Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans (2014)

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46 The multi-state/regional peer exchange may include agencies geographically surrounding a host State, but may include others based on the ability of those States to travel or the use of innova- tive delivery methods (e.g., video). The host State invites peer States to share their experience on any number of SHSP-related topics, including selecting evidence-based strategies and counter- measures for specific program areas, lessons learned, and best practices. The multi-state agenda differs from the in-state agenda. The former is designed to look at a more global approach; i.e., individual state experiences, subject matter expert presentations, unique challenges, and oppor- tunities. Conversely, the in-state peer exchange focuses on issues related to emphasis areas, strate- gies, action items, and/or implementation activities. In addition, the multi-state session may rely more heavily on out-of-state participation rather than internal participation for an in-state peer exchange. A subset of the multi-state/regional peer exchange is a regional exchange. A regional peer exchange is typically conducted between States that are geographic neighbors and experience similar issues. This may include States within the same NHTSA/FHWA Regions. While this chapter focuses on a multi-state/regional peer exchange, some information may be relevant when planning a regional peer exchange. The reader may notice many similarities in the planning process between the in-state and multi-state planning guide. The main differences lay among the objectives, agenda, presenters, and participants. The chapter is organized in the following manner: C H A P T E R 6 Multi-State/Regional Peer Exchanges SECTION TOPIC 6.1 Plan a Successful Multi-State/Regional Peer Exchange 6.2 Gain Support from Agency Leadership 6.3 Establish a Steering Committee 6.4 Identify Funding and Staff Resources 6.5 Establish a Planning Committee 6.6 Confirm Event Objectives and Topics 6.7 Select the Delivery Method 6.8 Visit Another State Hosting a Peer Exchange 6.9 Select the Date, Time, and Location 6.10 Identify Event Needs and Peer Exchange Roles (continued on next page)

Multi-State/Regional Peer Exchanges 47 6.1 Plan a Successful Multi-State/Regional Peer Exchange A successful multi-state/regional peer exchange starts with the planning process. It requires leadership, dedication, and an enthusiastic team of partners and stakeholders to plan and coor- dinate the event. Attention to detail and the issues at hand play an important role in the suc- cess or failure of the proceedings—as does being on time, on target, and on budget. Other key activities to consider for planning a successful event may include: • Establish clear communication of goals and objectives • Engage leadership • Identify key topics of discussion • Involve experienced facilitators and presenters • Identify delivery method • Identify the audience. Peer Exchange Event Timeline The need for advanced peer exchange preparation is among the most important issues to include in the event planning timeline. Sufficient planning time ensures that the specific needs of the participants and the host State are properly addressed. Depending on the scale of the peer exchange, planning should begin at least 4 to 6 months prior to the event. In some cases, more time may be necessary. Table 4 provides timelines and detailed steps for organizing a multi-state/regional peer exchange. The tasks can be adjusted based on the specific needs of the peer exchange planners (e.g., peer exchanges that occur at the State agency do not require as much site coordination as off-site exchanges). The timelines include a general start date for planning activities, which should be more specific as planning activities commence. It is important to identify the person or group responsible for specific activities so that tasks can be tracked and modified as needed. 6.2 Gain Support from Agency Leadership The goals and objectives of holding an SHSP peer exchange should be discussed with agency leaders so that the importance of the exchange and its results are placed at the forefront of an agency’s transportation priorities. In addition, agency leadership should help identify the SECTION TOPIC 6.11 Create an IT/AV Support Plan 6.12 Develop a Communications Plan 6.13 Make Invitee List 6.14 Build the Event Agenda 6.15 Communicate with Participants 6.16 Send Invitations 6.17 Send Registration Packets 6.18 Conduct the Peer Exchange Event 6.19 Evaluate the Event 6.20 Conduct Follow-Up Meetings 6.21 Write a Follow-Up Report Table 4 Activity Checklist: Multi-State Regional/Peer Exchange (text continues on p. 51)

48 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans Event Title: Event Type: Event Date: Local (Host) Agency Contact: FHWA Division Office Contact: FHWA HQ Contact (if applicable): FMCSA Contact: NHTSA Contact: TASK TEAM MEMBER RESPONSIBLE RECOMMENDED TIMEFRAME / DUE DATE DATE COMPLETED PRE-PEER EXCHANGE PLANNING 6 MONTHS PRIOR TO THE EVENT Determine if a peer exchange is needed Determine if the time is right for a peer exchange Identify funding needs and sources Identify champions and engage State leaders Secure buy-in and permission from leadership Review possible peer exchange delivery method and select preferred delivery method Establish a steering committee Determine need for contractual services and begin procurement process (depending on the dollar amount of the contract and agency procurement requirements, additional time allotments may be required beyond the 6 month period listed) INITIAL PLANNING AND PREPARATION 4+ MONTHS PRIOR TO THE PX Establish a planning committee Establish a leadership structure and identify member roles Establish regular planning meeting date schedule Visit a peer exchange hosted by another State If appropriate – Analyze crash data to determine trends to support SHSP Review States’ current SHSPs Secure date and location Prepare & distribute save-the-date cards Establish a timeline for pre and post planning activities DESIGN THE PEER EXCHANGE 3+ MONTHS PRIOR TO THE PX Schedule and hold kick-off teleconference with the PX planning committee Identify objective and focus of peer exchange Develop a theme for the peer exchange Begin planning technical materials (agenda, breakout session topics) Begin logistic planning (room set up, break out rooms, supplies and equipment) Develop list of invitees Select peers Identify speakers, moderators, facilitators, and recorders Table 4. Activity checklist: multi-state/regional peer exchange.

TASK TEAM MEMBER RESPONSIBLE RECOMMENDED TIMEFRAME / DUE DATE DATE COMPLETED Prepare worksheets/meeting materials Prepare event evaluation forms Recruit facilitators and recorders, if necessary to lead group discussions Determine date and invited attendees for post-event "close-out" meeting ADMINISTRATIVE STEPS LEADING UP TO THE PX Prepare preliminary budget for event Confirm funding Recruit participants Collect and distribute background information Send out “reminder” save-the-date card Secure meeting site and AV equipment Conduct a test of IT/AV equipment Send out registration to invitees Assign working groups for small group activities Solicit questions for the event/develop questions for feedback from peers Obtain e-copies of speakers’ presentations and coordinate for any special needs (e.g., audio, video, internet connection) Coordinate invitational travel Coordinate logistics with peers Print event evaluation forms Assign individuals to distribute and collect evaluation forms Prepare and distribute presentations/material to registrants ahead of event Prepare for media attendance and/or press event Train peer exchange facilitators and recorders Transport all audio visual equipment, office supplies & equipment, registration packets, name tags, posters, directional signs, podium tent cards for speakers, handout materials, camera supplies, etc. Set up registration area and conference office Include message board Include poster size agenda Include map of facility Include sign-in sheet for VIPS, speakers, moderator, & facilitators Meet with facilities staff to review the needs and schedule of the upcoming exchange Prepare for media attendance/press event (If applicable) Ensure availability of public information staff Designate media interview site Develop IT/AV plan (See Tool A for further information) Develop communications plan Prepare draft agenda Finalize agenda Prepare registration package, including hotel/restaurant recommendations Table 4. (Continued). (continued on next page)

