Traffic and transport issues during your event

Traffic, transport and pedestrian management plan

You are required to develop a Transport Management Plan (TMP) if you anticipate that your event will impact traffic, transport, and pedestrians. Depending on the size and impact of your event, preparation of a TMP can be a very complex exercise and require specialist expertise.

Working closely with your local council, NSW Police Force and Transport for NSW to prepare the TMP will help address all the relevant considerations associated with traffic, transport, and pedestrian management. These can include:

• 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
• a Traffic Guidance Scheme (TGS) (formerly referred to as a Traffic Control Plan) for each road closure point that describes how you will control the movement of traffic
• risk assessment and work health and safety issues related to the control and movement of traffic
• accessibility arrangements for people with disability
• 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, such as endorsement of the TMP by your council’s local traffic committee
• road closures
• alternative traffic routes
• event parking arrangements including accessible parking
• public transport arrangements
• target hardening and vehicle mitigation strategies if needed
• contingency plans
• special event clearways
• the use of heavy vehicles and whether their thoroughfares have weight limits
• heavy vehicle detour routes, if applicable
• wayfinding plan between transport hubs and the event precinct
• temporary event signage
• variable message signs.

The type of event is also a key consideration, as there is specific legislation for Bicycle Road Races. The NSW Guidelines for Bicycle Road Races (‘the Guidelines’) outline the procedure for obtaining approval to conduct bicycle racing on the NSW road network.

Your event may need to be considered by your council’s local traffic committee. You should begin discussing your TMP with your local council at least 6 months before the event. Be sure to confirm when the committee meets, as it is often only monthly or less frequently. Larger-scale events may require a longer planning period.

Refer to the Transport for NSW guide to traffic and transport management for special events for detailed information about transport and traffic issues.  

Road closures

If your event requires the closure of any public roads you will be required to submit a TMP to the local council and NSW Police Force 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 run, takes 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. Your proposal may need to be considered by your local council’s local traffic committee. Councils are also obliged to seek permission from Transport for NSW for the closure of any state-managed public roads.

There is a legal requirement that you give residents affected by road closures at least 7 days’ notice by advertising the closures in local and/or metropolitan newspapers as directed by Transport for NSW and council. Letterbox drop notification to residents and businesses affected by the road closures for your event, or notification via Variable Message Signs (VMS) may also be required.

Public transport

Encouraging event attendees to use 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
• pedestrian routes between transport hubs and the event
• public transport that is accessible to people with disability
• combining the cost of travel and event entry in the 1 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
• how you will communicate public transport options to patrons.
• possible impacts of scheduled trackwork on Sydney Trains, Sydney Metro and NSW TrainLink.

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
• 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 are required to submit a parking plan as part of your TMP.

Encourage event attendees to use public transport wherever possible. Planning your 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 parking areas, accredited traffic marshals may be required.

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

Parking areas and vehicle entrances and exits should be indicated on your site plan.

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