Plan an event on state highway

Planning a parade, filming, bicycle or pedestrian event, or other activity that may impact highway operations?  Get important information organizers need for special events that take place within the highway right-of-way.

Photo of bicycle event ahead electronic sign on escort truck.

Following the steps below will allow you to tap into WSDOT’s resources and expertise, and communicate information about your event with the Washington State Patrol (WSP). It also helps you provide a safe and enjoyable experience for your event's participants. Conducting events safely on state highways is enhanced by cooperation between the event organizer, WSDOT and WSP.

Step one - application process

Once you have determined your event will require use of state highways, complete the online Notification of Special Event on State Highways form or download the application document (PDF 88KB) and submit by email to your nearest WSDOT regional traffic contact listed below.

Please submit your application a minimum of 90 days prior to the event. This will allow for region reviews and for organizers to obtain necessary event insurance, when necessary.

Regional contacts

Region

Contact

Location

Phone

E-mail

Eastern

Susan Dawood

Spokane

509-324-6535

Susan.Dawood@wsdot.wa.gov

Olympic

Dawn Lindsey

Tumwater

360-704-3227

Dawn.Lindsey@wsdot.wa.gov

North Central

Scott Cervine

Wenatchee

509-667-3077

NCREvents@wsdot.wa.gov

Northwest

Bonnie Nau

Seattle

206-440-4471

Bonnie.Nau@wsdot.wa.gov

South Central

Brad Cuillier

Yakima

509-577-1985

Brad.Cuillier@wsdot.wa.gov

Southwest

Gary Weiss

Vancouver

360-905-2257

Gary.Weiss@wsdot.wa.gov

Cross-region

Jennifer Harrington

Events Coordinator

360-705-7289

WSDOTSpecialEvents@wsdot.wa.gov

Step two - department review

The regional representative will review the information you’ve submitted. During this process, they may contact you for more information. The representative will:

  • Review the proposed route and gather information about any construction or maintenance projects that may create specific challenges or conflicts.
  • Analyze the impact the event may have on roadway operations.
  • Examine your traffic control plans for compliance with state and federal standards.
  • Determine whether participants in the event will follow the Rules of the Road contained in state law (RCW 46.61)

WSDOT will make a determination about using the highway for your event based on the type of activity, number of participants, proposed route along state highways, and any other elements that would increase the chance of an incident during the event. The regional representative will get back to you with a response or request for additional information within two weeks.

Step three - working together

If WSDOT determines your event has no impact on highway operations, requires no special traffic control, and that all participants will follow the Rules of the Road, you will receive a Letter of Acknowledgement (PDF 312KB) along with copies of all pertinent traffic laws. We inform you about construction projects along your route and will also notify WSP about your event; that way WSP can keep an eye out for your group along the highway.

If WSDOT determines that your event impacts roadway operations, requires special traffic control, requires use of state forces or materials or will conflict with the Rules of the Road, the event will require a Letter of Agreement (PDF 38KB). The Letter of Agreement has no application fee and consists of several components, including a liability section which contains “hold harmless” and liability insurance coverage information. Example of Liability Insurance Form (PDF 56KB)

Additionally, with a Letter of Agreement, each event type will have an attached Exhibit further describing the specific procedures governing the event. See Filming Event example below.

Step four - appeal

If your group or organization’s special event is denied use of the state highway or you do not agree with the need for a Special Event Letter of Agreement, you may appeal the decision. The letter of appeal should be submitted to the State Traffic Engineer within 30 days of the denial and no less than 14 days before the scheduled event. Send the appeal to:

Washington State Department of Transportation
Attn: State Traffic Engineer
P.O. Box 47344
Olympia, WA 98504-7344

WSDOT provides the following services and support for your event at no cost:

  • Coordination with the Washington State Patrol
  • Review Traffic Control Plans
  • Some regions have temporary traffic control signs that can be loaned out for specific events
  • Use of Changeable Message Signing where available and appropriate as determined by WSDOT
  • Maps and other informational brochures
  • Coordination of routine maintenance sweeping with your event’s schedule
  • Current highway construction and maintenance updates
  • Identification of alternate routes if needed

In addition, WSDOT and WSP can provide the following services and support for your event at standard rates:

  • Traffic control operations
  • Event specific highway sweeping
  • Traffic control plan expertise

Bicycling events

 

Photo of people riding bikes in bicycle event

WSDOT supports and encourages bicycle events except where prohibited by law. Bicycles are vehicles under state law. Bicycles have the same rights and responsibilities as other vehicles, subject to the requirements imposed by law. Many bicycle events, such as club rides that occur daily throughout the state or others because of their size, routes, or extent of use of state highways, are not considered a special event.

Competitive bicycle races

Competitive bicycle races are handled in a different manner than recreational or touring events because of their nature and logistical requirements. Competitive bicycle races are allowed under procedures provided in the Bicycle Racing Guidelines. The guidelines document features procedures that facilitate safe races with minimal interference to traffic.

Pedestrian events

These special events include running or walking events and are allowed by state law only on non-interstate highways. Depending on the route and particulars of the event, either a Letter of Acknowledgement or Agreement is used.

Parades

Many communities sponsor parades or festivals and wish to use a portion of the state highway through the town. These events generally close a portion of the state highway and therefore require a Letter of Agreement which includes a traffic control plan for any necessary detour.

Other special events

WSDOT receives many requests for the use of state highways and works with event organizers to facilitate these where laws, safety and highway operations concerns allow. These special event requests are considered on a case by case basis.

Non-competitive bicycle events

WSDOT supports bicycling as a viable form of transportation and encourages safely operated non-competitive bicycle events. WSDOT can assist event organizers with addressing logistical and route determination issues; coordinating with WSDOT construction and maintenance activities; notification to the Washington State Patrol (WSP), local law enforcement, and local agencies and helping to host events that are successful and safe for all roadway users

Events that will not impact highway operations, where all participants follow all Rules of the Road at all times, and where no traffic control is needed are not required to contact WSDOT. Rules of the Road about non-competitive bicycle events taking place on state highways are outlined in RCW 46.04, RCW 46.37 and RCW 46.61

Bike event pavement markings

WSDOT allows the placement of directional markers on the pavement to mark the event route adequately. These directional markers, commonly called "Dan Henrys, " should be placed before and after the key directional decision-making points. The markings shall use non-permanent, chalk-based or "fade-away" paint; permanent paint is prohibited as it does not wear off. "Dan Henrys" must be placed to the right of the fog line if riders will be on a good rideable shoulder and otherwise in the ordinary line of reasonable riding. The markings should be visible to bicyclists but placed, so they are unobtrusive to others. A guideline is to make "Dan Henrys" the size of an 8 ¼" paper plate. The markings must be placed away from traffic control devices and survey markers.

 

14 fish passage projects were completed in 2020

improving access to 54.2 miles of upstream habitat.

11,959 incidents responded to

by WSDOT’s incident Response teams during second quarter of 2021, 15% more than same quarter in 2020.

41 Pre-existing Funds Projects Advertised

during the eighth quarter of the 2019-2021 biennium.