Plan an event on a state highway

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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

Note:
* For events on Interstate 90 east of Exit 32 (436th Ave SE Interchange), contact South Central Region.
** For events on Highway 123 or 410 in Pierce County, contact Northwest Region.
 

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, and will include the following Exhibits:

• Exhibit A - Liability Insurance Requirements (PDF 164KB); provides additional details on insurance requirements as described in the Letter of Agreement. Example Certificate of Liability Insurance (PDF 87KB).
• An exhibit with specific requirements for the type of event; Example: Exhibit C - Filming Event Requirements (PDF 121KB)

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

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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.

• Bicyclist laws and safety
• Washington state highways closed to bicycles

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.  A Bicycle Race Permit Application, WSDOT Form 242-017, is also required and is available from the WSDOT Electronic Forms page.

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.

Bicycle event pavement markings

Non-permanent directional pavement markings (sometimes referred to as "Dan Henrys"), such as chalk-based markings or "fade-away" paint markings, may be placed on state highways; permanent paint is prohibited as it does not wear off in a timely manner.  These pavement markings are typically about the size of an 8 1/4-inch paper plate, and placed both before and after key directional decision-making points (usually intersections).

Markings should be visible to bicyclists but unobtrusive to others.  Markings shall be placed to the right of the roadway right edge line (fog line) if there is a paved roadway shoulder available.  If there is no paved shoulder, markings may be placed in the traveled way within about two feet of the right edge line.