Use Special Event Permitting and Operations

Special Event Permitting and Operations can be used by local governments to collect and organize permit apps, develop event site maps and health and safety plans, coordinate the permit review process, share event information with the public, monitor public health and safety operations, and create after-action reports.

In this topic, you’ll learn how to use the solution by assuming the role of a user and performing the workflows below.

Note:

Use your organization's data or configured apps to follow these workflows.

Manage event permits

Special events start with private or nonprofit organizations that request an event permit from the local authorities. Typically, this permit request is submitted in hard copy or a fillable form that is received by a special event coordinator. The coordinator is then often responsible for delegating the review process to stakeholders from many departments. Often this process is further encumbered by paper or email delays.

In this workflow, you'll learn how to create and manage special event permits.

Apply for a special event permit

You will start by assuming the role of an event organizer who needs to submit a permit app to a local government for approval. You are asked to use the Special Event Permit survey to apply for an event permit and submit a site map along with your app.

1. In a browser, go to your Special Event Permit survey.
2. In the Special Event Permit survey, fill in the following details on the first page:

   Parameter	Value
   Enter the name of the special event	Type 5K for the Local Animal Shelter.
   Select an event type	Type Competition or Race.
   Description of Event	Type A great event to be had by everyone benefiting animals in need.
   Open to the public	Select Yes.
   Estimated Attendance	Type 1000.

3. At the bottom of page 1, click Next.
4. Complete the remaining event permit pages. Select an event start date one week from today in the morning and ending in the evening of the same day. On page 8 of the event survey, provide the following information:
   • For Event location, type a name of a local park.
   • For Locate the event on a map, type the name and city of the local park and zoom to the location.
   • For Event Site Map, Browse to a local file and attach a diagram an event organizer would use to describe the setup of an event.
5. At the bottom of the page, click Next.
6. On page 9, sign the permit app.
7. Click Submit.

Submit an internal event

In some cases, an event may be hosted by your own organization, so there is no need to fill out the full permit. In that case, you can use a shortened version of the permit that represents the internal submission.

1. In a browser, go to your Special Event Permit survey.
2. At the end of the URL, add &field:submittype=Internal.

   Your URL parameter should look like the following:

   https://survey123.arcgis.com/share{YourItemID}?portalUrl={YourPortalURL}&field:submittype=Internal

   The internal event permit will not contain as much detail as a sponsored event.

3. Fill out the survey with a new event and submit it.

Coordinate a permit review

Now, you will assume the role of an event organizer in the same local government. You are asked to coordinate the review process and notify other government departments when a special event permit has been submitted. You will review the permit app and update the status of the permit.

1. In a browser, go to the Special Event Permit Manager app.
2. Click the Permit Status column filter and select Submitted.
3. Select the event you created in the Special Event Permit survey.
4. In the Info panel, scroll down and click Review Permit Application.

   The permit app that was submitted by the organizer opens, which allows further review of the app, permit updates, and email communication with the organizer.

5. Close the Special Event Permit survey.
6. On the Info tab, click the edit button and click Edit to edit the event status.

   Note:

   As a special event coordinator, you can track the permit status throughout the review life cycle and identify when site and operations maps have been created.

7. For Permit Status, choose Under Review, and click Save.

Prepare site plans

The event site map is the foundation of the event. It provides a common reference for planning, operating, and promoting each event. It can also include the event location, event assets, designated areas, and routes required to conduct the event. The Special Event Site Map allows coordinators or safety planners to quickly add these assets to the map for an event.

In many cases, events are reoccurring and have similar setups year after year. The Copy Previous Site and Operations Maps notebook allows you to create a new event using a previous site map as a starting point. Modifications can then be made and added to the site map for the new event.

In this workflow, you'll learn how to create and copy site maps as well as notify others when maps are ready to be reviewed.

Create a site map

You will start by assuming the role of an event organizer who needs to create an event site map for a permit app. You are asked to use the Special Event Permit Manager to locate a permit app and the Special Event Site Map to create a site map.

1. In a browser, go to the Special Event Permit Manager app.
2. Click the Permit Status column filter and select Under Review.
3. Select the event you created in the Special Event Permit survey.
4. In the Info panel, scroll down and click Edit Site Map.

