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From page 46... ... 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 innovative delivery methods (e.g., video) Read the entire page →
From page 47... ... 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 coordinate the event. Read the entire page →
From page 48... ... 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) Read the entire page →
From page 49... ... 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. Read the entire page →
From page 50... ... 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. Read the entire page →
From page 51... ... 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) Read the entire page →
From page 52... ... 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. Read the entire page →
From page 53... ... Multi-State/Regional Peer Exchanges 53 Early in the planning process, the committee should discuss whether to allow for private sector sponsorship by hosting a demonstration or booth area. These events should be consistent and abide by agency policies. Read the entire page →
From page 54... ... 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 committee should be led by a coordinator who is familiar with the SHSP process and appointed by the steering committee. Read the entire page →
From page 55... ... Multi-State/Regional Peer Exchanges 55 Peer Matching Selection of the potential peer States can be supported not only by geographical proximity, 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) Read the entire page →
From page 56... ... 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. Read the entire page →
From page 57... ... Multi-State/Regional Peer Exchanges 57 Table 5. Criteria for selecting delivery method. Read the entire page →
From page 58... ... 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 identifying 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. Read the entire page →
From page 59... ... 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 planning 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. Read the entire page →
From page 60... ... 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. Read the entire page →
From page 61... ... Multi-State/Regional Peer Exchanges 61 Emphasis Area Team Leaders Either before or after the peer exchange event, SHSP implementation may include a leadership structure for emphasis area (EA) teams. Read the entire page →
From page 62... ... 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 audiovisual equipment required to implement the peer exchange successfully and to register attendees electronically. The committee must determine if the support equipment will be provided through the facility contract, a separate contract, or in-house State services. Read the entire page →
From page 63... ... 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 project 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. Read the entire page →
From page 64... ... 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. Read the entire page →
From page 65... ... 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. Read the entire page →
From page 66... ... 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. Read the entire page →
From page 67... ... 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 farreaching 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. Read the entire page →
From page 68... ... 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. Read the entire page →
From page 69... ... 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) Read the entire page →
From page 70... ... 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 guarantees, 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. Read the entire page →
From page 71... ... 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 management within a few weeks after the strategy review meeting. Read the entire page →
From page 72... ... 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. Read the entire page →
From page 73... ... 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. Read the entire page →

From page 46...

... 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 innovative delivery methods (e.g., video)