50 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans Distribute press packages Set-up podium and sound equipment Confirm and monitor delivery of rental equipment and supplies TASK TEAM MEMBER RESPONSIBLE RECOMMENDED TIMEFRAME / DUE DATE DATE COMPLETED Make name tags and/or tent cards Create folders with handout materials (e.g., agenda, presentations, SHSP, list of attendees, evaluation form) CONDUCTING THE PEER EXCHANGE EVENT EVENT DAY Arrive at event location early Review all VIP arrangements Meet with facilities staff to review the day’s needs and schedule Conduct pre-conference and daily briefings for registration staff, facilitators, recorders, IT/AV technicians, photographers, shepherds, monitors, and others Review responsibilities, procedures, and overlap areas like registration, food guarantees, speakers, VIPs, media room setups, workshops, stage, lighting, sound system, power supplies, etc. Reemphasize the lines of communication and authority as well as responsibility levels to meeting staff, meeting facility staff, and volunteers Conduct a walk-through of the agenda and facility Correct any facility deficiencies Confirm and monitor pickup of rental equipment and supplies Arrange for return shipment of all materials Pack-up and inventory all materials and equipment Collect and organize data for final meeting reports Collect evaluation forms Conduct post-conference wrap-up meeting with meeting facility personnel to ensure proper invoicing DOCUMENTATION/REPORTING DURING AND AFTER THE PX Distribute and collect evaluation forms at event Document proceedings of event Summarize evaluation results Prepare draft report (version 1) and distribute/solicit feedback Executive summary Acknowledgements Benefits of the peer exchange Introduction & peer exchange planning About the peer exchange Status of current SHSP Overview of event planning and organization Peer exchange proceedings Overview of general sessions Overview of breakout sessions Table 4. (Continued).

Multi-State/Regional Peer Exchanges 51 TASK TEAM MEMBER RESPONSIBLE RECOMMENDED TIMEFRAME / DUE DATE DATE COMPLETED Lessons learned Future action items Appendix materials Planning committee Participants list Event materials Evaluation summary Conduct follow-up meetings Event debrief Immediately following or next day Strategy review Within 3 days Close-out meeting Within 3 weeks Internal follow-through 2-3 weeks after event Six month follow-up report 6 months after event Follow-up evaluations 6-9 months after event Table 4. (Continued). funding source and allow the use of agency staff to plan and conduct the peer exchange event. The leadership and planners may want to consider a participant registration fee that would help defray the cost of the session and make it much more affordable for the host State. The State leaders will likely be interested in learning how the peer exchange may influence established crash reduction goals and strategies, impact staffing and other established short- or long-term priorities, and determine whether results from the exchange have overlapping effects with other programs and goals. 6.3 Establish a Steering Committee Before planning begins, States are encouraged to form a steering committee composed of stakeholders holding leadership positions. Steering committee members are likely to include the following: • State agency senior management – Department of Transportation – State Police – Department of Revenue – Department of Motor Vehicles • Governor’s Highway Safety Representative • FHWA Division leaders (e.g., Division Administrator, Safety Engineer) • Federal Motor Carrier Safety Administration (FMCSA) Division leaders • Center for Disease Control (CDC) regional representation • National Highway Traffic Safety Association (NHTSA) regional leadership • Other executive-level highway safety partners

52 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans Committee members can assist with interagency communication up and down the chain of command. Their position in the organization may be helpful in securing the attendance of State leadership for the event. The steering committee provides overall direction for the peer exchange event process and designates key personnel to staff a planning committee to organize and implement the event. The steering committee is responsible for ensuring that the planning committee has sufficient resources available to implement a successful event. The steering committee is also responsible for handling interagency issues, challenges, concerns, or other issues that may impede the suc- cessful completion of the event. Some States have established SHSP steering committees as part of their initial planning pro- cess and may want to use their services for overseeing the peer exchange planning committee’s activities. In North Dakota, the established safety leadership conducted the planning activities for the pilot multi-state/regional peer exchange. 6.4 Identify Funding and Staff Resources It is important to the success of the peer exchange to ensure qualified staff and partners are available to carry out the many tasks associated with planning and implementing the peer exchange. Leadership must approach the process with the understanding that they may need to adjust, reassign, or postpone competing tasks and assignments to accommodate staff participa- tion in the planning work. Their level of effort, as well as the number of personnel needed to carry out the tasks, is determined by the method of delivery selected and the number of partici- pants invited. Senior managers should identify the resources and the level of investment the State is willing to fund to conduct the peer exchange. The investment may include a combination of State and Federal funds in the form of HSIP funds, contributions from the State highway safety office, commitments from the State budget, leveraged funds from partner agencies, private sector or professional organization sponsorships, and/or registration fees. Senior managers should advise event planners whether State law precludes State agencies from purchasing food for this type of event. In addition, some State laws prohibit the use of Federal funding for the purchase of food. Once the funding limits are identified, the steering committee should develop a budget based on the method of delivery selected. Budget considerations should include projected costs for expenses such as: • Facilities and meeting space • Contractor support services • Visual and audio equipment (This may be included as part of the facility cost.) • Food and refreshment costs • Travel expenses for key speakers and presenters, distinguished guests, the planning committee, executive leaders, etc. (These may include hotel, transportation, and food expenditures.) • Printing and postage costs associated with event advertisements, save the date reminders, and participant materials (folders, writing pads, and pens, etc.). The planning committee may find it useful to establish a stand-alone financial account for the peer exchange to track and organize expenditures related to the event. This allows for strict monitoring of the budget and gives authorized staff the ability to procure the necessary materi- als and services with potential for reduced paperwork and lead time.

Multi-State/Regional Peer Exchanges 53 Early in the planning process, the committee should discuss whether to allow for private sec- tor sponsorship by hosting a demonstration or booth area. These events should be consistent and abide by agency policies. Funds raised in this manner may be used to: • Offset costs associated with the peer exchange • Host paid speakers or presenters (Typically, paid speakers may be well-recognized in their field or provide a motivational experience for participants.) • Provide networking opportunities during the event. 6.5 Establish a Planning Committee Once an event type has been established and before planning commences, the steering com- mittee leadership should establish an event planning committee. A typical successful planning committee may have between five and eight core members, with others consulted on an as- needed basis during event planning. This number provides a group with sufficient experience and opinions from which to draw and is small enough to reach consensus quickly when needed. Based on a State’s needs, each State may exercise discretion when assigning the number of staff to the committee. The planning committee is often partners from the host State who will be responsible for follow-up actions required to implement the specific strategies and recommen- dations resulting from the peer exchange. It is important that the planning committee understands the goals and objectives for the event as well as the needs and roles of participants because content, delivery, and active par- ticipation will guide the success of the meeting. The ideal mix of committee members includes safety advocates who possess and demonstrate the desire to motivate participants toward change, and event planners with proven knowledge and skills to produce a successful event. The SHSP peer exchange planning committee may be composed of a combination of stake- holders selected from the following: • State DOT safety engineer • Governors Highway Safety Program representative • Meeting planner • Law enforcement • Emergency medical service (EMS) representative(s) • Public health official • Education representative • Advocacy group representative • Safety expert outside the State DOT headquarters (e.g., district safety engineer) • Office of Finance/Budget representative • Communications and marketing expert • Department of Motor Vehicles • Information technology (IT) professionals • FHWA Division Office representative • NHTSA Regional Office representative • FMCSA and/or commercial motor vehicle organization representative By including a variety of backgrounds and experiences, the committee has the potential to develop more comprehensive goals, objectives, and content for the exchange. The success of the peer exchange relies heavily on appropriate content and active participant involvement. It is the responsibility of the planning committee to see that this is accomplished.