   This opens the Special Event Site Map app and zooms to the submitted event permit's location. It also filters all related information, so you see temporary features for your event.

5. On the Create Site Map dialog box, click Food Concessions, and enter the name of a food concession in the Description field below the templates.
6. Click a location on the map within the park.

   Note:

   The Event Identifier field is passed automatically from your filter selection in the Select Event widget and cannot be edited.
7. Click Save.
8. Repeat steps 6 and 7 for each event asset, route, and area you want to add to your site map.
9. After completing your site map, click Save, and close the Special Event Site Map.

Copy event maps from the previous year (optional)

Many times, reoccurring events will use similar site and operations maps from one year to the next. For instance, an annual 5k run will have a similar route, food concessions, and public safety support locations. Re-creating the site map every year can be time-consuming. In this workflow, you will learn how to copy event maps from a previous year and update the maps when necessary.

You will continue assuming the role of an event organizer. You are asked to use the Special Event Permit Manager and the Copy Previous Site and Operations Maps script to create a copy of the previous year's site map and operations maps.

Note:

To execute the Copy Previous Site and Operations Maps script, the event organizer must have access to the ArcGIS Notebooks item. In addition, you need at least two events (see the Create a special event section). The first event's status must be set to Archived and should have an associated site map. The new event should have the status set to Under Review. Do not use the event you have already approved above as it will be used in the subsequent steps.

1. In a browser, go to the Special Event Permit Manager app.
2. Click the Permit Status column filter and select Under Review.
3. In the Special Event Permits table, select the event you created in the Special Event Permit survey.
4. In the Info panel, scroll down and click Copy Previous Site/Operations Maps.

   An ArcGIS Notebooks app appears in a new tab and may prompt you to sign in.

5. Click Cell and choose Run All.
6. In the Archived drop-down list, choose a previous event that already has a site map.
7. In the New Event drop-down list, choose the new event that does not have an associated site map.
8. Click Copy Previous Site/Operations Maps.
9. When the script completes, return to the Special Event Permit Manager and select the event in the Special Event Permits table.
10. Click Edit Site Map and verify the new site map is complete.

    Note:

    You may also want to verify that the Special Event Operations Map is complete.

11. Make any required modifications to the site map and click Save.

Notify permit reviewers

You will continue assuming the role of an event organizer. You are asked to use the Special Event Permit Manager to update the permit app and notify internal stakeholders that the proposed event is ready for review.

1. In a browser, go to the Special Event Permit Manager app if you do not have it open already.
2. Click the Permit Status column filter and select Under Review.
3. In the Special Event Permit table, select the event you created in the Special Event Permit survey.
4. In the Info panel, scroll down and click Edit.
5. Locate the Site Map Complete field, choose Yes, and click Save.
6. On the Info tab, click Notify Reviewers.
7. Copy the hyperlink from the email and paste it in a new tab in your browser.

   Note:

   You will send this email to the permit review staff members who participate in your permit review process.

8. Close your email client.

Note:

If your email client does not open when you click the Notify Reviewer button, ensure that your default email client is configured.

Inform stakeholders

As the number and size of local special events increase, so does the impact on public infrastructure and resources. Executives from a local government need to see a comprehensive impact to the community. Key indicators, such as events serving alcohol, displaying fireworks, or requiring road closures can show the impact on public safety or public works resources. The Special Event Permitting and Operations solution provides a Special Event Permit Dashboard to allow executives to see a historical context of all events and where they are in the approval process, and filter by event type.

Public attendance to an event can be dependent on how well it is promoted. The Promoting Special Events ArcGIS Hub site allows your community to have a branded destination to promote events as well as other places to visit, such as museums or popular restaurants. A member of the general public can view the Special Event Calendar to find a specific event of interest to them, with an associated detailed site map of the event.

In this workflow, you'll learn how to update and monitor special event permits as well as view the special events in your community.

Gather feedback from internal stakeholders

Event permits are typically reviewed by several different government departments or agencies. Incorporating feedback from the internal stakeholders before the permit is approved is critical. In this workflow, you will learn how to review a permit app and offer comments. You will also learn how to review a summary of all comments provided during the review process.

