Workplace Travel

Event Travel Plans


Event travel plans are designed for short-term events (either regular or one-off) and as such will be implemented differently to workplace travel plans.  The general structure of the plan will be similar but the content of each section will be different when dealing with events.


Structure and Content

This section provides information on how to set out an event travel plan and the elements that are required for the plan to be effective.  

1. Background Information

This chapter should provide an overview of the event and its organisers.  It generally includes information on any existing environmental policy, why a travel plan is being produced and detailing the location of the event along with some information on the site’s accessibility.

2. Site Audit and survey

The site audit and survey together provide the information to inform the rest of the travel plan.  The site audit provides details on how accessible the site is by various forms of transport and includes both on-site and off-site infrastructure (see examples below):

  • On-site infrastructure:

    • No. of car parking spaces (as well as the no. of disabled and car sharing spaces)

    • No. of cycle parking spaces

    • No. of motorcycle parking spaces

    • On site cycle and walking routes

    • Any other relevant on site details

  • Off site infrastructure

    • Local pedestrian routes

    • Local cycling routes

    • Nearby bus stops with information on the routes and frequencies of the services that stop at these bus stops

    • Nearby train station(s) if applicable and information routes and frequencies of the services that stop at the station

    • The local road network

Below is an example site audit that can also be completed on-line (please contact the Workplace Travel Plan team for more details).

site_audit.pdf

The survey is used to find out how people currently travel to the event.  This information can be used to both judge the success of the travel plan (see the monitoring section) and also to find out which measures would be most effective in influencing travel behaviour.  To be effective a travel survey should include:

  • the main mode of travel to the site

  • the reasons for using this mode

  • the home postcode (this data can be used to plot where people travel from and therefore ascertain which modes of transport could be effectively promoted as part of the travel plan)

  • which incentives would allow you to consider walking/cycling/public transport/car sharing etc.

3. Aims and objectives

Every travel plan should include a series of aims and objectives which are broad statements of intent regarding what it is hoped the travel plan will achieve.  Typically there is one overarching aim followed by several objectives.  An example of an overarching aim of a travel plan would be:

  • A reduction of single occupancy vehicle (SOV) journeys to the event

Some objectives will be site or company specific, however some will be generic statements such as:

  • Improve the local environment

  • Reduce congestion

  • Improve road safety

4. Targets

There are two types of target that can be set for a travel plan.  The first is known as an ‘aim-type’ target and is generally based on the percentage share of each travel mode used as ascertained through the staff survey and are measured over a specified time frame.  An example target of this type would be:

           x% reduction in single occupancy car use over y years

These targets can be applied to each main mode of transport and as stated above can be informed by the results of the staff survey.  By way of guidance most travel plans aim for a 10-15% reduction in single occupancy car use over three to five years.

The other type of target that is set is the ‘action-type’ target which sets a deadline for a certain action to have taken place.  An example would be:

           Install x number of cycle racks by date y

5. Measures

This section of the travel plan details the various incentives and initiatives that can be employed to achieve the targets set in the previous section.  The measures that are implemented will depend on various factors including the results of the surveys, the size of the event (area or number of visitors), the site audit and the amount of funding available.  Travel plan measures are typically arranged by mode.

 

Example travel plan measures

6. Monitoring Strategy and Management Structure

The travel plan also requires a monitoring strategy that sets out to record the overall success of the travel plan as well as how effective individual measures have been.  The monitoring should include:

  • •A regular survey undertaken after every event.  To aid comparison the surveys should be as similar to the initial survey as possible.  The main question will again be regarding the main mode of transport to the event and the results can be used to judge the success of the plan against the targets already set

  • •A record of the success of some of the initiatives in the travel plan (where quantifiable) such as the number of visitors who took up the car share scheme or how many cycle parking spaces were used

  • •Reviews to be written at regular intervals using results from the rest of the monitoring strategy and also discussing which measures have been implemented and which haven’t along with reasons for success or otherwise of each measure

Each travel plan should have a Travel Plan Co-ordinator (TPC) who has the overall responsibility for implementing the travel plan.  

7. Action Plan

The action plan is a summary of how the travel plan will be implemented and monitored.  An action plan typically lists the measures that are due to be implemented along with details on who is responsible, when they are to be undertaken, how the success will be gauged and which aims and objectives they  relate to.  An example set of headings for an action plan table is:

Objective Action Priority Level Date Due Responsibility Target