Event Safety Management - Transport & Movement Plan

Event Safety Transport & Movement Plan guidance for all event management organisers.

If you are planning an event which is likely to have a large number of people on our campuses, it is requested that you: 

  1. Provide a proposed traffic management and movement plan for the event that clearly describes what you require to assist with traffic flow and pedestrian/cycle movement on University Land.
  2. Meet and discuss this with the Transport Team to receive advice on how to ensure that your proposal will allow the University to continue as usual with its own requirements for movement on campus on the day(s) of when your event takes place.
  3. Once you have received this advice, we would then expect you to finalise the plan and submit to the Transport Team for approval.
  4. You are required to use this plan to formulate part of your Event Safety Plan.  

Meeting the Team

The University’s Transport Team will provide advice to you to ensure that your plan does not conflict with other University business traffic and movement requirements. We will also provide expert advice on how you may be able to ensure you minimise risk or improve your plan to provide a better experience for your event attendees.

The information below provides details on the type of information the Transport Team requires and can also help you develop your Traffic and Movement safety plan.

Remember to consider if this event is during daylight, dusk or night hours and the accessibility requirements for everyone (including persons who may be attending with accessibility restrictions) as well as supporting our Travel Plans aim to reduce car use.

Guidance on developing your Traffic Management & Movement Plan for your University event

1. We request that you consider supporting our Travel Plans aim to reduce single car occupancy where possible. If your event will significantly increase the use of public transport, consider liaising with the local rail and bus companies to see if services will be available to bring people to the event, reduce traffic congestion and ensure there are enough services in place to support usual University business as well as the event. You may even be able to discuss what type of tickets to advise your visitors to get and if there are discounts or cheaper rates available for your event.  

The Transport Team will review your plan to establish if you are supporting our Travel Plan aims and to ensure there is minimum conflict to public transport to and from our campuses. We will review if there is any conflict with usual bus services at our campus bus stops and if consideration has been given to ensure usual passenger numbers using the services will not be impacted.   

If your event is going to bring large numbers of people onto our campuses, you need to consider the routes that pedestrians will need to take and ensure accessibility is available for everyone. Where will they need to get to and from in the form of transport/activity being used?  

The Transport Team will review the routes you are proposing and advise if there is a more accessible route, a more attractive route or discuss with you alternative routes if the route proposed may conflict with University business.  

2. Will there be queuing on any road/foot/cycle paths that may restrict access to other people who are not attending your event? How will you manage these queues to ensure that access for everyone remains safe?  

Consider if you require parking for any vehicle to park or/and unload

3. University of Kent Regulations for Management of Traffic are to be adhered to by all persons on University Private Land and parking enforcement is in operation at all times. If you require parking for any vehicle then you will need to know the numbers of parking bays/locations, who they will be for and why. As much detail needs to be given as early as possible to the Transport Team so we can fully understand your desired requirement and the safety elements you have considered. You should try to include a map as this may be easier to demonstrate the locations you are referring to. For example:

  • 1 x Lorry delivery to unload equipment for 2 hours on Central fire road. They will be able to use the roundabout to turn around to exit.
  • 5 x minibuses that included wheelchair users to park as near as possible to Jarman building.
  • 110 x cars for visitors attending the event.
  • 10 x cars for exhibitors attending the event and they will need to unload their vehicles at the event site.
  •  3 x Accessible bays for Blue Badge holders. 

The Transport Team will review your parking requests and advise if this is available or if there is an alternative location, you could use. The team will also discuss the issuing of parking permits and associated charges where applicable.

4. If your event is going to bring vehicles onto our campuses you need to consider the requirements for all types of vehicles and the associated routes

  • Where will they need to get to and from and how? 
  • Is there a requirement for the vehicle to reverse? (If it is a large vehicle, will you require a banksman to help with reversing to minimise risk?)

The Transport Team will review the routes you are proposing and advise if there is a safer route, a more attractive route or discuss with you alternative routes if the route proposed conflicts with University business.  

5. If your event is going to bring large numbers of people to a venue or site on our campus, you should consider signage to direct the flow of traffic and pedestrians to the event at key locations.

There is permanent pedestrian signage on campus to help direct all persons to buildings.

The Transport Team can provide advice on the location of traffic direction signs; to help ensure that the signage not only supports your event but also does not clash with any other temporary signage that may be in place at the same time, to help maintain traffic flow and ease to your visitor for direction. 

We will provide guidance on the design of your signage to ensure compliance with font and size. We can also work directly with the Campus Security team and Estates Maintenance team to place signage in agreed locations or with you directly. Remember the design of the sign must be simple, using a minimum number of words to ensure drivers can read the sign as they are driving at speed and/or pedestrians can see the sign from a distance.

Design and production of signs can be provided by the University of Kent Print Unit

6. Will your event require Traffic Marshalls to assist with ensuring traffic flows continue within the car parks and not build up queues onto the roads? Will you want people to be met and greeted within the car park to ensure your visitors have a warm welcome on arrival and can ask questions when they arrive onto campus, how would you achieve this? Remember they may have had a very long journey (even been stuck in traffic) and their arrival is their very first impression of your event.  

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