EVENT PLAYBOOK

OPEN STREETS PHL

EVENT PLAYBOOK

Open Streets PHL Playbook All Rights Reserved 2

Table of Contents

3 Open Streets PHL – Preamble

5 Preface from the Mayor’s Office of Transportation and Utilities

9 Overall Program Planning

11 Neighborhood Involvement and Notification

13 Business Outreach

15 Sponsorship and Funding

17 Route Planning

19 Traffic and Transit Control

21 Activity Hubs

22 Call Out for Supporting Activity Partners

23 Complementary Programming Expression of Interest

24 Volunteer Management

26 Communications

28 Event Day Operations Checklist

29 Evaluating Outcomes

Prepared by OPEN STREETS PHL with support of the Mayor’s Of-fice of Transportation and Utilities, City of Philadelphia

Open Streets PHL’s primary objective is to provide free and fun recreation to all members of the community by temporarily closing select streets to vehicle traffic while opening them up to endless possibilities of people-powered movement.


Open Streets PHL – Preamble

Philadelphia’s Open Streets grew from the City’s experience with Pope Francis’ visit in September of 2015. The visit required road closures throughout Center City and West Philadelphia. Though the road closure created a disruption that negatively impacted many residents and business owners, it also opened up the city’s imagination to the prospect of enjoying our roadways in the absence of motor vehicles. Parents played in the street with their children; men and women ran, cycled, and walked along roadways typically clogged with cars; and people of all ages came out to enjoy a space both familiar and brand new. The residents of the city were energized by the freedom of open streets.

Open Streets PHL was founded to advance the vision of providing free and fun recreation to all members of the community by temporarily closing select streets to vehicle traffic while opening them up to endless possibilities of people-powered movement.

Open Streets PHL will be a thoughtful program that temporarily opens selected streets to people by closing them to cars. In doing so, streets will be transformed into an inclusive community space where Philadelphians can improve their health and discover the city in a new way. With well-planned routes, health-focused activity hubs, and frequently occurring program dates, Open Streets programs have the power to benefit the health of residents as well as support local businesses along the route. Municipalities across the country and around the world have hosted Open Streets programs for years, including our neighbors in Pittsburgh, New York City, Washington D.C. and Boston.

Open Streets PHL is intended to draw residents from all over the city. Through thoughtful design and marketing we expect to reach an audience that reflects Philadelphia in its entirety and include participants of a broad range of socioeconomic, racial, and ethnic backgrounds. The city’s community as a whole will be invited to experience the city in a new way, get exercise (in other cities, over 90% of participants meet their recommended daily physical activity and nearly 40% get the recommended weekly activity in that single day), and offer residents a new


way to build city pride and community (25% of participants in Fort Collins, CO said they attended to strengthen community ties and nearly 90% in St. Louis, MO said they had a more positive view of their city after attending Open Streets).

Experience from Open Streets in other cities also shows that businesses along the benefit from the immediate foot traffic during the event and from additional exposure that can last long after. In San Diego, CA over 80% of participants shopped or ate at stores along the route and also planned to return to the neighborhood in the future. St. Louis reported similar outcomes with over 80% of participants spending some money and nearly 70% became aware of a new store or restaurant. This all translates to increased sales for local businesses as was shown in San Francisco where average net increased sales for stores along the route was over $450.

Locally, champions of the program have already geared up, even though planning for the first Open Streets program has yet to get underway. Open Streets PHL was formed in response to the immense public interest in this type of event and working hard to bring a practical, best-practice approach to bringing these events to life in Philadelphia. In the months since the Papal visit that sparked the imagination of Philadelphians, over twenty-five articles have been written by local and national press and a radio program was devoted to the topic of hosting Open Streets programming in Philadelphia. The Open Streets PHL campaign has taken the lead in representing a central voice to these news outlets. A public petition circulated by the campaign in the days after Pope Francis’ visit asking for Mayor Elect Kenney to consider holding an Open Streets event in 2016 received thousands of signatures from all over the city. Meanwhile, Open Streets PHL has garnered a sizeable social media following that continues to grow. In the three months following the Papal Visit, Open Streets PHL has over 5,600 fans on Facebook, over 1,100 followers on Twitter, and over 6,300 unique addresses on its email circulation list. The November Open Streets PHL Film Screening and Panel Discussion was filled beyond capacity, further demonstrating the broad base of support for the goal of bringing this new initiative to Philadelphia in 2016.

We believe that as other cities across the country and globe have seen, open streets events will help build the image of Philadelphia as a progressive, exciting city of choice. The Open Streets PHL Playbook is a practical guide for implementing an event, or series of events in the coming year. The diverse programming and suites of activities suggested within the Playbook have the potential to energize neighborhoods throughout the city, help businesses thrive, boost civic pride, and provide a steppingstone for residents to move towards healthier lifestyles.

The Open Streets PHL Playbook has been developed through regular consultation with the Mayor’s Office of Transportation and Utilities and through extensive best-practice research from cities across the nation. The purpose of the Playbook is to provide a checklist and timeline for various City offices and volunteer committees who will be involved in planning an Open Streets event in Philadelphia. Open Streets PHL looks forward to the conversations to come and is excited by the prospect of advocating for and assisting with these transformative events.


Preface from the Mayor’s Office of Transportation and Utilities

The Mayor’s Office of Transportation and Utilities (MOTU) was tasked as the coordinating agency within the City of Philadelphia for initial research into the public desire for, and feasibility of, supporting open streets events in Philadelphia. The three key facets to this role include coordinating a public poll on the City’s website, an internal analysis of the feasibility of hosting further open streets events in fall 2015, and coordinating with the Open Streets PHL board to provide guidance for the Playbook and to better understand best practices from its peers across the country.