You will start by assuming the role of a permit review staff member (for example, public works director, planning director, or incident commander). You are asked to use the Special Event Permit Review app to review an event permit app and the site map and offer any comments.

1. In a browser, go to the Special Event Permit Review app.
2. In the list of special events, select the event you created in the Special Event Permit survey, or select another special event.
The Special Event Permit Review app should specify the event from the email in the Notify permit reviewers section in the Prepare site plans workflow.
3. Click View Permit Application to review details found in the permit app. Close the Special Event Permit survey after you have finished reviewing the app.
4. Click the Add a comment button and fill in the following details:

   Parameter	Value
   Organization	Select Public Works.
   Comments	Type Concerned that additional roads need to be blocked.
   Any Instructions	Type Approved contingent on additional road blocks.
   Action	Select Approved.

5. Click Submit and close the Special Event Permit Review app.

Now you will assume the role of an event coordinator. You are asked to use the Special Event Permit Manager app to review comments provided by the permit review staff to approve or deny the permit app.

1. In a browser, go to the Special Event Permit Manager app if you do not have it open already.
2. Click the Permit Status column filter and select Under Review.
3. Select the event you created in the Special Event Permit survey or select another event.
4. In the Info panel, click the Comments tab.

   Comments may be provided by the permit review staff. In some cases, the comments may require you to update the site and operations maps or contact the event organizer to alter their plans for the event.

5. Click Edit in the Info panel and scroll down to Permit Status.
6. Select Approved and click Save.
7. On the Info tab, click Notify Organizer.

   The email is directed to the person who originally applied for the permit and the event organizer. The email includes a link to the original permit app and the site map that can be viewed for reference.

8. Close your email client.

Monitor event permit applications

Many organizations are seeing a growing number of events in their community. As a result, event executives need to monitor the status of the event permit process and understand which events are occurring throughout the community.

In this workflow, you will assume the role of an event executive. You are asked to use the Special Event Permit Dashboard to monitor the special event permit program, review key indicators, and get an understanding of the type of events scheduled in the community.

1. In a browser, go to the Special Event Permit Dashboard.
2. In the left panel, click the Status filter and select Under Review.
3. Review the list of permits and indicators.
4. Select an event from the list and review additional event information.
5. Click the graph to filter events by month.
This filter can be useful to review a list of events planned for a given month (for example, October).

Share events with the public

Special events have become an important factor in local economies by attracting participants and spectators from outside the community to events such as 5k fun runs, marathons, outdoor concerts, and arts and crafts festivals. In some cases, local governments hosting similar special events are competing with each other for event participants that help support the local economy. Therefore, promoting and marketing local events is important.

Finally, you will assume the role of a resident or member of the public. You are interested in events happening in your community and will use an ArcGIS Hub destination on your community's website along with the Special Event Calendar app to discover upcoming events.

1. In a browser, go to the Promoting Special Events ArcGIS Hub site. In the Things to Do section, click Learn more to open the Special Event Calendar app.
2. If you know the name of the event you are interested in, you can search for it by name in the left panel. Otherwise, click the Date filter and enter the date range you are interested in.

Select a date range that aligns with the event you entered in the Special Event Permit survey.

3. Click an event type to further refine the results.
4. Review the list of events occurring in the community.
5. Select an event from the list and review additional event information.
6. Click the View Event Map link and review assets (for example, entrances, road blocks, and vendors) placed for the event.

   Note:

   For larger events, it may be useful to search for an event asset.

7. After reviewing the Special Event Site Map Viewer, close it and return to the Special Event Calendar.

Prepare operations plans

The Special Event Operations Map allows safety planners to add all relevant health and safety resources and perform high-level risk assessments. It can be used to locate isolation areas or set up plexiglass barriers at ticket counters or food vending booths. In addition, it can be used to calculate the number of people allowed in each space using Centers for Disease Control and Prevention (CDC) guidelines. Event staff can use a real-time counter at entrances and exits for each venue to maintain a safe environment for everyone.

In addition, public safety staff can add resource assignments, road closures, traffic restrictions, and estimates of crowd sizes to guide field personnel assignments. Optionally, planners can create a reference grid for field staff supporting the event, conduct a visibility assessment for high-risk locations, or identify areas impacted by a potential bomb explosion or chemical spill.

