Planning to better anticipate any transportation obstacles or restrictions by assessing the situation
To optimize transport efficiency during a special event involving huge crowds, preparation is key. Without advanced planning, it is more difficult to navigate various obstacles, roadblocks, and parking restrictions, which makes it even more complicated to make deliveries on time.
Firstly, prepare your teams. Become well-acquainted with the local authorities. Planning starts with designating effective leadership within the company. A small team must be put in charge of gleaning as much information as possible from the political decision-makers (city and state authorities, sustainable urban logistics teams, etc.).
The earlier this research is done, the more effective your action plan will be. It is essential to have advance notice of which streets will be closed, and which will remain accessible, in addition to what times they are accessible. The same goes for any parking or unloading restrictions (specially designated areas, access procedures for those zones, etc.). If possible, obtain a precise map of the location. Also, keep in mind that exceptional events call for exceptional security policies. During a massive gathering such as the FIFA or Rugby World Cup tournaments, the Olympic Games, or a major political convention, the government is likely to establish specific rules.
Drivers might need advanced authorization, and the vehicle might also need to be registered before shipping the delivery.
It is important to know that there are specialized professional organizations representing the transportation and logistics professions – such as the association TLF – which provide special access to public authorities. If you are having a hard time getting through to the right people, feel free to call on them!
Whether calling on a specialized organization or directly on the authorities, inquiring ahead of a large-scale event is also an opportunity to showcase your profession and highlight its specificities to authorities. You might demonstrate how your work supports the supply chain to local businesses, stimulates the economy of tourist destinations, and has a positive impact on the area’s daily life and activities, for example.
Any meeting is a chance to establish a true partnership with the authorities. Make sure you stay in contact throughout the duration of the large-scale event. This will provide you with real-time policy updates, thus allowing you to modify your action plan and access map accordingly.