Public Input

On October 8th, a survey was placed on the www.phila.gov website to gauge the interest and type of open streets event. Less than 24 hours after the survey was posted, there are more than 1,200 responses from the public. The survey closed December 4th and collected 3,784 unique responses. Of the participants, 3,132 responded favorably for an event to be held in Center City, Philadelphia. Representing 83% of the total respondents, it’s clear the preference of those sampled preferred a Center City location to a Fairmount Park location, which received only 6% of the popular vote. [Figure 1]

With regard to the timing of these events, 51% of respondents said they would prefer a monthly event. 40% selected the option for one event per season, while only 9% of individuals voted for the Open Streets program to put on only one event per year. [Figure 2]

When asked about timing of the event itself (assuming a weekend day like Saturday or Sunday), those surveyed were 66% favorable to a day-long event with the second place response of “afternoon” capturing 21% of the popular vote. Only 5% of people said they would prefer the event take place in the evening with 8% selecting morning.

The most varied results in the survey were related to the question about types of activities. Respondents were given the option to select multiple options from the following categories:

• Free Space

• Organized Activities


• Dining

• Music and Theatre

It’s important to note that less than 30% of the respondents selected only one option, with Organized Activities being the option least selected when no other options were selected. [Figure 3] Unlike a street festival, parade or fair, resident responses indicated a desire for a combination of programming including general free space, which was the lone single selections with a significant response rate. It’s clear that the residents of Philadelphia wish to have either free space for their own activities, or free space in combination with organized physical activity, cultural activities and commerce.

Review of Internal Capacity for Events

Open Streets events are characterized by their broad impact in the transportation, recreation, and health options of a corridor over the course of a day or a season. In an effort to assess the opportunities and costs of producing an event, MOTU lead a series of conversations, grounded in early research by the consulting firm Street Plans and the Alliance for Biking and Walking. The group convened key internal stakeholders in the Special Events Office, Streets Department, Commerce Department and MOTU to propose hypothetical routes and dates for an additional open streets event in the late fall of 2015. Drawing on the recent experience hosting the World Meeting of Families and Papal Visit, as well as the extensive experience in hosting events as local as block parties to as comprehensive as the Philadelphia Marathon, the group was able to outline several key factors for success. For a large-scale event such as Open Streets, significant time must be dedicated to planning road closures, access to and through the area via transit, and the effect of the event on surrounding traffic. Equally important is the role of coordination and communication with businesses and the public at large. Positive messaging that is inclusive and responsive to the residents and businesses of the affected area as well as welcoming of the participants of the event is crucial to success.

Through these conversations with multiple partner agencies across the City, MOTU determined that a central point of coordination and communication is crucial to the implementation of a successful event. Similar programs from peer cities are often managed directly from the mayor’s office, public health agency or department of transportation operating with some level of executive authority. For the City of Philadelphia to successfully implement an open streets event, or series of events, MOTU recommends that this program be housed in an administrative office with a single staff person or team tasked with overall program planning and coordination. This person or office must have the ability to directly coordinate with the following departments, among others.

City of Philadelphia Departments

• Managing Director’s Office

• Streets Department

• Police Department


• Philadelphia Fire Department

• Special Events Office

• Parks and Recreation

• Department of Public Health

• Commerce Department

External Partners

• SEPTA

• Philadelphia Parking Authority

• Private parking operators

• Business Districts such as CCD, UCD, etc.

• PennDOT

• Large institutional stakeholders such as hospitals, universities, etc.

• Volunteer organizations and advocacy groups such as Open Streets PHL and others

It is our recommendation that the City of Philadelphia Administration identify the appropriate central agency to implement this program and to provide clear direction to other internal and external stakeholders as to that agency’s role in implementing an open streets program.

Coordination of the Open Streets Playbook

MOTU served as a point of contact between the City administration and Open Streets PHL. Its staff provided guidance in the formation of the Open Streets PHL Playbook and reviewed and endorsed this document at a series of meetings throughout late fall and early winter of 2015. Though this time Open Streets PHL functioned as a pro-bono consultant as well as advocate and compiler of best practices from across the country. This playbook has provided an incredible resource for the implementation of an open streets event or series of events. As a non-governmental group, Open Streets PHL can provide a valuable forum for feedback as the initial event is developed, and to provide ongoing external support and help refine the process by which events are produced in the future. In particular, Open Streets PHL may be an ideal platform to recruit volunteers, activity providers and ideas to make these events successful.

Next Steps

The City of Philadelphia will play a central role in any successful open streets event or event series held in the city. While the following Open Streets PHL Playbook provides an excellent framework for the timing and types of activities that precede a successful event, there are a number of key policy decisions that need to be made before setting off on that path. The questions can be roughly divided into the fundamental considerations and operational considerations.

The fundamental considerations should be taken together to answer the question, “Should the City of Philadelphia host an open streets event?”

Fundamental decisions:

• What is the available budget?

• What other resources will be made available?

• Where and when should the event be held?

• How will this impact costs?


in time and money to make it happen. Hundreds of successful events are held in our peer cities across the country, however the decision should be made in a Philadelphia context based on our survey evidence as well as an assessment of available resources. Based on the initial conversations with key departments, event costs are highly variable depending on the location of the event as well as the types of programmed activities along the route.

Once the decision to hold an open streets event has been made, a suite of other decision points follows:

Operational decisions:

• What department or group should be responsible for producing the event?

• Should the City seek sponsorship or partnership for the event from the local business or civic community?

• How should the relationship with organizations such as Open Streets PHL be structured?

• Who will be responsible for monitoring the success and impacts of the event?

We believe that these questions are critical, but easily answerable when the appropriate decision makers are brought to the table. We look forward to starting this conversation early

in 2016 to pave the way for success.