54 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans In some cases, the planning committee is composed of the same individuals who implement specific strategies resulting from the exchange. This com- mittee should be led by a coordinator who is familiar with the SHSP process and appointed by the steering committee. The planning committee responsibilities include the following activities: • Choose the peer exchange potential dates • Work with senior management and safety champions to determine con- tent for the event and set the agenda • Recruit internal and external moderators, facilitators, and presenters. External presenters should be recruited for their unique expertise, lessons learned, and/or best practices that are germane to the SHSP experience. • Invite participants and maintain registration logistics, including any financial details • Arrange for audio, video, and other technical support for the event (The planning committee may recruit assistance from participating States to cover video conferencing logistics at the various remote locations) • Provide participants with materials pertaining to the focus areas and other relevant SHSP information prior to the peer exchange • Maximize participant input by managing the time for discussion and feedback. 6.6 Confirm Event Objectives and Topics The host State should identify the reason for the peer exchange, its objectives, and the desired outcomes. In most cases, a multi-state/regional peer exchange will involve topics and sessions that will revolve around the strengths and weaknesses of the peer exchange process in sister States as well as lessons learned and best practices. The goals and objectives of the event can be determined by the planning committee using in-person meetings, virtual meetings, or tele- conferences. Once the goals and objectives for the event are established, identify relevant topics for discussion. A single pre-event survey of participants could support this identification. Topic ideas should be grouped in order of priority and discussed by the planning committee. Based on the consensus of the planning committee, the committee chair should make the final decision on peer exchange topics. Pre-survey A survey of potential participants may help the State determine topics of interest, understand audience expectations, and gauge attendance. The survey may be conducted in mass by using email or free Internet polling sites. Internet surveys may have a better response than email surveys, particularly if email responders are required to attach their answers in a separate docu- ment. Some Internet surveys have the capability to compile results into a useful, informative analytical report. The planning committee may solicit feedback on questions such as the following: • What topics, strategies, or objectives would you like to see covered at the peer exchange? • Who are your State’s critical partners for SHSP implementation that should be invited to attend the peer exchange? • Are you familiar with your State and/or another State’s best practices and/or lessons learned that could be shared at the peer exchange? • What do you hope to learn from the peer State(s)? TIP FOR A SUCCESSFUL PEER EXCHANGE: When confirming peer exchange topics, it is important to ensure that topics are narrowly focused such that they can be sufficiently covered in the established peer exchange time frame.

Multi-State/Regional Peer Exchanges 55 Peer Matching Selection of the potential peer States can be supported not only by geographical proxim- ity, but by determining perceived strengths in a peer State’s program that match up with gaps identified in the host’s program. Peer matching can be supported by national-level agencies and organizations that may have some insight on multi-State best practices and lessons learned (e.g., FHWA, NHTSA, FMCSA, CDC, and AASHTO). 6.7 Select the Delivery Method The next step in planning the peer event is to determine which delivery method best suits the needs of the host State, participants, and the budget. In-Person An in-person exchange offers the opportunity for increased exposure and relationship building. The cost may be high because of the number of persons attending, the meeting logistics, and the travel arrangements. Due to the possible need for travel, this type of event may require a considerable time commitment for some, which can preclude presenters or executive leadership from attending. In-person meetings generally require significant advance planning and scheduling to assure availability of the desired participants, leaders, and pre- senters. In some cases, this type of exchange offers participants a wider range of session topics in the form of concurrent breakout sessions and allows the participant to tailor the exchange to his or her needs. Virtual Events Virtual peer exchanges occur with participants at remote locations instead of in-person. They use telephone, video, Internet, or a combination of these tools to connect attendees. These events are often used when: • Feedback or direction is needed promptly • Financial constraints exist that limit the ability to travel • Planning sessions are needed for in-person peer exchanges. Virtual peer exchanges should not be viewed as one-to-one replacements for in-person events. A virtual event reduces the need for extended travel, but also limits the face-to-face exchange of information and networking. In general, peer exchanges should not be held vir- tually twice in a row; instead, the virtual peer exchange should be followed by an in-person event the next time. Video and Internet-based tools can be used to facilitate virtual peer exchange events. Since these tools are relatively new, it is important that the planning committee work with experts to ensure that the correct technology is being used, is working, and continues to work throughout the peer exchange. Guidance on conducting a successful virtual event, including Internet-based, video-based, and teleconference meetings, is available in Tool A, Essential Steps for Conducting a Successful Virtual Meeting, in the Appendix. If the State decides to host a virtual peer exchange, consider the peer States that will be involved and their separation from the host State with respect to time zones. In the case of time zones either 3 or 4 hours apart, agencies should consider a 2-day event to allow for ample discussion time and coordination of hours.

56 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans Table 5 provides criteria for selecting the method of delivery. When considering the mode of the peer exchange, the host State should have an awareness of the funds needed to hold the event, a list of potential locations, and a group of skilled speakers and moderators with a wide range of backgrounds and experience levels in the SHSP process. The extent and diversity of objectives and topics may influence the event’s length and the preferred delivery method. 6.8 Visit Another State Hosting a Peer Exchange The members of the host State planning committee may find value in first observing a peer exchange event using the same delivery method in another host State to get a feel for the logis- tics, content, best practices, and lessons learned in the planning process.15 States may have the opportunity to observe firsthand if another State is hosting a peer exchange within a time- frame that is conducive to their own planned peer exchange. This visit has the potential to be a strategic learning experience for key planning committee members. It provides insight into the planning process, the ability to network with peers, and the opportunity to experience the atmosphere of the peer exchange event. The knowledge gained at the out-of-state meeting should prove helpful in preparing the multi-state event. If funding or time limitations prevent a site visit, the planning committee members could meet with other States by phone to discuss their peer exchange experiences or participate in the actual exchange via teleconference, videoconference, or webinar, if any of these technologies is available and offered. If there is no opportunity for a site visit or participation in a peer exchange, States can review the reports from other State peer exchanges to generalize the topics that were covered and the results of the exchange. 6.9 Select the Date, Time, and Location The meeting organizers should give careful consideration when setting an event date and time to ensure that no competing priorities or events, whether State or national, exist that would impair attendance. The length of the meeting can vary, based on content, travel, and method of delivery. In most cases this would range from 1 to 2½ days. In addition, planners should give adequate attention to the following items when selecting a date and time: • Seasonal availability of attendees • Schedules and prior commitments of key leaders – To increase the likelihood of senior management attendance, consider a location near their place of work, and time the event to avoid or minimize scheduling conflicts. • Lead time to satisfy procurement needs • Competing events that may affect stakeholder participation and hotel availability • Travel restrictions for public officials based on policy decisions or budget constraints • Political sensitivities associated with potential venues (e.g., resort cities or hotel properties) • Religious and other holidays (accounting for all faiths) • Estimated time to complete the prerequisite administrative and logistical tasks As with the date and time selection, site location plays a crucial role. Organizers should select a site location that accommodates the needs of the participants, is easily accessible, and is 15 NCHRP Project 20-38A, Documenting Peer Exchange Administrative Experiences, 1998, http://research.transportation.org/ Documents/PeerExchangeExperience.pdf.

