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WSDOT works with event organizers to help with special events that take place within the highway right-of-way. 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.
Request Process
Special events conducted on state highways may include parades, filming, organized bicycle or pedestrian events, or other types of activities that may impact highway operations. Conducting events safely on state highways is enhanced by cooperation between the event organizer, WSDOT and WSP.
Once you’ve determined that your event will require use of state highways, complete the online Special Event Application. Or download the pdf document and submit the PDF Application (pdf 88kb) by email to your nearest WSDOT Regional Traffic Office 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.
| Region | Contact | Location | Phone | |
| 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 | Deanna Brewer | Events Coordinator | 360-705-7411 | wsdotspecialevents@wsdot.wa.gov |
The regional representative will review the information you’ve submitted. During this process, they may contact you for more information. The representative will:
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.
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). WSDOT will contact you. 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.
For additional, filming resources and opportunities within Washington, please visit Washington Filmworks.
Bicycling Events
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. The following link gives further detail through the WSDOT Bike Event Policy .
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 Bicycle Racing Guidelines document features uniform 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 fascinating 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.
WSDOT provides the following services and support for your event at no cost:
In addition, WSDOT and WSP can provide the following services and support for your event at standard rates:
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
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