Overall Program Planning

Considerations: Coalition building is key to the planning process. Initial planning requires engagement of all the essential voices for the event. With a lead-time of 7 months, initial discussions will begin to map out the vision for the event, the measurable goals, all impacted parties, and a timeline built upon everything outlined in this document. Discussions may proceed within individual Event Committees as described in this manual only after the lead stakeholder team has agreed to the vision and outcome for the event.

A Chairperson will assume leadership responsibility over the various committee chairs in order to ensure that all items on the critical path for execution and items reliant on City agencies move along the timeline. Open Streets PHL and the City of Philadelphia will work together to strategically distribute the responsibilities within the Event Committees to ensure there is an appropriate level of buy-in and engagement amongst stakeholders and targeted participants.

7 Months Before

• Discuss and brainstorm overall purpose, goals and outcomes for event.

• Discuss date and times for event; select date and inform all appropriate parties.

• Set up stakeholder meeting for 6 months before event to begin initial discussions.

• Develop first draft of a plan and timeline.

• Discuss Roles and Responsibilities for all team leads and organizations.

6 Months Before

• Develop first draft of rough budget.

• Meet with stakeholders to discuss date, plan, roles and responsibilities; move oversight of event planning to Event Committee chairs where appropriate.

• Establish segregation of duties between Event Committee chairs and Lead Stakeholder Team.

• Identify Event Committee chairs and co-chairs:

• Communications (including collateral materials, signs, and social and traditional media)

• Volunteers

• Neighborhood Involvement

• Day-of Logistics Crew

• Route Planning

• Traffic and Transit

• Business Outreach

• Sponsorship and Funding

• Activity Hubs

• Plan Event Committee meetings – distribute calendar of meetings afterward.

• Create complete draft timeline for event plan:

• Select date and times

• Select public announcement date

• Outline critical path activities and assign responsible parties

• Outline volunteer plan.

• Outline communications plan.

• Create first draft of evaluation metrics for inclusion into program plan:


• External Behavior Change Goals

• Participation and Engagement Goals

• Fundraising and Sponsorship Goals

5 Months Before

• Finalize program plan with added communications, volunteer program, and fundraising items as needed.

• Event Committees begin meeting regularly (suggest bi-weekly) to tackle detailed committee plans.

• Begin to recruit and promote for additional people for Event Committees.

4 Months Before

• Host a meeting with all Event Committee chairs and co-chairs – assess progress and identify weaknesses. Make any changes needed.

• All Event Committees to give thorough status updates, identify issues and risks.

3 Months Before

• Develop execution plan for the day of the event:

• Run sheet to outline tasks, along with timing, responsible person(s), backup contingencies, and materials needed for that task

• Run sheet to include contact information for major Points of Contact as well as emergency personnel

• Circulate run sheet to Event Committee chairs and co-chairs for feedback to be provided before the next meeting

2 Months Before

• Host second meeting of all Event Committee chairs and co-chairs – assess progress.

• Review day-of event run sheet to ensure no conflicts exist amongst Event Committees.

1 Month Before

• Final meeting of all Event Committee chairs and co-chairs.

• Distribute finalized run sheet to all responsible parties.

Event Month

• Host the event!

• Host a post-event meeting to celebrate, debrief, and evaluate the event.


Neighborhood Involvement and Notification

Considerations: Engagement with neighborhood communities and collecting feedback early in the process is critical for building excitement amongst community and political participants for Open Streets. Community members should feel that concerns have been heard and considered by both Open Streets PHL and the City of Philadelphia. It is important to frequently reiterate key information about date and time, event route information, and means of getting to and from the event in the months prior to the event in order for the information to stick.

Organizers will use the pre-event time period to identify and cultivate neighborhood supporters and influencers who can help serve as ambassadors to neighborhood stakeholders and the media in the lead up to the event. These same resources will serve as validators and citizen champions for Open Streets events into the future. Post-event outreach is likewise critical, as reactions from neighborhood leaders will shape media coverage and influence opinions of Open Streets in other neighborhoods where a future event may be held.

6 Months Before

• Compile list of affected Registered Community Organizations (RCOs) and their regular meeting times.

• Schedule time on their monthly meetings for presentation of idea and feedback gathering.

5 Months Before

• Attend RCO meetings of affected areas with rough draft of routes/ideas as established by the Lead Stakeholder Team.

• Identify key constituency groups and partners to reach out to for involvement (e.g. public services committees, running clubs, neighborhood watch programs). Finalize key organizations and agencies to involve in program.

• Begin asking for volunteers from members of RCOs, community groups, partner organizations, and city agencies for Event Committees and for day-of event logistics.

4 Months Before

• Send Press Release with all known details about Open Streets days, including call for volunteers, to all RCOs, community groups, partners, and agencies to disseminate to their email lists.

3 Months Before

• Send reminder Press Release and call for volunteers to all RCOs, community groups, partners, and agencies.

2 Months Before

• Send email to all RCOs, community groups, partners, and agencies with updated details on getting to the event, and call for volunteers.

• Begin distribution of posters to RCOs and community groups for event.

• Gather quotes from supportive community and business leaders for traditional media coverage.

1 Month Before

• Send final email to all RCOs, community groups, partners, and agencies with details on getting to the event, and call for volunteers.

• Post information on local Facebook groups and pages in affected neighborhoods and


encourage group admins to disseminate information on their groups.

• Attend final community meetings of affected RCOs (closest to event date) for additional presentation with information on the route, activity outlines, timing, etc.

Event Month

• 2-3 weeks before: Provide mailbox fliers to community groups for final push of event, route information to participants.

• 1 week before: Connect supportive RCO and community group members with journalists for final round of pre-event coverage.

• Week following event: Gather positive quotes from RCO supporters for wrap-up article.

• Send post-event wrap-up article to all RCOs, community groups, partners, and agencies.

• Send thank you emails to all affected groups.