Multi-State/Regional Peer Exchanges 57 Table 5. Criteria for selecting delivery method. DELIVERY METHOD (AND LENGTH) LOGISTICS NEEDS ADVANTAGES DISADVANTAGES IN-PERSON (1-2 DAYS) Meeting space. Travel logistics. In-person facilitators. In-person communication is the most effective. Additional contact High cost of travel and meeting space. Significant labor commitment. Potential for limited Speakers. time before, after, and between sessions. Networking opportunities. Direct audience contact. Easy for facilitator to gauge audience participation, reaction, and attention. attendance by senior management. Coordinating schedules of out-of- state presenters can be challenging. TELE- CONFERENCE (2-4 HOURS) Telephone equipment at each site. Facilitator who can keep attention of telephone participants. Lower cost. Smaller time commitment. Participants may attend from any location. More participants able to attend. Participants can be distracted by other duties. Small time commitment limits the scope of the event. Without a visual, relationships beyond the event are not built. Risk of divided attention. VIDEO CONFERENCE (4-8 HOURS) Video equipment. Sufficient meeting space at each site to view video and accommodate attendees. Facilitator experienced in video-based events. • • • • • • • • • • Coordinator for maintaining logistics at each State’s remote conferencing location. Maintains the visual of an in-person meeting. Lower cost than in- person events. Focus of participants is high when on camera. Participants may attend from various locations thus maximizing attendance. • • • • • • • • • • • • • • Speakers may participate from various remote locations. This makes it more Miss out on the pre- and post- session discussions, especially one-on- one talks. If not properly planned and tested, video communication can fail or provide poor visual images. Identifying one or more sites geographically located in State that will accommodate the participants. convenient for scheduling their attendance. Multiple time zones may affect hours of delivery. • • • • • • • • • • • • • Breakout sessions may not be practical. (continued on next page)

58 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans centrally located. For multi-state/regional peer exchanges, event planners may consider iden- tifying a meeting site located on the border with an adjacent state or a location that is situated in a location that will be most convenient for attendees and offer the easiest access. Careful deliberation should be given to the following issues: • Event size—Consider the number of internal and external attendees that may attend and/ or the facility and budget can handle. If they feel it feasible, the planning committee may limit the number of attendees per state and/or extend personal invitations both internally and externally. • Availability of the host meeting site – Potential perception of the meeting location by the media, public, and political leaders—the planners should consider the impact of scheduling a meeting in a resort or vacation area. – Consider a site that provides convenient ingress and egress to accommodate both internal and external attendees. • Availability of meeting space to accommodate plenary and breakout sessions • Availability of and access to audiovisual equipment and the Internet • Adequate cell phone service • Potential travel time to and from the site • Costs compared to the budget allocation • Availability of on-site compared to off-site food services • Lodging accommodations and proximity of lodging to the peer exchange event • Accessibility to inter-city transportation. These lists are not all-inclusive, but do provide organizers with a baseline for inclusion in their planning scenario. By allotting sufficient planning and preparation time, the meeting planners enhance the opportunity to manage a successful event. Table 5. (Continued). INTERNET- BASED / WEBINAR (2-8 HOURS) High-speed Internet connections. Computer work station for each participant. • • • Telephone equipment (typically combines Internet and audio). May allow for parallel processing and input. Works well for brainstorming. Nearly unlimited number of attendees. Participants may attend from any location. Discussion documentation assisted through chat logs and recording. • • • • • • Speakers may participate from various remote locations. This makes it more convenient for scheduling their attendance. Miss out on the pre- and post- session discussions, especially one-on- one talks. Participants can be distracted by other duties. Does not work as well for reaching consensus. Risk of divided attention. Does not afford a face to face visual like a video conference. Multiple time zones may affect hours of delivery. • • • • • • • Breakout sessions are not practical. DELIVERY METHOD (AND LENGTH) LOGISTICS NEEDS ADVANTAGES DISADVANTAGES

Multi-State/Regional Peer Exchanges 59 6.10 Identify Event Needs and Peer Exchange Roles Once the basic event type, delivery method, date, and objectives are established, the plan- ning committee should identify and fill the needs and roles required to successfully implement the event. These roles may vary based on the type of event and the delivery method selected. The planning committee should identify responsible, talented individuals to fill the roles listed herein. Expert Practitioners Panelist selection should be based on an individual’s subject matter expertise that will have the most value to all states’ participants and be consistent with the objective of the peer exchange. Practitioners may be chosen from a wide area of responsibilities that may include internal or external individuals from Federal, State, or local government, as well as universities and the private sector. These candidates should be familiar with State issues and challenges, best practices and lessons learned, as well as individuals who can report out on a more holistic topic that covers all states’ SHSP involvement. The panelists’ responsibilities include the following: • Provide a balanced view of potential countermeasures, including their advantages and disadvantages • Share their experience in diverse disciplines related to highway safety • Share best practices and lessons learned in implementing safety countermeasures in various situations • Explain processes for successfully implementing peer exchange recommendations and strategies • Provide background and updates on Federal requirements and resources. Event Moderators An event moderator is an individual, or may be a set of individuals, selected by the planning committee to oversee the agenda of plenary and breakout sessions or parts thereof. Generally, moderators introduce all speakers and facilitators, keep the sessions on time, maintain order, and adhere to specialized support (e.g., audiovisual technical support) that may be needed in a session. The planning committee may keep the moderator as a separate function or elect to double the duty of the moderator by using the person as a facilitator. Detailed instructions should be provided to each person assigned to this duty to avoid duplication of responsibilities. Facilitators An experienced facilitator is needed to keep the audience focused on the topic, adhere to scheduled timelines, and ensure that the outcomes of the sessions are met. The planning committee should ensure that the facilitators interact in advance with the subject matter experts (SMEs) to gain a working knowledge of the topic area. Those with direct experience in the event topics have the potential to be effective facilitators and should be chosen based on their ability to create an environment that encourages participation. However, in some cases, SMEs may dominate the conversation instead of providing an open environment for discussion. It is the facilitator’s responsibility to control these situations in an orderly and professional manner. The facilitator’s responsibilities include: • Create an environment that encourages participation and discussion • Maintain control over the agenda and time allowed for discussions

60 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans • Keep the event focused on topics related to the goals and objectives of the peer exchange • Handle sensitive subjects with tact and consideration • Solicit information by asking neutral questions • Maximize participant input by managing the time for discussion and feedback • Understand the goals and objectives of the peer exchange • Summarize information in a succinct manner for participants • Manage comments and time related to “personal agenda” issues (e.g., from the general public or media in attendance) • Keep the event lively and stimulating • Refrain from interjecting the facilitator’s own personal opinions. It can be beneficial to conduct a short training session for facilitators prior to the peer exchange to help them better understand their role. The session should also provide facilitators with a clear understanding of the meeting logistics and the goals and objectives of the exchange. Tool B, Sample Guidelines for SHSP Peer Exchange Facilitators, in the Appendix provides sug- gested duties and responsibilities for facilitators. Recorders Capturing content in the peer exchange event is of vital importance to post-event follow- up action. Responsibilities should be clearly described to each recorder, and they should be equipped to record the important findings and action items from the peer exchange sessions in writing and possibly on video. Working knowledge of the topic area is beneficial to ensure all relevant information is captured; recorders should be matched to the session based on their subject matter expertise. Before the peer exchange, a short training session should be held with the recorders to pro- vide direction as to the format that will be used for recording comments and to allow them the opportunity to become familiar with the equipment they will use. A consistent format for recording the peer exchange discussions should be provided to all recorders, as this will greatly facilitate final report preparation. Tool H, Peer Exchange Workshop Recording Form, may be found in the Appendix. Presenters Subject matter expertise will be needed to present topics relevant to the goals, objec- tives, and focus identified by the steering committee and planning committee. Once the planning committee has identified the topics, it should recruit key individuals from both in-state and out-of-state that can address the relevant topic areas. Use a selection approach that will target a diverse view of the topics in order to gain the most value and insight from the presentations. Presenters should be given ground rules, including time and acceptable types of communica- tion or presentation materials. Presenters should motivate attendees into action by presenting materials in a compelling, interactive manner and sharing personal experiences where appro- priate. A balance must be maintained between presentation and audience participation. One- sided lectures must be avoided. Shepherds Shepherds are responsible for greeting, briefing, escorting, and seeing to the needs of guest speakers and VIPs during their visit to the peer exchange.