In this workflow, you'll learn how to create operations maps and copy events from previous years.

Coordinate with public safety event planners

You will start by assuming the role of an event organizer who needs to coordinate with public safety event planners. You are asked to use the Special Event Permit Manager to locate a permit application and notify the public safety event planners that a health and safety plan is needed for this event.

1. In a browser, go to the Special Event Permit Manager app.
2. Click the Permit Status column filter and select Under Review.
3. Select the event you created in the Special Event Permit survey, or select another event.
4. On the Info tab, click Edit Operations Map.
   A new email message opens with the link to the event operations map.
5. Copy the link from the email and paste it in a new tab in your browser.

   Note:

   For larger events, it may be useful to search for an event asset. You will send this email to public safety event planners who participate in your permit review process.

6. Close your email client.
7. Once the Special Event Operations Map is complete, scroll down and click Edit.
8. Locate the Special Event Operations Map Complete field and choose Yes.

Develop a health and safety plan

Next, you will assume the role of a public safety event planner who needs to develop a health and safety plan for an event. You are asked to use the Special Event Operations Map to create an operations map of public safety resources and conduct a high-level threat analysis.

1. In a browser, go to the Special Event Operations Map app.

   Note:

   When the public safety event planner opens the email sent by the event organizer, the event identifier and the plan identifier fields are passed automatically to the Select Event widget and should not be edited.

2. Click the Basemap widget and select Imagery.
3. Click the Create Operations Map widget and search for PPE Station.
4. Place a personal protective equipment (PPE) station on the map and enter details for the health and safety asset.
5. Search for Hand washing Station, place it on the map, and enter details for the event asset.
6. Repeat step 5 for each health and safety asset, route, and area you want to add to your operations map.
7. Search for Road Blocks, place two on the map, and enter details for each of the road blocks.
8. Click Save.
9. Select Social Distancing Crowd Areas from the drop-down list at the top of the Create Operations Map widget.
10. Draw an area on the map and double-click to complete the sketch.
11. For Area name, type Vendor Area.
The Area name value must be unique.
12. For Max Capacity, type 100 and click Save.

    Note:

    The area on the map will be labeled with the number of people who can safety enter an area of this size based on CDC social distancing guidelines. Adjust the maximum capacity or area size, if necessary.

13. Select Crowd Estimates from the drop-down list at the top of the Create Operations Map widget.

    Note:

    Crowd estimation is determined by the Jacobs method. The high, medium, and low values of crowd estimation appear on the map.

14. Draw an area on the map and double-click to complete the sketch.
15. For Description, type Crowd Area for Concert.
16. Click Save.
17. Search for Medical Tent, place it on the map, and enter details for the event asset.
18. Finally, search for On Foot, place three public safety resources on the map, and enter the following details for each resource:

    Parameter	Value
    Point of Contact	Type an officer's name.
    Point of Contact Phone	Provide a unique phone number for each officer.
    Comments	Type Public Safety support for Humane Shelter Event.

19. After completing your health and safety operations map, click Save.

Conduct high-level threat analysis (optional)

The Special Event Operations Map includes a series of tools that can be used to define the impact of an incident (chemical or other threat) on event assets and resources. As you complete the health and safety plan, you may be asked to conduct a high-level threat analysis and identify the impact on your event operations plan.

1. In a browser, go to the Special Event Operations Map app.
2. Click the Gridded Reference Graphic widget to create a reference grid that can be used in large outdoor events. Define the location of the grid from a point or area. Click Create GRG.
3. To identify the impact of a chemical incident and create a potential evacuation area, click the Emergency Response Guide widget. Select the location, material, and size of the accident along with the wind direction and time. Click Create Zones.
4. Click the Threat Analysis widget to identify the impact of other threats. Select the location, type of threat, and size of the accident. Click Create Zones.
5. Finally, to identify the impact of an incident on event assets and resources, click the Situational Awareness widget. Select the location and the distance impacted, and click a location on the map.
After using the Gridded Reference Graphic, Emergency Response Guide, or Threat Analysis widgets and publishing the derived layers, you can associate the layers with the event so they can be used in other event operations apps.
6. Select a health and safety resource you added earlier and copy the event identifier.
7. Click the Assign Event Identifier and select the features generated by the previously identified widgets. Enter the event identifier and click Save.

