Plan temporary roads and parking as one managed transport system, not as a drawing of car spaces. Start with the full journey—from the public road to the correct gate, check-in point, parking area, stabling and exit—then separate pedestrians, horse transport, spectators, contractors and emergency vehicles. Test every route and parking surface for wet-weather loading, provide a controlled overflow plan, and agree public-road measures with the relevant authorities before the event.
The organiser remains responsible for risks created by onsite transport. The Health and Safety Executive (HSE) states: “You are responsible for ensuring that the risks created by transport onsite are managed so that people do not come to harm.” HSE transport guidance provides the core risk-control principles; the final layout still requires a site survey and competent local advice.
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1. Establish the operating picture before drawing routes
A large horse show has several transport systems operating at once. Treating them as one generic “traffic” demand hides conflicts between a horsebox turning near a spectator queue, a delivery vehicle crossing a pedestrian route, and a public-road queue reaching an emergency gate.
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Identify every demand group
| Demand group | Information to estimate | Design consequence |
|---|---|---|
| Spectators | Attendance by time of day, arrival and departure peaks, likely mode share, accessibility needs | Public parking capacity, pedestrian routes, crossings, pick-up and drop-off areas |
| Competitors and horse transport | Horsebox and trailer numbers, vehicle sizes, arrival patterns, expected length of stay | Dedicated lots, larger turning envelopes, stabling access and controlled movements |
| Staff, officials and contractors | Shift times, access permissions, service vehicles and equipment | Reserved parking, service routes and access that avoids public areas |
| Deliveries, waste and trade vehicles | Delivery windows, vehicle dimensions, loading points and collection times | Timed access and routes that do not cross spectator flows during public operation |
| Buses, taxis and accessible transport | Drop-off demand, dwell time, turning requirements and assistance needs | Separate stopping areas and a safe, accessible pedestrian connection |
| Emergency services | Vehicle access requirements, gates, keys and response routes | A continuously clear emergency route and a procedure to stop or move normal traffic |
Estimate demand by time period rather than using one daily total. Mark when competitors arrive, when spectators enter, when deliveries occur, and when the audience leaves. If the competition schedule permits, consider phased or staggered arrivals and departures; the HSE recommends this approach for larger crowds. Coordinate with public transport providers where that can reduce car demand. HSE crowd-management controls explains the need to manage queues and crowd movement.
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Survey the constraints
Before selecting a gate or parking field, record gate widths and turning space; road width, visibility and gradient; overhead and underground services; drainage and flood exposure; ground bearing in wet conditions; public rights of way; neighbouring properties; and the ability to keep emergency routes open. The HSE’s venue and site-design guidance identifies topography, ground conditions, flooding, access, parking, emergency routes, nearby roads and services as venue-suitability considerations.
FEI organiser guidance also treats road access for horse transport and construction vehicles as a venue-selection issue. Multiple access roads and venue entry points can reduce congestion where spectator numbers are large, provided each entrance can be staffed, signed and kept clear. FEI Event Organisers Guide
2. Create one referenced, controlled site plan
Use a common map or grid reference so a steward, contractor, police officer and ambulance crew can identify the same location. Draw the plan over a reliable base map and label every operating area:
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- Public, reserved, accessible, competitor, horsebox and trailer parking.
- Overflow fields and the trigger for opening them.
- Pick-up, drop-off, taxi and bus stopping areas.
- Loading, trade, waste and contractor access.
- Pedestrian routes, crossings, barriers and desire-line controls.
- Stabling, horse-walk routes, toilets, showers, water and other welfare facilities.
- Emergency access, assembly or response areas, and no-parking zones.
- Temporary road surfaces, trackways, gates, one-way sections and holding areas.
Use distinct line styles or colours for each user group and add arrows showing operating direction. Mark steward or traffic-marshal positions, sight-line limits, speed-control points and every crossing. The HSE recommends a referenced plan that is updated as information is obtained. Date and version the working plan, record who approved changes, and issue one controlled final copy to operations, security, contractors, medical teams and traffic marshals.