Business Outreach

Considerations: The local business community will rely on Open Streets PHL and the City of Philadelphia for their support in developing creative programs that coincide with Open Streets events, particularly in the inaugural year of the Open Streets program. The local business community needs to be provided with resources and ideas for promoting their brand, optimizing sales, and maintaining economic health during the event.

The Event Committee will identify impacted businesses and provide assets, including: direct examples of business-to-customer engagement in other cities during Open Streets events; an outline of steps a business can take to be part of the Open Streets programming for the day; and a list of contacts they can work with to flesh out their ideas.

6 Months Before

• Compile list of affected business districts and Business Associations (BAs) and their regular meeting times.

• Send letter/email to affected business districts to get feedback on event.

• Schedule meeting with Business Associations.

• Sponsorship Committee meets to understand approach, list of targeted companies, and sponsoring businesses along the Open Streets route.

• Compile and address list of concerns about normal business activities. Potential concerns to be prepared for in advance for all BA meetings include:

• Deliveries

• Disabilities

• Sidewalk access

• Permits

• Getting involved!

• Listing on event website.

5 Months Before

• Attend Business Association meetings with rough draft of routes/ideas as established by the Lead Stakeholder Team.

• Make the case for the positive impacts of Open Streets events on business performance and address all concerns.

4 Months Before

• Work with BAs on announcements to their consumers.

• Encourage businesses along route to make preparations to engage customers “at the sidewalk.”

• Enforce the positive statistics about sales and customer engagement.

3 Months Before

• Continue outreach to businesses and address specific concerns that arise on an individual basis.

2 Months Before

• Begin distribution of posters to businesses for event.

• Offer programming support to businesses to assist in developing creative, engaging programs for the Open Streets Event. In the inaugural year of programming, this must be a


very strong effort since there will be no precedent.

1 Month Before

• Send reminder email to businesses and business associations with event details.

• Send volunteers on foot to deliver post cards and window posters to businesses in person:

• Businesses with available space (e.g. cafes) will be provided with 50+ cards for distribution to customers.

• All businesses along the Open Streets route will be provided with 1 window poster.

• Address remaining businesses concerns.

• Communications Committee commences social media campaign highlights specific businesses along the corridor.

Event Month

• Send final reminder email to businesses to ensure that store managers and employees properly prepare for any disruptions in travel and for additional set-up for sidewalk activities.

• Send street teams to stop into businesses and drop off final reminder letters.


Sponsorship and Funding

Considerations: Open Streets Events provide a unique opportunity for national and local businesses to be part of an exciting community driven program that attracts people of diverse demographics and communities in a new and interactive way. The value proposition to sponsors needs to capture a tone aligning with their culture, brand, and mission.

Consider local businesses with limited sponsorship budgets for events when rolling out a sponsorship plan. While not referenced explicitly below, considerations should be made for “mini-sponsorship” after the event has proven its concept (3-4 events completed successfully). Mini-sponsorship is a way of allowing local businesses on the Open Streets route to have a table and other materials on the street, to be permitted to sell food or other goods on the street, and to have amplified sound. In the inaugural year of programming for Open Streets, these opportunities should be provided to local on-route businesses free of charge to drive engagement and participation. After the program has become well adopted, consider a small nominal fee ($150-$200) for businesses to obtain permits allowing for the above to generate funds and to control the amount of sidewalk activity and noise during Open Streets events as they gain popularity.

6 Months Before

• Set goals for number, type and levels of sponsorships.

• Recommended Types: Fiscal, Bulk Volunteer Sponsor, Service Sponsor, Equipment Sponsor:

• Presenting fiscal sponsorship is recommended at $50,000

• Lowest level of fiscal sponsorship recommended at $1,000

• Create general sponsor brochure with levels and benefits and accompanying digital version.

• Create customized sponsorships packages for high-level donor engagement.

• Begin soliciting top-level sponsors and scheduling meetings.

5 Months Before

• Continue soliciting supporting sponsors.

4 Months Before

• Lock in presenting sponsor.

• Set up invoicing for sponsors.

• Set up and start ongoing sponsor communications/benefits schedule:

• Include a schedule of coordinated marketing efforts such as Press Release dates and Social Media highlights of the organizations/company

• Collect all needed materials from sponsors for the Communications Committee including:

• Logos

• Brand placement guidelines

• Boilerplate

• Relevant quotes for media

• Schedule a Press Conference releasing the presenting sponsor.

• Begin announcing sponsorships via social media.

3 Months Before

• Map out sponsor activities for day of event.


• Create photo shoot list for capturing sponsor visibility on day of the event.

2 Months Before

• Finalize sponsor activities for day of event with needs for the day.

• Finalize sponsors for all print and digital materials.

1 Month Before

• Distribute a pre-event communication in the form of a personalized email to sponsors.

Event Month

• Day of event: Send an event day email with Thank You’s.

Post Event

• Compile sponsor photos and any other stories/details for sponsor reports and media.

• Send post-event summary and report to all sponsors.

• Complete final reports due to foundations and philanthropic organizations.

Funding Opportunities

Business and Corporations Advocacy Groups, Foundations & Philanthropic Organizations

Government Agencies and Related Offices

• Corporations

• Local Businesses

• Financial Institutions

• Health Care Companies

• Chamber of Commerce

• Business

• Govement Districts

• Foundations

• Social Justice Organizations

• Health Advocacy Organizations

• Climate Change/Sustainability Groups

• Smart Growth Advocacy Organizations

• Biking/Walking Advocacy Organizations

• Neighborhood/Community Associations

• Seniors/Youth/Special Needs Advocates

• Mayor’s Office

• Police Department

• Councilmen Offices

• Park/Recreation Department

• MOTU

• Philadelphia Convention and Visitors Bureau

Schedule of Publications and Promotional Materials

• Before and after the event

• Mailers

• Social Media

• Email

• During the event

• Booths/tables

• Social Media


Route Planning

Considerations: A well-planned route ensures easier participation, route activation, and future growth of the program. The main street will act as the spine of the route and be the anchor of the Open Streets PHL program. Identify local attractions – libraries, museums, community or recreation spaces, parks, or business districts – and connect them to the spine of the route.