Conduct health and safety operations

The Special Event Permitting and Operations solution provides a complete set of capabilities that improve the efficiency and effectiveness of public safety personnel working at special events by enabling public safety personnel with tools to capture information from the field to share with commanders in a synthesized operational picture in real time.

In this workflow, you'll learn how to use a collection of maps and apps to support incident commanders and site staff to visualize, monitor, and communicate real-time status during an event as well as visualize incident response after an event has occurred.

Deploy event operations apps

Public safety event planners and incident commanders need a unique set of maps and apps for each event. The unique maps and apps allow them to manage personnel assignments, activities, and incidents during an event and conduct after-action reviews that help them improve planning for future events. Each event requires the following:

• Unique apps for incident commanders, firefighters and emergency medical technicians, law enforcement officers, event dispatchers, health and safety officers, cleaning staff, and site staff
• The ability to monitor the location field personnel assigned to an event
• An incident tracking and assignment system that can be used onsite at the event
• Maps that show relevant event assets and public safety resources assigned to an event

You will assume the role of a public safety event planner. You are asked to use the Special Event Operations Notebook to create a copy of the event operations apps for a unique event.

Note:

This workflow requires you to sign in to your ArcGIS organization, and the Special Event Permitting and Operations solution must be deployed.

Note:

You must be assigned a role of Administrator or custom role which includes the privilege to Create and edit notebooks in order to run an ArcGIS Notebooks and complete the following steps.

1. In a browser, go to the Special Event Operations Notebook and review the instructions provided with ArcGIS Notebooks.
2. Click the Cell menu and click Run All.
3. Under Select a Special Event to deploy Operations applications, click the Select an Event drop-down arrow, and choose your event.
4. Click Deploy Special Event Operations.
The creation of the event operations apps takes a few minutes to complete.
5. When the progress bar is complete, click View Deployed Event Operations.

   A collection of new event operations apps opens.

Report activity and track locations from the field

During an event, public safety staff and site staff collect field observations that are used to protect the health and safety of event attendees. In addition, the ability to quickly identify the location of field personnel is critical during the event. Dispatchers and incident commanders need to see a map with the location of their staff to determine who should respond to specific incidents.

You will assume the role of a firefighter, emergency medical technician, or law enforcement officer who needs to report suspicious activity or a safety concern observed at the event. You are asked to use the Special Event Field Reporter map to report the suspicious activity or safety concern. Your location will also be tracked so dispatch has the ability to see resources as they receive calls.

1. Download ArcGIS Field Maps onto your mobile device.
2. Open the app on your mobile device, and sign in to your organization.
3. Tap {Event Name} Special Event Field Reporter to open it.
4. Tap Add and tap Suspicious Activity.
5. Fill in the following details:

   Parameter	Value
   Description	Select Suspicious Activity.
   Notes	Type Backpack left at location with no owner to be seen for 20 minutes.
   Enter address, or generic description.	Type Behind bbq vendor tent..

6. Optionally, add an image or picture.
7. Locate the field report on the map.
8. Click Submit.

Assign mobile personnel

Public safety staff working at the event can use the mobile apps in the next steps to track their locations and collect field operations. To accomplish this, they will need a named user login and access to the applications utilized later in the workflow. The following steps will grant users access so they can utilize the apps and share their location. Note, before proceeding, make sure all users have the ArcGIS account requirements for location tracking.

1. In a browser, sign in to your ArcGIS organization and click the Apps button in the header of the site.
2. From the app launcher, click Workforce to open the app.
3. Under Projects, hover over the {Event Name} Special Event Manager and click Configure.
4. Click the Users tab.
5. Follow the instructions to either manually add Mobile Workers or Add workers from a file.
6. Optionally, add additional Dispatchers to the Workforce Project.

   Users added to the Workforce Project will now be able to open the Workforce app on their mobile device to receive assignments from the dispatcher as described later.

