event organization and public authorities: transport and ... · tourism organizations ... creating...

Event organization and publicauthorities: transport and

security

Philippe H. BOVYHonorary Professor

Swiss Federal Institute of Technology atLausanne/SwitzerlandIOC Transport Expert

www.mobility-bovy.chJune 2005

June 2005 AISTS-SEMOS-CIES© [email protected]

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Agenda

1. Event basic organization2. Key organizational issues linked to

transport and security3. Short case study “ Montreux Jazz

Festival”


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1.Event basic organization

Any temporary public event (large-medium-small) must have an organizationresponsible for its planning /preparation /delivery / dismantling

A schematic diagram illustrates the basicminimal organizational “6 task” structure

Event owner and organizer can be the same Event organizer can be a “permanent”

structure (1 or more event per year) or a“temporary” structure (for each new event)


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Event basic organization

The 6 task “basic” organization shall cover(indicative): the event program (sport/artistic/commercial)

and facilities finance + human resources + accreditation marketing + promotion + ticketing transport + security + safety + logistics +

medical accommodation communication, media


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Event public functions

Public events of all types need officialauthorization for key event functions:Security (with Police)Traffic, parking, transport, use of public space

(also with Police + transport agencies)Public health + medical (with Police and

health authorities)Labour - working permits ( with related

agencies)


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Event basic organization

MOU- Memorandum of Understanding or agreementssigned with Public Authorities to defineresponsibilities and their boundaries: “who does what, where and when?” “who pays what?” “at event time who is responsible to take security and

transport decisions?”

The event “structure + content” must be clearlyidentified and all hardware and software needs welldefined and budgeted before “launching” the event


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…event producers…

Sport event “producers” are multi fold:Event organizers / ownersSponsors / suppliersLocal/regional public authoritiesLocal/regional interest groupsTourism organizationsMedias


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…event consumers…

Sport event “consumers” are multi fold:Ticketed spectatorsSponsor guestsGeneral visitorsCitizensLocal/regional public authoritiesTV+audience and internetOther medias


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2. Event transport and security

The major interfaces with Public Authoritiesare:general and public security (public + private)

inside and outside of event site (including fire) traffic and transport (all circulations on public

domain (pedestrian / car / parking / publictransport / goods and freight transport)

health and medical (also drug control +surveillance)


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... planning…

Whatever the size and configuration of the event(one site / multi site / linear) a “Traffic+Transportand Security Plan” must be prepared in fullpartnership between Organizer and PublicAuthorities

In most cases official “Guidelines” exist Of importance is the experience drawn from past

event in the same area


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…operations…

The “Traffic+Transport and Security Plan”provides the framework for all preparation of theevent hardware and services procurement

Monitoring of costs, quality of products+servicesdelivered and timelines is essential

The operational and command shift from eventpreparation to event readiness and delivery mustbe carefully planned and tested (simulations + testevents such a rehearsal)


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…readiness and delivery…

A “4C” or “CCCC” or Command-Control-Communication-Centre must beimplemented (even in a simplified way forsmall events)

Real time operation of this “coordination +decision + crisis centre” must be pre testedto train event time staff and integrateoperational functions


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3. Short case study = MJF

Sport and artistic temporary events havethe same basic organizational problems:concentration of large (or very large) crowds of

spectators/visitorson specific enclosed or open urban or rural sites

(venues)with a well defined program (event schedule)event traffic must be superimposed on “normal”

City and regional traffic + activities with allsecurity measures associated with large crowds


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…Montreux Jazz Festival…

Montreux = one of the most famous worldJazz Festival

25 years of regular attendance growth andlogistical developments

250’000 visitors in 20 days, 1/3 festival “IN”(with reserved tickets) and 2/3 festival“OFF” (for free)

Festival located in Montreux -- a Lake ofGeneva famous “small” resort town (about25’000 population a 1/10 of MJF visitors)


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…Montreux Jazz Festival…

Its urban lakeside attractive location is achallenge to guarantee good accessibility/conviviality while avoiding traffic jam andparking congestion (like at most large crowdevents)

Challenge is amplified by the late nightattendance of most events- -- endinganywhere from 1AM to 5AM

Challenge also due to unpredictable “off”festival crowds (weather + others)


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…transport challenges…

Large events “in small towns” or rural sitesattract mostly spectators by car -- withhuge parking demands

Late night and early morning 1 to 5 AM “endof event” incentive for use of car due tonon availability of public transport

For most sports/artistic temporary eventsthe No 1 transport/accessibility constraint is“parking” (mostly lack of nearby parking)


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…what new transport scheme?…

Around 2000, growing success of the MJF wascreating huge traffic (+security) problems inMontreux threatening MJF development andMontreux tourist image

Studying, finding, financing and implementinga new transport+ traffic+ parking concept wasmandatory

Partnership study by MJF top organizers andPublic Authorities


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…an innovative transport concept…

The new transport accessibility concept:No MJF parking in the City of MontreuxProvision for free “alongside state highway”

double side parking East (3-5km) and West ofMontreux (5-7km)

Free public public transport (for everybody)from 6PM to 4AM every day of the MJF along theentire coastal highway


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…an innovative transport concept…

Montreux Police is organizer of transport concept(signage+ operations) with local public transportcompany (articulated low floor pollution freetrolleybuses)

Festival fans from Swiss German Cities (Bern-Basel,Zurich) coming by train can use special “longdistance return night buses” with same rail ticket--Night buses on the hour 1-2-3-4AM!!

Whole transport scheme operation costs (>350’000Frs) covered by MJF+City (45-55%). Organizer’stransport cost per visitor O,5€/1,5% of MJFoperating budget


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…concept assessment…

The new transport concept allowed full“final” convivial accessibility on foot (fromrail station), on bus public transport (allevening and night free service) and by boat

Favorable impact in terms of Festival andCity of Montreux image

Festival attendance can still grow inMontreux while avoiding the usual “toomuch traffic, not enough parking” verytough constraint


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5 runners and 25’000 cars = the worst possible transport mess!


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