Multi-State/Regional Peer Exchanges 61 Emphasis Area Team Leaders Either before or after the peer exchange event, SHSP implementation may include a leader- ship structure for emphasis area (EA) teams. If this is the case, a role should be identified for the EA leaders, and SHSP leadership should provide guidance related to future meetings, imple- mentation follow-through, and performance measurement. Support Team Implementing the peer exchange requires a team to support logistics prior to and during the event. Support team work areas include communications (including media), IT/AV, room monitoring, resource materials, registration, procurement, finance, and liaison for facilitators, presenters, and recorders. For example, the IT/AV role provides for and troubleshoots audio- visual equipment for speakers, moderators, and facilitators. They need experience in presenta- tion software, sound systems, and the specific technological equipment being used. Resource Materials It is highly recommended to send pre-event materials to participants before they attend the peer exchange. The purpose of preparing the participants with resource materials is to make best use of the time spent during the event for the communication and flow of ideas, strategies, and imple- mentation steps. Expert panel members participating in the peer exchange may require additional materials beyond what is covered in this section. The planning committee should identify the specific material required and assign members of the support team to assemble and distribute the information to all participants. To save on costs, all reference material should be distributed via the web or email. Initial Preparation of Resource Material by the State To provide the most beneficial experience for peer exchange participants, the planning committee should identify the following before the event begins: • Detailed topics of the peer exchange • Issues faced by safety stakeholders, as they relate to the SHSP • Data analysis package – Assists in determining problems, strategies, solutions, topic areas, and next steps – Defines the scope, characteristics, needs, and issues to be addressed at the peer exchange – Provides additional information that can assist in identifying appropriate solutions. • Supporting documentation related to the peer exchange topic areas 16 • Examples of strategies cited in research or other States’ SHSPs. Learning about this information before the event prepares participants to be more focused on the objectives and topics and to provide more insightful discussion and feedback. 16 Federal Highway Administration, “Updating a Strategic Highway Safety Plan: Learning from the Idaho Transportation Department,” 2009. http://safety.fhwa.dot.gov/p2p/idaho/hsipslides.cfm. TIP FOR A SUCCESSFUL PEER EXCHANGE: To ensure that presentation materials are on topic and kept to an appropriate length, it is recommended that event planners review each presenter’s materials prior to the peer exchange. This should be done in advance of the peer exchange so that adjustments to the presentation can be made if needed. It may prove beneficial for the planning committee to conduct a conference call with presenters to review presentation slides, expectations, and presentation length.

62 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans 6.11 Create an IT/AV Support Plan Based on the method of delivery, the planning committee should identify the IT and audio- visual equipment required to implement the peer exchange successfully and to register attend- ees electronically. The committee must determine if the support equipment will be provided through the facility contract, a separate contract, or in-house State services. The plan must cover all aspects of the event such as registration, event office, plenary sessions, breakout sessions, and media events. This plan should identify and define the roles of persons involved in this portion of the peer exchange. The plan may cover the following items: • Online registration venue • Website • Laptops • Wireless Internet • Conference Internet access codes • Audiovisual equipment (sound systems, projection screens) • Printer • Communications equipment • Camera • Extension cord and power strip • Staff assignments and responsibilities • Set up and take down • Equipment failure and back-up plan. Early coordination with IT/AV experts can lead to troubleshooting problems before they arise at the actual peer exchange. A test run of the audio/video equipment should be conducted at least 24 hours before the event. 6.12 Develop a Communications Plan Establishing a good communications network and plan for the peer exchange provides sig- nificant benefit to the planning committee. The purpose of the communications plan is to define the communication requirements for the project and how information will be distrib- uted. The communications plan defines the following: • Communication requirements and assignments based on roles • What information will be communicated • How the information will be communicated • When the information will be distributed • Who is responsible for the communications • Who receives the communications • Who will handle media inquiries • Who will prepare and distribute press packets • Who will set up and deliver press interviews • Who will be responsible for registration and communications with attendees. This plan sets the communications framework for the peer exchange. It serves as a guide for communications throughout the life of the project and is updated as communication needs change. It is important for the plan to cover such items as: • Internal and external communications • Conference logo • Conference theme • Save-the-date cards

Multi-State/Regional Peer Exchanges 63 • Registration packets • Press events • Invitations • Press interviews • Letters to speakers and VIPs • Media advisories • Website updates • Media press releases • Email blasts • Press packets This plan should identify and define the roles of persons involved in this portion of the proj- ect and establish a timeline for completion of the various products and tasks. 6.13 Make Invitee List The planning committee should identify a variety of key internal and external, traditional and nontraditional partners as participants to accomplish the peer exchange goals. The type of peer exchange and the need that it addresses determine the appropriate number of partici- pants. Based on the delivery method chosen, the host State regulates the maximum number of participants. This necessitates a host State plan to identify key stakeholders and partners from the disciplines of the Four E’s—Engineering, Education, Enforcement, and Emergency Medi- cal Services—along with senior government and non-government agency leaders and part- ners with a wide range of traffic safety experience. States may consider their existing network of individuals, who are responsible for developing and implementing the SHSP. With input from peer States, the planning committee can identify key peer State representatives and safety experts from both the public and private sectors.17 Also consider health care professionals. These individuals comprise a key discipline that can provide information from both a preven- tion and treatment perspective. It may be beneficial to extend invitations to representatives from the host State’s business and industry sector and key legislative leaders and legislative committee staff members, depending on the goals/objectives of the peer exchange. The total number of participants may depend on budget, how many topics are to be addressed, and com- plexity of the agenda. Participants’ Roles The planning committee is responsible for determining the roles and expectations of peer exchange participants before, during, and after the event and ensuring that those expecta- tions are clearly articulated. Preparing well-defined roles in advance allows participants to arrive with a clear understanding of the expectations, and prepares them for active par- ticipation in discussions and follow-up actions. Knowing the goals and objectives of the peer exchange prior to arrival provides participants with an obligation to come prepared with materials and information to share with participants and to make a significant con- tribution to the SHSP process. Pre-event preparation allows attendees more opportunity to understand the SHSP process. Before, during, and after the event, support staff can collect information shared during the exchange and ensure that all participants receive feedback related to event discussions, defined strategies, best practices, and contact information for all participants. Senior Management Include senior managers from all participating States. Senior managers convey a vision for success and set the tone for establishing goals and objectives. In addition, senior managers, 17 Approval for participant out-of-state travel is often time sensitive. When planning for out-of-state attendees, ensure that conference documents are prepared in sufficient time to allow for travel requests and approvals.

