Organizing an event on public roads: the steps to follow

Authorization to occupy public roads: legal framework

Where to file an application for authorization?

The deposit depends on the nature and extent of the event:

Town hall

1. Local event
2. Limited traffic
3. Moderate audience

Prefecture

1. Major event
2. Impact on intercommunal traffic
3. Risk of disturbing public order

The recommended filing deadline is 2 to 3 months prior to the event date. In practice, late filing is the first cause of administrative refusal.

What documents are required to obtain authorization?

Standard administrative file

The file must contain:

1. Request letter for the occupation of public domain, specifying:
   • object of the event,
   • dates and times,
   • precise location,
   • estimated gauge.
2. List of responsible organizers, with:
   • names,
   • first names,
   • full addresses.
3. Location plan or itinerary, including:
   • access,
   • technical areas,
   • possible path.
4. Permission from private owners, if the route crosses non-public plots.

What criteria are taken into account for the issuance of the authorization?

The authorization is issued after risk and impact assessment on public space. In particular, the authorities will examine:

• La safety of goods and people.
• The devices put in place for the flow and access management.
• Respect for standards and regulations (noise, traffic, parking, temporary installations).

Associations can request Help from the local administration for technical support and the police/gendarmerie for security devices.

Event safety: the key points to look out for

Parking management and access

Access to the site must be well organized to avoid traffic jams and ensure smooth traffic:

• Dimensioning of car parks : on average, 1 car = 2.5 people.
• Presence of volunteers equipped with walkie-talkies to coordinate the reception and management of vehicles.
• Input/output counting to adapt the capacity and avoid saturation.

Visitor safety and security

It is recommended to contact local law enforcement agencies to find out what rules to apply:

• Evaluate the need a security service : volunteers or private security company depending on the nature of the event.
• Anticipate the Visitor flow : expected number, peak hours, risk of overflows.
• Inform them local authorities : in case of heavy traffic, a police presence may be required.

Site protection and access filtering

Depending on the nature of the event, it may be necessary to:

• Set up searches at the entrance to secure access.
• Use detection gates self-sufficient in energy and easy to install.
• Strengthen sensitive accesses (backstage, VIP area, technical area).

Feedback: how does Kiomda help to better manage traffic?

Counting boxes Kiomda are widely used in events for:

• Evaluate attendance at the various entry/exit points.
• Measuring peak traffic to adjust security teams.
• Optimizing car park management by anticipating the saturation of seats.

Real case observed : During a festival, an abnormal influx on a secondary entrance was detected. An additional access was decided immediately, avoiding a bottleneck.

In summary: the key steps to organize an event on public roads

1. File the authorization request at the town hall or the prefecture.
2. Provide the necessary documents : request to occupy the public domain, list of organizers, itinerary, Cerfa forms if necessary.
3. Provide safety devices : parking management, security service, access control.
4. Anticipate the management of visitor flows thanks to autonomous counting solutions.

A compliant event is an anticipated, measured, and documented event.