3. Separate people, horses and vehicles at interfaces
Physical separation is the primary control. Keep moving vehicles out of public areas during public operation except for authorised essential access. Where a crossing is unavoidable, make it conspicuous, accessible and short; provide a steward when traffic, horse movement or crowd density makes self-control unreliable.
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Vehicle circulation
- Use one-way systems where the geometry genuinely supports them and where a blocked vehicle will not trap the flow.
- Design turning areas so horseboxes and trailers do not need repeated reversing.
- Limit reversing; where it cannot be avoided, use trained banksmen or traffic marshals with a clear stop signal.
- Keep service vehicles able to reach toilets, trade areas, waste points and other operational locations without crossing public areas where practical.
- Set a low, site-appropriate speed and enforce it through layout, signs and stewarding rather than relying on a sign alone.
Pedestrian crossings and queues
Locate crossings deliberately, not where pedestrians happen to find a gap in a barrier. Provide a direct route to spectator entrances, accessible parking and welfare facilities. Place queues inside the site or in a holding area that cannot spill onto an access road. HSE guidance is explicit that “Queuing should not block emergency access routes.” Crowd-management controls
Emergency access as an operating route
Draw the emergency route continuously from the public road to the relevant site areas. Identify the gate, key or access-control method, turning points and any removable barrier. Keep the route free of parked vehicles, queue lines, temporary equipment and mud that could immobilise a response vehicle. Brief every steward on how to stop normal traffic and clear the route when an emergency vehicle arrives; do not assume that a line on the plan will remain open without active control. HSE transport guidance
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4. Design horsebox and trailer parking as a separate system
Horseboxes are not large cars. Their length, height, turning radius, trailers, ramps, portable stables and need to move horses safely change the parking layout and the operating rules. Separate horsebox parking from general spectator parking wherever possible, and keep trailer movements away from pedestrian desire lines and spectator queues.
Choose location and allocation rules
- Place competitor parking close to stabling when the organiser provides stables, while preserving a safe horse-walk route.
- Decide whether competitors receive allocated spaces, vehicle passes, arrival windows or a combination.
- Define treatment of late arrivals, oversized vehicles, caravans, portable stables and vehicles that cannot use the main route.
- Provide enough working room for loading and unloading without forcing ramps or horses into a traffic lane.
- Plan overnight access, lighting, power, water, toilets, showers, refuse collection and wet-weather recovery where the event requires them.
Use the FEI figure only in its stated context
The Fédération Equestre Internationale’s 2022 driving-event organiser guideline says athletes may arrive with large horseboxes and trailers, portable stables and caravans. For that driving-event context, it describes 25 m × 18 m per athlete as an ideal team area. This is a discipline-specific planning reference, not a universal parking-space standard. Confirm the allocation against the actual discipline, event format, vehicle fleet and surveyed site. FEI 2022 driving-event guidelines
| Horsebox-planning item | Question to resolve |
|---|---|
| Location | Can vehicles reach stabling without crossing spectator routes or competition areas? |
| Turning and standing | Can the largest expected combination turn, park and leave without repeated reversing? |
| Services | Where will lighting, electric points, water, toilets, showers and refuse collection be provided? |
| Staying pattern | Will vehicles arrive for one day, remain overnight or use caravans and portable stables? |
| Recovery | What tractor, towing equipment and competent operators are available if ground conditions deteriorate? |
5. Plan each parking lot as access, processing, parking and exit
A field with enough theoretical spaces can still fail if the entrance transaction is slow, rows are unclear or the exit sends every vehicle through one narrow gate. For every lot, document the complete operating chain:
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- Approach: identify the public-road route, advance signs and any holding area that keeps the queue off the highway.
- Entry and processing: define ticket checking, pass verification, payment or accreditation, and where a vehicle waits if its details need checking.
- Parking: set the row direction, aisle width, marshal positions, accessible spaces, reserved areas and pedestrian route to the venue.
- Exit: show the departure direction, gate capacity, stewarding and the route back to the public road.
- Failure response: state who opens overflow, redirects a full lot, closes a deteriorated route or stops arrivals.