7. When finished, return to your ArcGIS organization and click the Apps button in the header of the site.
8. From the app launcher, click Track Viewer to open the app.
9. Under Projects, hover over the {Event Name}_track view and click Configure.
10. Click the Select to add mobile users dropdown. Under Workforce project (import workers), select {Event Name} Special Event Field Manager.
11. Click Add.
12. Optionally, add additional Track Viewers that can view the location of mobile personnel in the Command Center application described later.

    Users added to the track view, will now be able to share their location when using the Field Maps app on their mobile device described later. Repeat the above process as you have additional personnel added to support the event.

Manage field assignments

It’s common for minor incidents such as traffic accidents, medical calls, or disorderly spectators to occur during a special event. Often these incidents are reported by radio or 911 calls to a dispatcher in the event command center.

Now, you will assume the role of an event dispatcher who needs to assign field reports or other incidents to field staff. You are asked to use the Special Event Command Center to assign the suspicious activity or safety concern to a firefighter, emergency medical technician, or law enforcement officer.

Note:

This workflow requires you to be signed in to your ArcGIS organization and have the Special Event Permitting and Operations solution deployed.

1. In a browser, go to the Special Event Command Centerand open it in a browser.
2. Click Dispatch to create assignments.
3. Click one of the listings for Assignment in the list.
4. Click Edit.
5. Validate the assignment type by looking at the Description and change the Assignment Type to the correct type (Suspicious Activity).
6. Select Assign and choose a mobile worker from the drop-down menu.
7. Click the Search bar and type an address or name of a special event asset such as a concession stand.
8. Click Special Event Assets: 1 Result feature and click Create assignment.
9. In the new assignment, fill in the following details:

   Parameter	Value
   Assignment Type	Select Medical Response.
   Assign	Choose a mobile worker from the drop-down list.
   Description	Type Citizen reporting heat exhaustion and has collapsed.
   Priority	Choose High from the drop-down list.
   Due Date and Time	Select a time on the same day of the event.

10. Click Create Assignment.

    Field personnel can open the ArcGIS Workforce app on their mobile device and see their assignments.

    In many cases field personnel will be too busy to examine their assignments on their phone and communication will be done via radio. In this case, the dispatcher may want to close the assignments to take them off the active list.

11. In the Special Event Command Center click Dispatch > Update Status.
12. Click Freehand Polygon and draw a polygon to select some Assignments.
13. In the Update Assignment Status dialog change the Status to Completed.

    This will mark the assignments as Closed and not appear as an active assignment for the field personnel to work. You will see the assignment status in the Dispatch console and dashboards later in the workflow.

Track cleaning and stocking status

You will now assume the role of janitorial staff. You are asked to use the ArcGIS Field Maps mobile app to update the status of locations after you clean, disinfect, or last restocked them with PPE.

1. Download ArcGIS Field Maps onto your mobile device.
2. Open the app on your mobile device and sign in to your ArcGIS organization.
3. Choose Cleaning and Restocking Map.
4. Choose a station for PPE Station, choose Cleaning and Restocking Status in the pop up, and click the Add button.

   Note:

   The space under the Add button displays all historical status records for a location, so as a station is restocked with PPE, a user can review this list to see when it was last restocked and how much PPE it was restocked with.

5. Choose status, choose Re-stocked, and add the number of boxes stocked of each PPE type.
6. Choose Submit.

Monitor event operations

Incident commanders need real-time information on the location of incidents and staff as well as incoming weather and traffic information to make informed decisions during an event. The Special Event Operations Dashboard can be used in the command center on the day of the event.

1. In a browser, go to the Special Event Operations gallery app.
2. Click the name and date of your event Special Event Command Center.
3. On the Monitor tab, Tracked Units, Units on assignment, and Last Known Locations provide up-to-date location information of staff and assignments.
4. Click Open incidents within the last hour and choose an incident.
5. Click the Post Locations dropdown under Monitor to see post location versus the actual location of staff.
6. Click the Weather dropdown under Monitor to see real-time weather radar information.
7. Click the Traffic dropdown under Monitor to see real-time traffic and road closure information.
8. Click the Sanitation dropdown under Monitor to see real-time cleaning and restocking status for PPE stations, high-touch locations, and other health assets.
9. Close the app.