Participation in an Open Streets program directly correlates with people’s proximity to the Open Streets route. People are most likely to come to Open Streets when they are within 15 minutes of the route – a 15-minute walk, bike, transit trip, or drive. The Route, Traffic, and Transit Committee must ensure that the route is connected to high-density neighborhoods that reflect the city’s population. The Committee must also take care not to make assumptions about how participants will reach the Open Streets route. For example, by not assuming participants can afford bicycles or additional transportation costs. Connecting neighborhoods to allow certain participants to explore on foot will be crucial to public perception of the inclusivity of the Open Streets event.

6 Months Before

• Connect with city transportation special events staff for discussion of goals and viable locations.

• Make decisions regarding closed streets and intersections open to cross-traffic.

• Identify traffic and emergency access issues. Locate parks, businesses and other features that will act as anchors along the route.

• Finalize schematic map of route for announcements to media, businesses and city organizations in coordination with other Committees [may bleed over into 5th month before]

• Begin permit process.

5 Months Before

• Coordinate with the Volunteer Committee to create first draft of volunteer map based on route.

• Create draft wayfinding signage and map for placement on- and off-route.

• Create portable toilet map (if portable toilets will be off the main route)

• Identify critical points along the route with alternative access points, as necessary:

• Fire stations and medical centers and possible access routes

• Freeway on and off ramps

• Churches and other major institutions

• Major transit hubs

• Facilities for disabled individuals

• Required pass-through points for SEPTA/emergency vehicles (typically every mile)

• Activity hubs

4 Months Before

• Finalize SEPTA/emergency vehicles required pass through points.

• Finalize fire station and medical center access routes.

• Finalize coordination with activity hubs.

• Finalize coordination with impacted neighborhood groups.


3 Months Before

• Finalize Route Map with all details and legend including volunteer numbers.

• Finalize wayfinding signage and map and portable toilet map.

• Finalize coordination with traffic/transit teams.

• Finalize coordination with volunteer team.

• Finalize permit process with special events or other community event permitting.

2 Months Before

• Begin production of wayfinding signage

1 Month Before

• Incorporate all final feedback from City, law enforcement, and emergency response agencies

• Submit Route Map to all required agencies.

Event Month

• Set conference calls with SEPTA, Police, Fire, Medical, and City to review final details.

• Coordinate wayfinding signage installations.

Post Event

• Evaluate Route impact on businesses, City, law enforcement, and emergency response agencies, and neighborhoods.

• Identify changes to the route for future events.


Traffic and Transit Control

Considerations: An effective traffic control plan will ultimately determine the success of the Open Streets event to provide accessibility for participation. Route, Traffic, and Transit Committee members must be dedicated to meeting with other Event Committee chairs to understand obstacles for emergency response, route changes, signage, and open intersections.

Before the event, motor vehicles must be removed from the event area. During the event, the area must be protected from traffic. A clear detour will be designed to go around the event area first responders will retain the ability to respond to emergencies. Visitors from beyond walking or cycling range will be able to come to and leave the event, but will be encouraged to do so by public transportation. All of these considerations require coordination between public agencies and the private sector.

6 Months Before

• Traffic and Transit Committee begins to meet with Philadelphia Police Department, Philadelphia Parking Authority, Philadelphia Streets Department, and PennDOT to discuss requirements for vehicle removal and traffic detours

• Traffic and Transit Committee meets with Philadelphia Fire Department, area hospitals, and other first responders to discuss access requirements for emergency vehicles, both to and through any event site

• Committee should engage an advisor from SEPTA, and if a relevant location is under consideration, partner with PATCO and/or NJ Transit, to discuss transit access

• Begin to outline plans for service alerts for route detours

• Incorporate specific traffic control plan objectives and needs into route map to highlight detours, closures, and ‘soft-open’ intersections

5 Months Before

• Work with Streets Department (or its contractor) to develop the general traffic detour plan

• Committee chair will lead communication between Streets, PennDOT, and SEPTA

• Meet with PPA to discuss timeline and process for removal of parked vehicles from the Event area

• Use of PPA off-street parking facilities for displaced resident vehicles should be negotiated at this time

• Meet with SEPTA Service Planning to discuss preliminary bus detour planning

• If it is anticipated that the Open Streets event requires extra transit service, it should be discussed at this meeting

• Extra transit service is highly dependent on location, scale, and (if not inaugural event) on previously observed transit demand

• Committee chair works with Streets Department, or its traffic control contractor, to submit first draft of traffic control plan, working within budget for police and other personnel, barricades, and all traffic control devices necessary

4 Months Before

• Coordinate with Community and Business Outreach committees to make provisions for rescheduling of freight deliveries within the event area based on road closure projections

• Create any necessary adjustments to road closure plan based on business feedback for critical items related emergency services deliveries


3 Months Before

• Work with Streets Department or its traffic control contractor to order traffic control materials

• Ensure SEPTA sources wayfinding signs for stations and concourses, including signage for ADA access routes as appropriate

• Ensure PPA finalizes and provides its plan for towing

• Confirm PPD or PPA has an adequate supply of Temporary Parking Restriction signs for all event area blockfaces

• Confirms availability of PPD personnel required for traffic barricade protection

• Draft and deliver notices to USPS and delivery companies of the traffic closure plan

• Coordinate with Communications Team to meet with SEPTA Media Relations to cross-promote Open Streets event access by public transportation

2 Months Before

• Ensure all decisions about public-facing aspects of logistics, including location and scope of the event area, timing of towing operations, and routing of traffic and bus route detours, have been finalized and public

• Work with social media team to include maps and detours on event website and Facebook

• Any changes from this point should be in response to emergent conditions, and clearly communicated as such

• Develop a messaging plan for event cancellation as it relates to cascading information on social media, email, to business associations, and city organizations involved in road closures

1 Month Before

• Finalize all comments from City, Streets, PPD, PPA, and emergency agencies

• Submit finalized Route Map to all required agencies

Event Month

• 2 weeks before: Post Temporary Parking Restriction signs on all block faces throughout the event area

• 1 week before: Stage barricades and wayfinding materials on site.