The Federal Highway Administration’s planned-event handbook structures parking around “access, process and park” and warns that failure at one stage can push congestion back onto surrounding roads. It covers public, reserved, overflow and pick-up/drop-off areas. FHWA planned-event handbook
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Do not rely on a generic parking-capacity formula. Count usable spaces after excluding turning areas, fire and emergency routes, drainage strips, steep or soft ground, pedestrian corridors, buffers and temporary structures. Record how many vehicles each entrance can process in the available arrival window, then test that operation with the actual staffing and equipment. If demand exceeds the usable lot, open overflow before the main lot becomes blocked and communicate the change to approaching drivers.
Make parking instructions usable
- Send competitors their gate, lot, pass and arrival instructions before travel.
- Use consistent names or numbers for lots on tickets, maps, signs and radio messages.
- Put advance signs far enough from a decision point for a horsebox or trailer to change lanes safely.
- Keep accessible parking on a firm, practical route to the entrance rather than merely placing it nearest to a gate.
- Provide a staffed pick-up and drop-off point that does not conflict with the emergency route.
6. Engineer a wet-weather and ground-failure response
Grass capacity can change rapidly when moisture rises. A route that carried an empty car park during setup may fail under concentrated horsebox or delivery traffic. Assess routes and lots for the event season, not only on a dry inspection day.
Set measurable decision points
Before opening, agree who inspects the ground, how often it is rechecked and what action follows each condition. Actions may include opening an alternate lot, restricting heavy vehicles, changing the one-way route, separating horseboxes from cars, pausing arrivals, or deploying towing equipment. Put these triggers in the event plan and brief the decision-maker and marshals.
Select temporary surfaces for the actual loading
The HSE lists hardcore, metal trackways, straw and woodchip as possible temporary surfaces. The appropriate choice depends on soil, slope, drainage, vehicle loading, pedestrian use, installation time and removal requirements; none is automatically suitable for every site. HSE transport guidance
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Temporary road trackway mats or other ground-protection panels can be evaluated for a wet-weather contingency. Before specifying them, check the supplier’s loading information, panel dimensions, connection method, installation and removal requirements, gradients, edge restraint, drainage and the condition of the underlying ground. Confirm that the system is suitable for the largest vehicle and for pedestrian crossings where it will be used. A product name or nominal rating alone is not an engineering assessment.
Plan recovery, not just prevention
- Identify where a stranded vehicle can be moved without blocking the emergency route.
- Provide towing equipment matched to expected vehicle mass and ground conditions.
- Use competent operators and a communication method that keeps people clear of the recovery operation.
- Record who can close a lot or route and how drivers will be redirected.
- Protect horses and pedestrians from machinery, winch lines and unstable surfaces during recovery.
Dover’s event traffic-management guidance specifically asks whether off-road parking will support vehicles in bad weather and whether diversion routes suit large vehicles. Dover traffic-management guidance
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.7. Coordinate the boundary with public roads
Once event traffic reaches a public highway, the organiser cannot assume that stewards may install signs, stop vehicles or close a road. Consult the highways authority, police and transport providers about access, predicted disruption, bus routes, diversions and any temporary restrictions. Determine which body is authorised to regulate the road and what application lead time applies.
UK-specific permissions
In the UK, a temporary traffic regulation order for a special event and temporary event signs follow separate Department for Transport guidance. These links describe UK processes and must not be generalized to another jurisdiction: temporary traffic regulation orders for special events and temporary traffic signs for special events. Start discussions early enough for the authority’s current process, consultation and implementation lead times.
Protect neighbours and local access
Map homes, farms, businesses, public rights of way and regular deliveries near the venue. Maintain resident and business access, provide a contact point for complaints or urgent access issues, and ensure any diversion can accommodate the largest affected vehicles. Include dispersal after the final class, when spectators and horse transport may leave simultaneously. Dover’s guidance also highlights pedestrian interaction, weather, diversion suitability and resident and business access.