64 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans with an understanding of traffic safety issues, can have a huge impact on the implementation of SHSP strategies. The role of senior management includes the following responsibilities: • Support and participate in the peer exchange event • Encourage partners and staff to attend • Support those staff members who will be implementing the solutions and countermeasures learned from the peer exchange • Participate in the peer exchange close-out meeting. The host State senior manager, who is the lead safety champion, should open and close the meeting, and his/her closing remarks should recap the event highlights, accomplishments, and outcomes. The presence of senior management is especially critical at the close-out meeting for the peer exchange.18 By including senior management, SHSP goals and objectives can be placed at the forefront of an agency’s transportation priorities. Sharing results of the peer exchange encourages communication flow between staff and senior-level management and decision makers at State agencies.19 For those senior managers who are unable to attend, the senior peer State representative should ensure that the senior managers are briefed on the key issues and outcomes. Federal Agency Partners As key stakeholders nationally and at the State/regional level, FHWA, FMCSA, CDC, and NHTSA should have roles in the peer exchange planning process. They may be able to help the planning committee secure Federal funds for the event, identify peer States, and find the right experts and peers to participate. They should be available during and after the event to answer questions relative to Federal funding, agency-promoted countermeasures, and other issues. Safety Champions Each peer State safety champion should be invited to the peer exchange. A State may have one or more safety champions, many of whom come from the ranks of the senior managers. The safety champion may hold a top leadership position or a position such as the State Safety Engineer, SHSP Coalition Chair, and/or the Governor’s Highway Safety Program represen- tative. In some cases the role may be shared by Federal staff (e.g., FHWA, FMCSA, CDC, and NHTSA) or non-government employees (e.g., MADD). Safety champions often provide the spark to initiate an SHSP peer exchange event and provide the impetus for keeping the safety program moving forward. They can provide a critical link between upper management and those who implement the recommendations and identified strategies. There are many safety advocates in the private sector who clearly take a leadership role in promoting traffic safety. The responsibilities of the safety champion may include: • Promote highway safety vision, leadership, motivation, and enthusiasm • Seek buy-in and support from senior management both from the traditional and the non- traditional highway safety roles • Communicate with senior management on the progress of the SHSP and the peer exchange • Recommend staff for planning committee • Identify gaps and target areas where improvement is needed 18 Federal Highway Administration, “How to Organize an HSIP Peer Exchange,” Roadway Safety Professional Capacity Build- ing Program. Available at http://rspcb.safety.fhwa.dot.gov/archives/how_to_organize.asp. 19 Federal Highway Administration, State Planning and Research Guide for Peer Exchanges, 2010. http://www.fhwa.dot.gov/ publications/research/spr/10048/10048.pdf.

Multi-State/Regional Peer Exchanges 65 • Identify partner States and best practices – This is a particularly good role for FHWA, FMCSA, CDC, and NHTSA partners • Communicate any obstacles that may arise during the implementation • Identify the availability of resources and discuss resource needs with senior management • Monitor collaboration between safety partners • Respond promptly to needs and challenges • Encourage innovative solutions and countermeasures. 6.14 Build the Event Agenda In a multi-state/regional peer exchange, the agenda should reflect the holistic needs of the States and not the selection of individual emphasis areas, strategies, and action items. The agenda needs topics that help a State identify best practices and lessons learned from its peers and is geared toward the intended audience, which for the most part is composed of individuals who are currently involved in the SHSP process in their home State. The key points and information gleaned from the ses- sion is then taken back to the individual States, shared with their partners and stakeholders, and incorporated into their SHSP process. In practice, States have held exchanges ranging from less than one day to three days.20 In recent SHSP peer exchange events in Arkansas, North Dakota, and Alaska, participants stated that a one day event felt too short to cover all the techni- cal material and have time to exchange ideas with peers. It is suggested that States keep this comment in mind as they plan the length of the event and prepare the agenda. Two-Day Peer Exchange Sample Day 1. The first few hours of Day 1 should focus on introducing the identified needs, purpose, and objectives of the peer exchange in a manner that all participants can under- stand, regardless of their SHSP experience level. A welcoming address from a State leader and/ or State champion should set the tone of the peer exchange and motivate the participants. The focus should then shift to an introduction of best practices and lessons learned. Day 1 may incorporate a discussion on Federal require- ments and resources, the use of data and an evidence-based solutions approach, the States’ most pressing roadway safety issues, and proven countermeasures. The overall objective of peer exchanges is not only to identify strategies and processes to carry forward, but to encourage active discussion and present learning opportunities for each participant. Sample Day 2. Having discussed general themes on the first day, the agenda for Day 2 includes more detailed focus areas. Those who have previously par- ticipated in peer exchanges suggest leaving time after each session to promote the exchange of ideas among audience members. Facilitated breakout sessions with targeted topics, such as those listed in the next paragraph, encourage par- ticipant discussion and help generate new ideas. It can be valuable to have a representative of each breakout session report back to the entire group so that all participants have the opportunity to hear about individual session outcomes. TIP FOR A SUCCESSFUL PEER EXCHANGE: If possible, all SHSP Peer Exchanges should include a group lunch, which encourages one-on-one peer relationship building. TIP FOR A SUCCESSFUL PEER EXCHANGE: Actively engage the audience while reports from breakout sessions are given during the plenary session. This can be accomplished by requesting audience input on what should be included in the final Peer Exchange proceedings and recommendations. 20 Idaho SHSP Peer Exchange, 2009; Indiana HSIP Peer Exchange, 2010; Nevada HSIP Peer Exchange, 2009; California SHSP Peer Exchange, 2010.

66 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans Roundtable discussions with pre-arranged seating at a working lunch and/or dinner may serve as a forum for participants to share issues and challenges, best practices, lessons learned, as well as new and innovative strategies, and review the subject matter areas covered in the agenda. Participants could be directed to focus their discussions around predetermined topics provided by the planning committee. Topics may include the following: • Data-driven approaches • Roadway engineering • EMS • Vehicle technology • Drug impairment • Managing change • Law enforcement • Working across the Four E’s • Local planning agencies/MPOs • Safety legislation • New SHSP coordinators • Sustaining momentum • Public health • Sharing resources • State safety summits/Lifesavers Providing networking opportunities during the event can offer partici- pants the chance to share ideas that are not otherwise planned for the session. Strong networking among peer States during the event leads to discussion and follow-up on ideas after the peer exchange. However, past attendees have differing insights on the timing and format of these networking opportuni- ties. While networking early in the event could lead to more comprehensive discussions throughout, attendees may tend to congregate with those they already know and are therefore less likely to meet other attendees. One pos- sibility is to provide for multiple networking opportunities to meet the needs of attendees throughout the event. Where appropriate, care should be taken to capture thoughts, comments, and questions that arise during networking. For a sample agenda, see Tools D through G in the Appendix. One-Day Peer Exchange An alternative to the multi-day event, the one-day peer exchange provides an opportunity to more closely manage event costs and attendee schedules; it may also be a more appropriate venue for a narrowly focused subject area with very specific objectives. If a one-day peer exchange is chosen, it will require additional thought in the planning process and highly skilled facilitation during the event. Disadvantages to this scenario may include limited exchange of information, lack of partner networking opportunities, and limited topic exposure. This is not the recom- mended length of event, but if necessary, this format can be adapted to meet peer State needs. An agenda may include a combination of plenary sessions, panel discussions, and breakout ses- sions covering issues, concerns, challenges, and opportunities that confront the SHSP process. Time should be reserved in the agenda to allow for breakout session group reports to review the outcomes and recommendations from the participants. 6.15 Communicate with Participants Making the Case for an SHSP Peer Exchange The SHSP is a State roadmap designed to reduce crashes, deaths, and injuries, and each State is required by law to develop and implement the SHSP as part of its Highway Safety Improve- ment Plan. Sharing the SHSP experience through a multi-state/regional peer exchange is a unique way to identify issues and concerns, challenges and opportunities, best practices and lessons learned, and to meet and confer with peers. To encourage participation both internally and externally, the host State should clearly articulate the reason and benefits for the peer exchange as it relates to in-State stakeholders and the peer States. Non-traditional stakeholders need a TIP FOR A SUCCESSFUL PEER EXCHANGE: Schedule periodic 15 to 30-minute breaks between sessions for networking purposes.

