Creating an event plan

Road closures

In the event that a road closure is required, a map should be submitted clearly identifying which roads will be affected, either directly or indirectly.

Highlight which roads will be closed and indicate at what times.

Consideration should also be given to how traffic will be managed and how traffic will be diverted.

• where signs and marshals be located
• are marshals suitably qualified to do this work
• are barriers needed and where will these be sited

The map should include details of how traffic will be managed at key junctions and what signage will be used.

Ideally a ‘run sheet’ should also be should also be drawn up. This should set out an ‘action-by-action’ timeline to ensure successful Traffic Management Plan delivery. It should be cross referenced against the map. It should also include accurate timings and clarity over who is making any decision/giving any instruction.

All functions that require a road closure or diversion will need a road closure order either from Surrey County Council (external website) or the Council. More information on road closure orders issued by the Council.

Certain road closures such as sporting events or closures of a longer nature, will require permissions from Surrey County Council.

Transport management

Even if your event is not held on a road or public highway, if you have a significant number of attendees the extra traffic could impact on the surrounding area. For instance if you have a long queue forming to enter the site to park. It would be the duty of the event organiser to manage this to ensure no detrimental impact is felt by the surrounding area. The organiser would have to manage this with suitably trained and qualified staff or volunteers. On site traffic management would be included in this section. For example parking on site and how you organise both your staff, volunteers and event attendees to do it safely.