Use Special Event Operations

Special Event Operations can be used to organize special events, create event site maps, develop health and safety plans, manage event incidents and assignments, 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:

We recommend you complete all the workflows with the Special Events Operations solution after you deploy them to your organization. If you choose to use the provided, try it live example apps then you will be unable to complete workflows that require you to you to be signed into an organization.

Manage special events

Special Event Operations offers a comprehensive system to manage all events in one central location. It allows you to manage the entire process through the event approval process, event site planning, operations and after-action review. All information can be kept in preparation for each event to be used next year.

In this workflow, you'll learn how to create and manage events.

Create a special event

You will start by assuming the role of a public safety event planner who needs create a special event and manage it through the planning approval process. You are asked to use the Special Event Form survey to create an event.

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

    ParameterValue

    Enter the name of the special event

    Enter 5K for the Local Animal Shelter.

    Select an event type

    Enter Competition or Race.

    Description of Event

    Enter A great event to be had by everyone benefiting animals in need.

    Open to the public

    Select Yes.

    Estimated Attendance

    Enter 1000.

    Will alcohol be served at the event

    Select No.

  3. At the bottom of page one, click Next.
  4. Complete the remaining event form pages. Select an event start date one week from today in the morning and ending in the evening of the same day. On page four of the event survey, provide the following information.
    • For Event location, type at Gartner Park.
    • For Locate the event on a map, type Gartner Park, Naperville, IL and zoom to the location.
  5. At the bottom of the page, click Submit.

Manage and review special events

In this workflow you will assume the role of a public safety event planner who is asked to manage the review process and notify other government departments or agencies when a Special Event Form has been submitted. You will review the event information and update the status.

  1. In a browser, go to the Special Events Manager app.
  2. Click the Status column filter, select Under Review.
  3. In the Special Event table, select the event you created in the Special Event Form survey.
  4. In the Info panel, scroll down and click Review Event Info.
  5. This opens the Special Event Form that was submitted earlier.
  6. Close the Special Event Form survey.

Prepare site plans

Since many of the assets are temporarily set up before the event, planners need an interactive way to quickly assign the location of each asset. The Special Event Site Map allows coordinators or safety planners to quickly add these assets to the map for an event.

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

Create a special event site map

You will start by assuming the role of a Public Safety Event Organizer who needs to create an event site map for the special event. You are asked to use the Special Event Manager to locate a special event and the Special Event Site Map to create a site map.

  1. In a browser, go to the Special Events Manager app if you do not have it open already.
  2. Click the Status column filter, select Under Review.
  3. In the Special Event Permit table, select the event you created in the Special Event Permit survey.
  4. The Special Event Site Map app will open and zoom to the event permit app. It will also filter all related information so you will only see temporary features for your event.
  5. In the Create Site Map dialog pane, click Food Concessions, and enter King Smoothie.
  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 would like 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 previous year (Optional)

In many cases, events are reoccurring and have similar site maps year after year. The Copy Previous Site and Operations Maps allows to copy a previous site map into a new event, modifications can then be made and added to the site map for the new event.

In this workflow, you will learn how to copy event maps from a previous year and update the maps when necessary.

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 the status of the previous year event must be set to Archived.

  1. In a browser, go to the Special Events Manager app if you do not have it open already.
  2. Click the Status column filter, select Under Review.
  3. Select the event you created in the Special Event Form survey.
  4. In the Info panel, scroll down and click Copy Previous Site and Operations Maps.

    An ArcGIS Notebooks app will appear on a separate tab and may prompt you to login.

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

    You may also want to verify the operations map is complete.

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

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, setup 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 guidelines. Event staff can use the real-time counter at entrances and exits for each venue to maintain a safe environment for everyone.

Public safety staff can add resource assignments, road closures, traffic restrictions, estimates 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, identify areas impacted by potential bomb explosion or areas impacted area by potential 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 a public safety event planner who needs to coordinate with public safety event planners. You are asked to use the Special Event Manager app to locate a permit app and notify public safety that a health and safety plan is needed for this event.

  1. In a browser, go to the Special Events Manager app if you do not have it open already.
  2. Click the Status column filter, select Under Review.
  3. Select the event you created in the Special Event Form survey, or another event.
  4. Under the Info tab, click Edit Operations Map.
    Note:

    When you open the Special Event Operations Map from the Special Event Manager, the Event Identifier and the Plan Identifier fields are passed automatically to the Select Event widget and should not be edited.

    You can use the Develop a health and safety plan workflow in the next section to help you edit the Operations Map.

  5. Once the Special Event Operations Map is complete, scroll down and click Edit.
  6. Locate the Operations Map Complete field and choose Yes.
  7. Locate the Status field, choose Approved, and then choose Save.

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 a given event. You are asked to use the Special Event Operations Map to create an operations maps of public safety resources and conduct a high-level threat analysis.

  1. In a browser, go to the Special Events Operations Map app if you do not have it open already.
  2. Click the Basemap widget, select Imagery.
  3. Click the Create Operations Map widget and search for PPE Station.
  4. Place a PPE Station on the map and enter details for the health and safety asset.
  5. Search for a Hand washing Station, place it on the map, and enter details for the event asset.
  6. Repeat steps 5 for each health and safety asset, route, and area you would like 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.
    Note:

    The Area name field must be unique.