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8. Compare layout options against the risks that matter
When two sites or route arrangements appear workable, compare them on the same criteria rather than choosing the one with the most marked spaces.
| Decision criterion | Evidence to compare | Reason it changes the decision |
|---|---|---|
| Emergency access | Continuous route, gate control, turning points and ability to clear queues | A layout that blocks response access is unacceptable regardless of capacity. |
| People–vehicle separation | Number and quality of crossings, barrier lines and steward positions | Fewer uncontrolled interfaces reduce collision and crowd risks. |
| Horsebox operation | Turning envelope, reversing requirement, stabling distance and overnight access | Horse transport needs differ materially from spectator-car parking. |
| Entrance processing | Check-in method, staffing, holding space and gate throughput | Slow processing creates queues even when the lot has spare spaces. |
| Surface resilience | Ground bearing, drainage, temporary-surface requirement and recovery access | Wet-weather failure can close a route or strand a vehicle. |
| Public-road effect | Queue storage, diversion suitability, signs and authority requirements | Onsite controls cannot solve a queue that has already reached the highway. |
| Visitor accessibility | Walking distance, accessible route quality and drop-off arrangement | A remote field may be workable only with safe, accessible movement facilities. |
| Operating resources | Marshals, banksmen, radios, barriers, towing equipment and inspection staff | A theoretically good plan fails if it cannot be staffed and maintained. |
9. Prepare the event-day operating plan
Turn the drawing into instructions that a person can follow under pressure. Issue a short briefing for each role and keep the referenced plan available at every control point.
Before gates open
- Inspect every route, lot, gate, crossing, barrier and temporary surface.
- Confirm the emergency route is clear and test access-control keys or release arrangements.
- Place signs, barriers and lighting; check that signs are visible from the approach distance required for the vehicle type.
- Brief marshals on radio channels, hand signals, stop procedures, overflow triggers and the emergency-vehicle protocol.
- Confirm towing equipment, competent operators and a safe recovery location.
- Check toilets, water, power, refuse points and horse-walk routes in competitor areas.
During arrivals and public operation
- Monitor queue length and location, lot occupancy, crossing behaviour, ground condition and emergency-route clearance.
- Redirect drivers before a lot or approach becomes blocked; do not wait for a complete standstill.
- Keep work and delivery vehicles out of public areas except for authorised movements.
- Use trained banksmen for reversing and stop movements when pedestrians or horses enter the conflict zone.
- Record route changes and notify every control point so the map, radio instructions and signs remain consistent.
During departure
- Open exits and dispersal routes in the planned order, with marshals at merging points.
- Keep pedestrian routes and horse-walks protected while vehicles leave.
- Prevent departure queues from blocking emergency gates or the public highway.
- Retain a response route until the final horsebox, contractor and spectator has left.
10. Verify competence, legal duties and the limits of a generic plan
This guidance is a planning framework, not a surveyed traffic plan, engineering design, capacity calculation or legal determination. Have competent people assess the actual site, vehicle flows, ground and temporary works. Consult emergency services and local authorities as appropriate, and check the current rules of the relevant equestrian discipline.
Local requirements for road closures, temporary signs, traffic direction, public-rights-of-way changes and consultation vary by jurisdiction. Keep written records of the site survey, assumptions, weather decisions, inspections, incidents and changes. If the event grows, the road network is constrained or several public-road measures are required, obtain specialist traffic-management advice; Dover’s guidance notes that a traffic-management consultant may be appropriate as event size and complexity increase.
Quick Recap
11. A concise approval checklist
- Demand groups, arrival peaks and vehicle mix are estimated separately.
- Gate widths, turning space, gradients, services, drainage, flood exposure and ground bearing are surveyed.
- The referenced plan shows every lot, route, crossing, gate, barrier, stabling area, welfare facility and emergency route.
- Pedestrian, horse, spectator, contractor and delivery flows are separated wherever practical.
- Horsebox parking has an allocation rule, safe turning, stabling access and required services.
- Each lot has an access, processing, parking, exit and overflow procedure.
- Wet-weather triggers, alternate routes, temporary surfaces and recovery equipment are assigned to named decision-makers.
- Emergency access remains clear during arrivals, public operation and departure.
- Highways, police, transport providers, neighbours and businesses have been consulted where the public-road boundary is affected.
- Marshals, banksmen and contractors have been briefed on the final controlled plan.
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