To discuss integrated ticketing, contact Transport for NSW well before any tickets to the event go on sale. Integrated ticketing is available at a cost which you, as an organiser, may wish to include in the ticket price.

Discuss the coordination of transport services to and from your large event with relevant transport agencies, including:

• Transdev Sydney Ferries – operates Sydney Ferries timetabled services in Sydney Harbour and on Parramatta River
• Sydney Trains and NSW Trains – operate timetabled rail services as well as transport messages for major events on behalf of the public transport agencies
• Sydney Metro - operates the City and Southwest line
• Light Rail – operates Sydney Light Rail and Newcastle Light Rail services
• Bus – operates bus services around Sydney and Regional NSW
• NSW Taxi Council – coordinates taxi services
• Bus and Coach Association NSW – represents the private bus industry and has information on charter operators.

Parking

You should consider car parking as part of your TMP.

Encourage event attendees to use active transport and public transport wherever possible. Planning your car parking provision for event staff should also be on an as-need basis.

If your event is not accessible by public transport:

• consider hiring shuttle bus services
• provide sufficient parking for people attending and working at the event
• provide accessible parking spaces close to the event entry for people with limited mobility and tell people about these in a prominent location on your event’s website or in your marketing collateral
• consider using nearby parking stations and facilities.

If you need to set up additional car parking areas, accredited traffic marshals may be required.

If your event includes creation of temporary car parking areas, ensure you allow access for emergency vehicles.

Car and bicycle parking areas and vehicle entrances and exits should be indicated on your site plan.

You should communicate the availability of car and bicycle parking to attendees before the event.