  12. For Max Capacity, type 100, and then click Save.
    Note:

    The area on the map will be labeled with the number of people that can safety enter an area of this size based on Centers for Disease Control and Prevention (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 will 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:
    • For Point of Contact, type an officer name.
    • For Point of Contact Phone, type 555-555-5555 or a unique phone number for each officer.
    • For 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 Events Operations Map app if you do not have it open already.
  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, 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, the distance impacted, and click 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.

Copy event maps from previous year

Many times, reoccurring events will use similar site and operations maps from one year to the next. For instance, an annual 5k will have a very similar route, food concessions, and public safety support locations. Recreating the site map every year can be very 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 Manager app and the Copy Previous Site and Operations Maps script to create a copy of the previous year 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 two events the status of the previous year event must be set to Archived.

  1. In a browser, go to the Special Event Manager app if you do not have it open already.
  2. Click the Status column filter, select Under Review.
  3. Select the event you created in the Special Event Form survey.
  4. In the Info panel, scroll down and click Copy Previous Site and Operations Maps.

    An ArcGIS Notebooks app on a separate tab will appear and it may prompt you to login.

  5. Click Cell and choose Run All.
  6. In the Archived drop-down list, choose a previous year 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 Manager app and select the event in the table.
  10. Click Edit Site Map and verify the new site map is complete.
    Note:

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

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

Conduct health and safety operations

The Special Event Operations solution provides a complete set of capabilities that improve the efficiency and effectiveness of public safety personnel working special events by enabling public safety personnel with tools to capture information from 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, visualizing 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. Technically, each event requires the following:

  • Unique apps for incident commanders, fire fighters / emergency medical technicians, law enforcement officers, event dispatchers, health safety officers, cleaning staff, and site staff.
  • The ability to monitor the location field personnel assigned to an event.
  • An incident tracking and assignments 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.

  1. In a browser, go to the Special Events Manager app if you do not have it open already.
  2. Click the Status column filter, select Approved.
  3. Select the event you created in the Special Event Form survey, or another event.
  4. Under the Info tab, click Create Operations apps.
  5. The Special Event Operations Notebook opens, review the instructions provided with theArcGIS Notebooks
  6. Click the Special Event Field Personnel link to view a list of all field personnel working the event, as well as dispatchers that will communicate with them.
  7. Click Download and open the spreadsheet in Microsoft Excel.
  8. Ensure the spreadsheet includes the field personnel that have already been added to your ArcGIS Online Organization and have been assigned ArcGIS Tracker licenses.
  9. Save the file as FieldPersonnel.xlsx and close the spreadsheet.
    Note:

    To test the operations apps, you may want to add your username to the spreadsheet and ensure you have a tracker license for testing.

    Note:

    Typically, the operations apps are created in advance of the event. However, if additional field personnel are assigned to the event after you run the notebook, you will need to add them manually as follows:

  10. Return to the Special Event Field Personnel item page, click Update, and browse to your FieldPersonnel.xlsx file.
  11. Close the Special Event Field Personnel tab in your browser.
  12. Click the Cell menu, then click Run All.
  13. Under Select a Special Event to deploy Operations apps, click the drop-down arrow next to Select an Event, and choose your event.
  14. Click Deploy Special Event Operations apps.
    Note:

    The creation of the event operations apps does take a few minutes, please be patient and allow the process to complete.

  15. When the progress bar has completed, click View Deployed Event Operations applications.
  16. A collection of new event operations apps will be opened.

Track locations of field personnel

The ability to quickly identify the location of field personnel is critical during the events. 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 fire fighter, emergency medical technician, or law enforcement officer who will capture their location while working the event. You will use the Tracker field app to track your location so the incident command staff can determine your location.

  1. On your mobile device, open the ArcGIS Tracker app.
  2. Click Sign in with ArcGIS Online and enter your credentials.
  3. Turn on Track My Location.
  4. You may now minimize Tracker to conduct the rest of your work. Your tracks will continue to be captured for operations staff while you have Track My Location on.

Report activity 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.

You will assume the role of a fire fighter, 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 survey to report the suspicious activity or safety concern.

  1. In a browser, go to the Special Event Operations gallery and click on the < event name and date> – Special Events Field Reporter survey.
  2. In the Special Event Field Reporter survey, fill in the following details.

    ParameterValue

    Type

    Select Suspicious Activity.

    Suspicious Activity Type

    Select Object.

    Description

    Type Backpack left at location with no owner to be seen for 20 minutes.

  3. Optionally, add an image or picture.
  4. Locate the field report on the map.
  5. Click Submit.

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 Field Manager to assign the suspicious activity or safety concern to a fire fighter, emergency medical technician, or law enforcement officer.