Multi-State/Regional Peer Exchanges 67 clear understanding of the benefits and advantages of their participation. In addition to the life-saving benefits of the SHSP, the return on investment as a result of reduced crashes is far- reaching and has the potential to positively impact employer costs, insurance costs, workers’ compensation, labor costs, health care, socio-economic impact, quality of life, vehicle repairs, lost work time, police and EMS response, government resources, courts, and industry. Traffic safety is not just a transportation, law enforcement, and/or health issue, it is a public safety issue that adds a “fifth E” to the Four E’s—traffic safety is “Everyone’s” responsibility. The potential attendees need to know “What’s in it for me?” and that their investment of time and funding will return dividends in the form of good information and good interaction. Clearly articulat- ing the benefits offers the host State a greater opportunity for maximizing participation and gaining valuable input to support its highway safety program. Reaching Out to Participants Each State’s peer exchange focus is unique, and participant preparation should be tailored to reflect the targeted topic areas of the peer exchange. The planning committee has a responsibil- ity to inform participants about the focus areas and the ways in which they can prepare for the peer exchange. Participants may be encouraged to prepare by doing the following: • Bringing innovative ideas, best practices, and lessons learned • Reviewing resource materials distributed prior to the event • Being open-minded and prepared to actively participate in breakout sessions. Soliciting Participant Information Gathering participant information is one way for States to mold the agenda to fit the needs of the audience and ultimately the State SHSP. It may also serve as a vehicle for placing participants into preplanned breakout sessions. Host States may consider polling potential participants with a series of questions such as: • What is your field(s) of expertise (e.g., safety, traffic operations, law enforcement, EMS, public health, etc.)? • What issues and challenges are you facing in implementing the strategies in the SHSP? • What specific topics would you like covered during the peer exchange and why? • What are your expectations and what would you like to take away from the peer exchange? • What kinds of safety practices could potentially be improved based on successful approaches in other States? • What learning format works best for you (e.g., plenary sessions, panel discussions, small group discussions, etc.)? By understanding the expectations and background of the audience, the host State can frame the peer exchange agenda and plan for networking opportunities to best suit the needs of the participants. 6.16 Send Invitations Promoting the peer exchange event to potential participants is a key factor in maximizing attendance. A starting point for establishing an invitation list should begin with the host State’s existing SHSP network of partners and stakeholders. The planning committee should solicit suggestions and input from active members to identify traditional and nontraditional partners.

68 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans In addition, the planning committee should send a notice to the peer States soliciting for a list of potential attendees. Organizers should begin sending save-the-date cards immediately after the decision has been made to hold the event and no later than 2 to 3 months prior to the event. Attendees need advance notification to plan their schedules accordingly, obtain permission to participate, obtain authorization to travel, and make travel and lodging arrangements. Depending on the intended target audience, notification may be sent to: • Federal, State, and local government employees • Public and private leaders, both traditional highway safety professionals and non-traditional professionals • Peer State potential participants • Key legislators and legislative committee staff members • The host State’s network of highway safety stakeholders and partners including, but not limited to: – Private sector highway – Departments of senior services safety organizations or elder affairs – Law enforcement – Automotive clubs – EMS – Insurers – Education professionals – Motorcycle organizations – Engineers – MADD – Employers – SADD – Health care professionals More than one save-the-date announcement may be delivered prior to the formal regis- tration package. The announcement can be spread throughout the host State and peer State highway safety network and key persons may be asked to announce the event at meetings, gatherings, and one-on-one encounters. A peer exchange website is an excellent placeholder for the announcement, and the practice of sending out email reminders and reminders embed- ded into steering committee and planning committee emails is also conducive to building up participation. 6.17 Send Registration Packets Registration packets should be prepared and distributed 2 to 3 months prior to the event. Circulation methods may take the form of direct mail, email, displays, website, staff distribu- tion at meeting, etc., and should be sent to those on the distribution list as noted above. The registration package should contain the following peer exchange event information: • Title of event • Host agency information • Partners and sponsors • Vendors • Date and time • Location and directions • Purpose • Event expectations • Role/expectation of participants • Tentative agenda • Invited speakers

Multi-State/Regional Peer Exchanges 69 • Workshop topics • Breakout sessions • Event follow-up products (event report, posting of presentations) • Detailed travel, lodging, and parking information • Meal information and special needs requests • Registration form • Registration due date • Registration costs (complimentary or attendance fee) • On-site registration days and hours • Pre and post activities (if applicable) • Contact person, agency, address, phone, and email address • Website for event information. The invitation/registration process is an ongoing activity and continues from the time of the announcement through the day of the event. The planning committee must remain vigilant when monitoring the registration process and be ready to invest in additional promotion or to cap the registration response at a predetermined number. This is important information to consider when planning for registration packages because it affects handout material quantity, meeting room size, costs for lodging and meals, and parking requirements. 6.18 Conduct the Peer Exchange Event The planning process from the first planning day up to the actual peer exchange event can be a busy, labor-intensive time for the planning committee. It is critical to schedule adequate staff to handle the various tasks and assignments that will occur prior to, during, and after the event. Detailed staff instructions are crucial to ensuring a smooth, well-run, successful event. During the few days leading up to the peer exchange, consider conducting the following activities: • Transport all audiovisual equipment, office supplies and equipment, registration packets, name tags, posters, directional signs, podium tent cards for speakers, handout materials, camera supplies, etc. • Set up registration area and conference office, including: – Message board – Poster size agenda – Map of facility – Sign-in sheet for participants, speakers, moderator, and facilitators • Meet with facilities staff to review the schedule, timeline, and special needs • Prepare for any media visits and/or press events – Designate interview site – Distribute press packages – Prepare podium and sound equipment • Confirm and monitor the delivery of all rental equipment and supplies • Train the peer exchange facilitators and recorders. The following actions may be helpful in conducting the activities on the actual day(s) of the event: • Arrive early • Meet with facilities staff to review the schedule, timeline, and special needs