• Commence towing operation at time determined previously by PPA

• 1 night before/morning of: Wayfinding signage posted

• Barricades and PPD move into place and event area protection begins

Post Event

• Evaluate Route impact on Transit, PPD, and PPA

• Identify changes to the transportation plan for future events


Activity Hubs

Considerations: Activity Hubs at Open Streets PHL will be nodes of active programming along the Open Streets route. They act as outdoor community centers where local residents, businesses, and organizations can lead fun, activities designed to engage all participants. The Activity Hub Committee will focus on offering physical activity programming such as dancing, yoga, aerobics, and hula-hooping, or other wellness-oriented activities like nutritional education, heart rate measurements, and healthy food options.

Activity Hubs will be spaced out along the route to enhance the event’s health focus and encourage participants to move throughout the program area. Participants will keep moving along the route when signs clearly indicate programming at various hubs and also when they see people gathered ahead. Curiosity will encourage participants to move along the Open Streets route.

6 Months Before

• Agree on parks/attractions to anchor the route with Route Planning Committee members.

• Notify individual potential anchor parks for holding for draft date.

• Discuss with Parks any synergies for this event and other planned activities.

• Engage with health and wellness groups to seek participation in the event.

• Determine fee structure for vendors and adopt vendor policies (no age restricted businesses).

5 Months Before

• Distribute and collect Supporting Activities Template.

• Distribute and collect Complimentary Programming Template.

4 Months Before

• Finalize basic map for vendor/businesses on main streets.

• Determine numbers of vendors at each identified park and marketplace.

• Send out invitation to individual business and potential vendors at parks and marketplace areas.

3 Months Before

• Start intake of vendor fees and answer vendor questions.

2 Months Before

• Continue intake of vendors.

1 Month Before

• Work with Traffic and Transit Committee to identify barriers for Activity Hubs.

• Send out final vendor and sponsor communications with vendor instructions and map of locations.

Event Month

• 1 Night Before: Chalk or mark vendor and sponsor locations.

Post Event

• Send follow-up thank you email with success stories.


Call Out for Supporting Activity Partners

Open Streets PHL’s primary objective is to provide free and fun recreation to all members of the community by temporarily closing select streets to vehicle traffic while opening them up to endless possibilities of people-powered movement.

Open Streets PHL is approaching and we would like YOU to participate. In addition to providing a space for people walk, cycle, or roller blade, there will be hubs of complementary programming along the open streets route for people who would like to participate in other free activities that promote healthy active lifestyles. These activities must be free and encourage the greatest possible participation from people of all ages and abilities.

Open Streets PHL is a great way to advertise the services you, your agency, organization, or business offer.

To become a supporting activity partner, please fill out the expression of interest on the following page and submit to <insert contact name + info> by <insert date>.

Important Dates for Supporting Activity Partners:

<insert date> Formal call-out for supporting activity partners’ expressions of interest

<insert date> Deadline to submit supporting activity expressions of interest

<insert date> Activities selected and successful applicants notified to complete full activity information form

<insert date> Deadline for full activity information form

<insert date of Open Streets PHL event>

If you would like to take advantage of this opportunity but are finding terms of participation challenging, please contact <insert contact info for point of contact on Business Outreach committee> for help with developing a creative way to participate in Open Streets PHL.

Proposals for Open Streets PHL supporting activities will be considered based on applicant’s ability to demonstrate the following criteria:

• Health focus

• Participatory nature of activity

• Ability to engage large audiences

• Feasibility

• Accessibility for people of all ages and abilities

• How easily can participation in this activity be evaluated

SAM

PLE


Complementary Programming Expression of Interest

Please provide the following information and submit to <insert name + contact info> by <date>.

1. Name of individual/group/company hosting the supporting activity and contact information (email, phone, website if applicable)

2. What category(s) does your activity fall under?

• Physical Activity

• Healthy Promotion (ie. providing information/education to the public)

• Music

• Arts and Culture (visual art, crafts, performance art)

• Free Services (ie. Nutritional counselling, haircuts, bike repair, eye-check)

• Free Products (ie. free healthy beverages, free sunscreen)

3. What is your intended audience?

• Children

• Youth

• The Elderly

• Adults

• Families

• Everyone!

4. Summary of the supporting activity you wish to provide (200 words max)

5. What capacity do you have to successfully host this supporting activity? (200 words max)

(i.e. access to equipment/materials/manpower; established audience to participate; practice with implementing this activity at other events)

6. Approximately how much space will you need?

7. It’s important to us that Open Streets PHL is a sustainable and long-term program. To make this possible, evaluation will be important to future events. Will you have the volunteer capacity to assist in evaluating participation in your activity? (This may include counting participants, conducting surveys, etc.)

SAM

PLE


Volunteer Management

Considerations: A successful event will not happen without engaged volunteers! Engaging great volunteers begins early and continues after the event is over. Begin outreach for volunteers by identifying people who want to be long term and short term players. Short term volunteers are excellent assets for the day of the event, but should not become Volunteer Committee members or Block Captains. Long term (strategic) volunteers need to be engaged as important decisions are made. They should also be given some autonomy over their team and area for the day of the event.