  1. In a browser, go to the Special Event Operations Gallery and click on the < event name and date> Special Event Field Manager.
  2. When the new tab opens, click Open in ArcGIS Workforce.
  3. Click on the Suspicious Activity assignment in the list.
  4. Select Assign and choose a field worker from the dropdown.
  5. Click on the Search bar and type King Smoothie.
  6. Click the Special Event Assets: 1 Result feature and Create assignment.
  7. In the new assignment, fill in the following details.

    ParameterValue

    Assignment Type

    Select Medical Response.

    Assign

    Choose a field 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.

  8. Click Create Assignment.

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

Track crowd capacity

You will assume the role of site staff. You are asked to use the Crowd Counter app to count people entering and exiting the area to ensure the number of people admitted does not exceed the maximum capacity allowed for a unique area.

Tip:

See Configure Crowd Counter App to learn how to install and set up the Crowd Counter App on your mobile device.

  1. Open and sign into the Crowd Counter App using the ArcGIS AppStudio Player app on your mobile device, if it isn't already open from the previous workflow.
  2. Choose the Edit icon to edit the Area Name, enter the exact area name of the location you are tracking crowd capacity for, use Vendor Area, if you completed the prepare operation plans workflow.
  3. Choose DONE.
  4. Choose Enter for each person entering the area and choose Exit for each person exiting the area.
  5. Review the gauge in the Occupancy tab to understand the current capacity (middle number) relative to the maximum capacity (last number).
    Note:

    The gauge will display different colors as capacity changes. The color green indicates capacity, orange indicates maximum capacity is near and red indicates maximum capacity.

  6. Continue to allow people to enter and exit the area based on the current capacity.
Note:

If the gauge does not display the correct results then use the use refresh button in the top right hard corner of the app to edit the Area Name.

Tip:

When the Crowd Counter App is used to count high numbers of people, consider deleting or archiving entry and exit records from the Crowd Count layer in order to ensure high performance of the app.

Track cleaning and stocking status

You will assume the role of cleaning staff. You are asked to use the ArcGIS Collector mobile app to access your cleaning and restocking map to provide the status of cleaning and restocking of Personal Protective Equipment (PPE) every 60 minutes.

  1. Download ArcGIS Collector onto your mobile device.
  2. Open the app on your mobile device, and sign in to your ArcGIS Online organization.
  3. Choose the < event name and date> - Cleaning and Restocking Map.
  4. Choose a PPE Station, choose Cleaning and Restocking Status in the pop up, and then choose the Add button.
  5. Choose status, choose re-stoked, and then add the number of boxes stoked of each PPE type.
  6. Choose Submit.

Monitor event operations

Incident commanders need real time information on the location of incidents, location of staff, 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 Events Operation Dashboard.
  2. In the Incident tab, you will see the Tracked Units, Units on assignment and Last Known Locations, this provides up to date location information of staff and assignments.
  3. Click the Open incidents within the last hour and choose an incident.
  4. Click the Post Locations tab on the bottom of the dashboard, to see post location versus the actual location of staff.
  5. Click the Weather tab on the bottom of the dashboard, to see real time weather radar information.
  6. Click the Traffic tab on the bottom of the dashboard, to see real time traffic and road closure information.
  7. Click the Crowds tab on the bottom of the dashboard, to see real time crowd counts for an area based on information from staff tracking crowd capacity using the Crowd Counter App.
  8. Click the Sanitation tab on the bottom of the dashboard, to see real time cleaning and re-stoking status for PPE stations, high touch locations, and other health assets.
  9. Close the app.

Conduct after action briefings

Incident commanders are responsible for the health and safety of participants during an event. The Special Event After Action app provides useful visualization tools to see both how incidents occurred, and field personnel responded. This information can be used to further examine specific incidents and help plan for future events.

You will assume the role of an incident commander. You are asked to use the Special Event Operations Notebook which will use the Special Event After Action app including the site map, operation plans, assignments, incidents, and historical staff locations from the event.

  1. In a browser, go to the Special Event Operations Notebook and review the instructions provided with the ArcGIS Notebooks.
    Note:

    If Tracker has not been used to create tracks then the notebook will not be able to create the Special Event After Action app.

  2. Click the Cell menu, then click Run All.
  3. Under Select a past Special Event to deploy After Action application, click the drop-down arrow next to Select an Event, and choose your event.
  4. Click Deploy After Action application.
    Note:

    The creation of the event operations apps does take a few minutes, please be patient and allow the process to complete.

  5. When you deploy this app, you will create an instance of the Special Event After Action app displaying information for the selected event only and create a historical tracks of field personnel and workforce assignments for the event.
  6. When the progress bar has completed, click View Deployed Event After Action app, and choose your event.
  7. In the After Action application for your event, use your mouse to hover over the time slider at the bottom the map and click the pause button.
  8. Adjust the time slider to see when and where incidents occurred and when and where staff responded.
    Note:

    If the map does not animate based on time then the incidents maybe outside the time extent of the event.

  9. Click the After Action Report button, click the rectangle, draw the reporting area, and click Report button.
  10. Click the Print button, choose the print layout, and click Print button, to create a report containing the visible map and incidents during the event.
  11. Click the Download button, choose CSV, and click Download button, to create CSV file containing the incidents during the event.