70 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans • Conduct pre-conference and daily briefings for registration staff, facilitators, recorders, audiovisual technicians, photographers, shepherds, moderators, and others – Review responsibilities, procedures, and overlap areas such as registration, food guaran- tees, speakers, VIPs, media room setups, workshops, stage, lighting, sound system, power supplies, etc. – Reemphasize the lines of communication and authority and responsibility levels to meeting staff, meeting facility staff, and volunteers – Conduct a walk-through of the agenda • Confirm and monitor pickup and return of all rental equipment and supplies • Conduct post-conference meeting with facility personnel to ensure proper invoicing • Pack up and inventory all materials and equipment • Collect and organize data for final meeting reports • Collect evaluation forms. Different event types will have additional or slightly different considerations. 6.19 Evaluate the Event The full benefit of the peer exchange will be achieved with a thorough and detailed follow- up of the event proceedings. Immediately after the last formal session, the host State should initiate the post-event activities with a review by the planning committee. The group should assess the initial success of the peer exchange while ideas and observations are still fresh in their minds. A cursory review of evaluation forms and logistics provides valuable insight. The planning committee should schedule a more detailed follow-up meeting within a few days after the event. Post-event activities should be scheduled as part of the initial planning and timeline process to ensure adequate notice for committee members to arrange their personal calendars accordingly. 6.20 Conduct Follow-Up Meetings Event Debrief Immediately following or at the very least within a few days after the peer exchange, the planning committee should convene to discuss the event, review participant evaluations, and answer the following questions: • Did the peer exchange meet our objectives? • Did we achieve the desired outcomes? • What were our take-aways? • Do we have new direction and ideas based on the outcome of the discussions, presentations, and networking? • What, if anything, was missed during the planning process or the event? • Who else should be included as part of the next planning process? • Which parts of the planning process were most beneficial and/or least beneficial? Strategy Review Meeting Within a few days following the peer exchange, the host State should convene a follow-up meeting to discuss how the State will use the information obtained from the meeting and assign specific follow-up tasks. Those attending the strategy review meeting should include a variety of disciplines to match the SHSP emphasis areas and should include staff respon- sible for implementing strategies. This group should develop a concise executive summary capturing the follow-up tasks and forward it to senior management. The date for this meeting

Multi-State/Regional Peer Exchanges 71 should be scheduled as part of the initial planning and timeline process to ensure maximum participation. Close-out Meeting The planning committee should hold a close-out meeting with their State’s senior manage- ment within a few weeks after the strategy review meeting. This meeting should focus on les- sons learned, new ideas, and recommendations from the planning committee to move forward with new strategies. The date for this meeting should be scheduled as part of the initial planning and timeline process to ensure adequate notice for senior managers to arrange their personal calendars accordingly. Internal Follow-Through Within 2 to 3 weeks after the close-out meeting, the planning committee should meet with the emphasis area teams to review the recommendations from the peer exchange and assign follow-up actions. Report to Participants To maintain the lines of communication with participants, the planning committee should prepare a follow-up report summarizing the peer exchange sessions and make it available to all participants and their highway safety partners and stakeholders. Follow-Up Evaluations The planning committee, in conjunction with senior management, should conduct an evalu- ation 6 to 9 months after the peer exchange event to gauge the impact the event had on the agency’s SHSP.21 The evaluation should track the progress of follow-up action items and their impact on the SHSP. 6.21 Write a Follow-Up Report The follow-up report provides a permanent record of the proceedings and assists in future tracking of the recommendations, strategies, and suggestions. In addition, documenting the event serves as a means to communicate the results to leaders, participants, and persons of interest. The host State should make an effort to make this content available to anyone, par- ticularly to those who did not attend and perhaps were not even aware of the peer exchange. In the future, there may be a central location at the national level to capture the results of all State SHSP peer exchange events. The follow-up report should be completed within 4 to 6 weeks of the peer exchange. The follow-up report content should include these sections. Executive Summary This is typically included in a peer exchange event report. It encapsulates the goals and objec- tives of the peer exchange and includes date, location, and participants. It includes a summary of the proceedings and an overview of key presentations, lessons learned, recommendations, and action items. 21 FHWA, How to Organize an HSIP Peer Exchange web page, http://rspcb.safety.fhwa.dot.gov/archives/how_to_organize.asp.

72 Using Peer Exchanges to Improve the Effectiveness of Strategic Highway Safety Plans Acknowledgments Acknowledge any organizations or offices that may have provided funding for travel and related expenses or who sponsored portions of the event. Express thanks to individuals or organizations that provided guidance and leadership, including the steering committee and planning committee. Benefits of the Peer Exchange This section discusses the benefits of holding a peer exchange, including the outcomes and results determined as a result of holding the exchange. Introduction and Peer Exchange Planning This portion of the report contains a general overview of the event, including the status of the current SHSP and the logistics involved in planning and organizing. If appropriate, note in the introduction that the host State used the content of this SHSP Peer Exchange Guide as a tool for planning the event. About the Peer Exchange Provide a summary of the event, including date, location, host, and key participants (includ- ing the invited peers in general). Clearly state the intended goals, objectives, and expectations for the peer exchange event. Status of the Current SHSP Provide an overview of the current SHSP. Items may include emphasis areas, key strate- gies, severe crash summary and trends, date completed, notable implementation or program changes resulting from the SHSP, and expectations on how the peer exchange is intended to assist with an update or enhance an implementation. Topics such as performance measures, evaluation, and effectiveness should be included. Overview of Event Planning and Organization As needed, provide information regarding the major planning decisions. Potential topics include: why the peer exchange was initiated, planning committee members, the process for selecting an objective and goal, the process for identifying invited peer States, the process for identifying invited participants, the process for identifying topic areas for breakout sessions, interaction with agency leadership, information shared before the peer exchange, and how senior management was engaged prior to and after the event. This section should also include a narrative about successes or obstacles that arose during the planning process. Peer Exchange Proceedings Include an overview of the presentations made at the peer exchange, Q&A sessions with invited peers, and open discussions during breakout sessions. It is important to capture infor- mation that leads directly to lessons learned and potential action items. To accomplish this, one person should be assigned to each session specifically to record minutes. A debrief for all of these session recorders to discuss and summarize the key points, especially those related to lessons learned and action items, is recommended.

Multi-State/Regional Peer Exchanges 73 Overview of General Sessions Provide a summary of pertinent information shared during general sessions. This should include information shared by the invited peers regarding their own programs. Overview of Breakout Sessions Provide a summary of pertinent conversations shared during breakout sessions. This may include examples of best practices from peers, highlights of host agency programs, recommen- dations, strategies, action items, and needed changes and improvements to SHSP activities. Lessons Learned Highlight best practices or experiences that were identified as lessons learned by the host State. These are often referred to as “takeaways.” This can include a summary of the strengths and weaknesses of the host State’s systems and programs. Future Action Items Document committed roles and action items as an outcome of the peer exchange. Include agency and/or individuals responsible for championing the action and adhering to the timeline for completing the actions. Summarize any action items that were presented to and/or endorsed by senior management at key agencies, particularly the host agency. Appendix Provide appendix material as needed. Items may include: • List of organizers’ and presenters’ contact information, including the host agency, invited peers, and planning partners from FHWA, universities, consultants, State agencies, etc. • List of roles, including the individuals responsible for planning and organizing, presenting, moderating breakout sessions, providing topic area expertise, etc. • List of individuals who attended the peer exchange, their affiliations, and contact information. • Copies of event material, including agendas, presentations, fact sheets, shared resources, etc. If available, the peer exchange website can be listed as a means to electronically share presentations, handouts, etc. • Summary of feedback from completed evaluations, including any suggestions for improving the peer exchange event and next steps.