The Volunteer Coordinator should be carefully selected as someone who is highly organized, able to command large groups of people, and highly influential. Volunteers need to be notified early on that most positions require a lot of standing, walking, or cycling on the day of the event.

6 Months Before

• Develop volunteer plan including number and type of volunteers needed.

• Create draft of volunteer map.

5 Months Before

• Write job descriptions for volunteers that clearly outline roles, responsibilities, and time commitment. Roles include, but are not limited to:

• Block Captains – Oversee all volunteers within a segment of the Open Streets route (team leader).

• Roving Cyclists – Circulate through a portion of route for duration of an Open Streets event to monitor activities.

• Barricade Attendants – Responsible for looking after a barricaded closed street to prevent unauthorized access and greet participants as they enter.

• Intersection Monitors – Keep participants from entering the intersection while cars move through the intersection on their green light.

• Evaluators – Collect information from Open Streets participants by conducting surveys.

• Set-up/Tear Down – Assist with set-up or take-down of barricades, signage, tents, activity hubs, cones, clean up, and other operational logistics before and after the event.

• Begin to develop recruitment tools for volunteers via online outreach and other strategies.

• Send volunteer recruitment call-outs to members and partners

• Finalize volunteer map.

4 Months Before

• Begin to collect names and contact information for volunteers.

• Develop list of venues for recruiting volunteers, including web tools/lists and partners.

• Solidify 5-7 organizations for pledging volunteer support for event.

3 Months Before

• Develop hierarchy of intersections based on needed volunteers.

• Meet with organizations/partners interested in providing volunteer support.

• Assign volunteer group lead roles to highly engaged and capable volunteers who will assume leadership responsibilities on the day of the Open Streets event.


2 Months Before

• Solicit sponsorship to provide volunteer snacks in collaboration with Sponsorship Committee.

• Order volunteer t-shirts and/or badges.

• Schedule date to assemble volunteer packets for next month.

• Finalize intersection hierarchy of volunteers.

1 Month Before

• Host packet assembly party for all volunteer materials.

• Also serves as a meet-and-greet or training opportunity.

• Continue promoting volunteer recruitment.

• Send second volunteer recruitment newsletter/email.

• Create volunteer instructions for intersections/stretches.

• Print volunteer maps.

• Get commitments from organizations/partners for volunteer support.

Event Month

• 2 weeks before: Host Volunteer Night for team leaders of volunteer groups to go over final instructions, route, tasks, and responsibilities.

• Make final push for volunteers, if needed.

• 1 week before: Get final names and numbers of volunteers from organizations/partners.

• Assign snacks pick up.

Post Event

• Send thank you notes to organizations/partners.

• Send thank you emails to all volunteers.


Communications

Considerations: Marketing and communication is one of the keys to a successful Open Streets event, especially in the early years of a program. The Communications Committee will reflect the city itself and focus its time and energy on getting the word out. Outreach efforts should reflect best practices in inclusionary marketing. Some of the most effective marketing tools are low cost, like word of mouth, social media, earned media, and partnerships with radio stations or newspapers. Marketing efforts and related costs will decrease as participants, residents, and businesses begin to see the program as part of the fabric of the city and build it into their routine.

From a media, marketing and PR perspective, everyone on every team must be consistent with key messages that are developed early in the planning stages of the Open Streets program. The Committee will develop promotional materials, plan press releases, and stay active on social media. The latter entails ensuring that the website, Facebook page, and other social media platforms always have up-to-date program information. Businesses along the route will be encouraged to promote the program by forwarding email blasts and sharing social media posts.

6 Months Before

• Draft and create website content for the Open Streets event.

• Identify local interest group champions (fitness groups, merchants, performers, etc.) willing to spread word in interest groups.

• Identify traditional media partners for article and press release publishing.

• Determine tone (formal vs. familiar) for messaging channels:

• Example of formal tone: “Open Streets PHL is pleased to announce…”

• Example of familiar tone: “Hey folks! We’re really excited to announce…”

• Draft messaging schedule for media channels.

5 Months Before

• Develop flyer and poster in cooperation with Neighborhood Involvement and Business Outreach Committees.

• Draft press release to announce the route developed by the Route, Traffic, and Transit Committee for review and approval by Stakeholders.

• Review website content with stakeholders in advance of publishing.

• Draft email blast to Open Streets PHL board and Stakeholder team for approval.

• Create Facebook event page for review and approval.

4 Months Before

• Go live with approved website content.

• Go live with approved Facebook event.

• Send approved press release to traditional media to announce Open Streets event.

• Announce Open Streets date via Open Streets PHL Facebook and Twitter.

• Send news release for all publications to save the date for the event.

• Add volunteer page on the website with role descriptions in cooperation with Volunteer Coordinator.

3 Months Before

• Write one post per week for website and social media to keep members and supporters


engaged and informed of the progress of the planning:

• Use mixture of text posts, photos, and videos

• Post flyer and poster on website for downloading.

• Add vendor applications to website for downloading.

• Create content for download to be used by neighborhood and community groups in their newsletters.

• Identify volunteer photographers/reporters for the event date.

2 Months Before

• Send out email blast, Facebook posts, and Twitter communications for volunteer recruitment and to widely distribute the route map.

• Push the route map and traffic disruptions through social media channels with approved outlines from Traffic and Transit Committee.

1 Month Before

• Begin more frequent updates on Website, Facebook, and Twitter

• 2-3 posts per week, maximum

• Highlight sponsors

• Send e-mail blast about the event for members, volunteers, and all contacts gathered in organizing.

• Identify a media gathering point on the Open Streets route for the day of the event:

• The media gathering point will be a location that will generate a positive story for media partners

• Identify key stakeholders to be present at the media gathering point

• Assign time for specific media gathering between Open Streets PHL team members, political leaders, and media contacts – do not target the start of the event time to ensure the route will be full

• Communicate to all stakeholders as needed

Event Month

• 2 weeks before: Send final media release for the upcoming event with approved materials.

• Continue updates on website, Facebook, and Twitter, specifically highlighting sponsors and Activity Hubs.

• Create and distribute access map for participants to utilize public transportation.

• 1 week before: Write at least one large update recapping logistical information, and headlines

• Promote use of official hashtag for the day of the event to all participants, sponsors, vendors and volunteers.

• Assign volunteer to record short videos for asset inventory.

Post Event

• Manage event follow-up stories.

• Finalize Evaluation Report.


Event Day Operations Checklist

2 Hours Prior

• Meet core execution team and support people at a central location.

• Check that all your radios/walkie-talkies work.

• Review material and signage drop-off strategy with driver(s).

• Begin material and signage drop-off.

• Check-in with Block Captains and Roving Cyclists, review duties.

• Check-in with road-closure point of contact for status update.

1 Hour Prior

• Conduct volunteer check-in (this may be done by each Block Captain for the area they are responsible for) and review position duties.

• Practice volunteers’ duties by asking questions.

• Check all ‘soft-closed’ intersections for appropriate management.

• Survey route to ensure it is secure and free of traffic.

Go Time!

• Continuously survey route for trouble-spots.

• Check-in with Volunteer Coordinator and Block Captains at least once an hour to offer support, guidance.

30 Minutes Prior to End

• Begin announcement of impending Open Streets ending.

• Begin closure preparations (cut down zip-tied barricades, begin collecting materials and placing at drop-off/pick-up locations).

• Check-in with road-closure point of contact in preparation for program end.

End of Program Time

• Road-closure team begins to remove barricades.

• Road re-opens to vehicles.

• Volunteers remove all signage.

• Volunteers put materials back in containers and place at pick-up/drop-off location.

• Drivers pick up materials and signage along the route.

• Survey entire route to ensure it is accessible to traffic and all barricades have been picked up.

• Survey entire route to ensure signage and materials have been picked up.


Evaluating Outcomes

Considerations: An evaluation strategy is an important aspect of the Open Streets program. In order cultivate the most accurate and critical data, an evaluation plan should be developed six months to a year before the event. Before the program is formally launched, evaluations should be performed to understand the wishes of the public that the program will serve. Evaluation should be ongoing throughout the planning process to care for concerns related to the program as well as to understand any gaps from a communications or activities perspective. The results of the evaluation will guide improvements in the program, as well as provide evidence of program successes.

The Open Streets program will make use of public resources. As such, there is a responsibility to the public to report on the outcomes of the event. Further, sponsors will require robust program evaluation. The results will demonstrate the effectiveness of the program, showing its value and show how to best continue, grow, and expand the program.

Pre-Event Evaluation and Evaluation Design

• Based on event goals, design pre-, during and post- event evaluation plan

• Considerations: Data reporting plans should be made for funders, participants, businesses and government departments

• Consider how data will be collected and by whom. Partner with a local college or university for data collection and analysis in order to expand available resources.

• Several months before the event, consider how to gauge public interest Open Streets using low cost tools, such as an online survey or informal neighborhood sessions. Think through the questions that best tell the story about the city’s desire to engage with Open Streets events.

• Think through qualitative and quantitative data. While quantitative data is easier to collect, the observed qualitative data may provide a compelling narrative for better long term planning of an Open Streets event in Philadelphia.

Event Day/Post Event Evaluation Questions and Methods

• Collect data on the day of the event utilizing trained volunteers.

• Event Day data questions to consider:

• Communication and Reach:

- Is our communication and marketing campaign working?

- Are neighbors participating in today’s event?

- How far (and via what mode) are people traveling to participate in Open Streets?

• Activity Hubs:

- What activities are participants interested in?

• Participant Counts:

- How many people were here?

- Did a lot of kids participate?

- Did the participants match the diversity of our city?

• Activity Level and Type

- What were participants doing? Biking, walking, activity hubs?

- How long were people physically active at Open Streets?

• Cost-Benefit and Local Business Evaluation


- Did people spend money at the initiative?

- Did people learn about new stores and restaurants? -

- Was the business community satisfied?

• Methods

• Methods should be developed based on the volunteer capacity as well as skill level. Suggested methods include: interactive posters, observation, on-site survey, follow-up phone calls/emails/surveys with participants as well as businesses

• For further information and contextual examples of successful methods at similar events please see: http://880cities.org/files/Evaluation.pdf

Presentation of the Data

• Presentation of analyzed data should be made available as soon as possible to business, participants/residents and city agencies

Credits

Prepared by:LeeAnne Mullins, Open Streets PHL ChairAlon Abramson, Open Streets PHL Co-ChairDena Driscoll, Open Streets PHL Financial OfficerJon Geeting, Open Streets PHL Internal Communications DirectorNate Hommel, Open Streets PHL External Communications DirectorMichael Noda, Open Streets PHL Board MemberAlexandria Schneider, Open Streets PHL Board Member

In cooperation with:Denise Goren, Director, Mayor’s Office of Transportation and Utilities, City of PhiladelphiaAaron Ritz, Complete Streets Implementation Manager, Mayor’s Office of Transportation & Utilities, City of PhiladelphiaJeannette Brugger, Pedestrian & Bicycle Network Coordinator, Mayor’s Office of Transportation & Utilities, City of Philadelphia

Special thanks to:The completion of this guide could not have been accomplished without the guidance and support of the City of Portland, the City of New York, the City of San Francisco, Mike Lydon, and the partnership of At Media Design.

The Open Streets PHL team can be reached for committee partnership and questions at [email protected]

EVENT PLAYBOOK

Documents

Transcript of EVENT PLAYBOOK