BACKGROUND

Passenger travel to and from the airport has changed due to a variety of factors including emerging technologies, such as autonomous vehicles; changes in passenger travel habits, such as the growth of transportation network companies; and changing needs for passenger and commercial vehicles, such as electric vehicle charging requirements. Most commercial service airports derive a significant portion of their revenue from parking operations and the disruption to existing revenue models could impact the self-sufficiency of airports.

OBJECTIVE

The objective of this project is to conduct an in-person ACRP Insight Event (see Special Note A) for airport-industry practitioners, relevant stakeholders, and subject matter experts (SMEs) to discuss the changing airport parking model and how these changes may affect an airport’s parking strategy. 

TASKS

ACRP is seeking a qualified and experienced team to manage and execute the Insight Event, i.e., concept development; planning; event management, including logistics, day-of-event coordination and facilitation; and post-event follow-up and documentation.

Task descriptions are intended to provide a framework for conducting the project. ACRP is seeking the insights of proposers on how best to achieve the project objective. Proposers are expected to describe plans that can realistically be accomplished within the constraints of available funds and subaward time. Proposals must present the proposers’ current thinking in sufficient detail to demonstrate the soundness of their approach to meeting the project objective.

Task 1. Prepare a schedule for the activities and milestones needed to conduct the Insight Event. The schedule should identify industry- or topic-related events (e.g., conferences, seminars) to be avoided when setting the date for the Insight Event. Two weeks following subaward execution, participate on a kickoff call with the project panel to review and select the in-person planning meeting date (see Task 5) and the Insight Event dates (see Special Note B).     

Task 2. Coordinate with ACRP staff to reserve a venue and needed technology (e.g., audiovisual equipment) for the Insight Event.

Task 3. Conduct and submit a literature review to obtain information on current knowledge, practices, and relevant research pertaining to the topic, and identify relevant themes and potential topics for the event. Conducting a literature review involves collecting, evaluating, and analyzing publications that relate to the project scope. The principal investigator (PI) should search TRB’s Transportation Research Information Documentation (TRID), an integrated database of more than 1.3 million records of transportation research worldwide. The literature review should answer the question of what is known or not known about the topic. A good literature review does not just summarize sources and it is not an annotated bibliography. Instead, a good literature review analyzes, synthesizes, and evaluates sources to give a clear picture of the state of knowledge on the subject.

Note: Depending on the content of the literature review, a second version may need to be developed for publication and public consumption.

Task 4. Develop and submit a separate database of SMEs (within and outside the airport industry) with potential event participants, speakers, or moderators. National Academies of Sciences, Engineering, and Medicine (the National Academies) members should be considered as potential speakers, presenters, and moderators. The database should be sortable and include individuals’ contact information, area of expertise, and potential role(s) (e.g., participant, speaker, moderator). The panel and ACRP staff will be a resource to the subawardee and will review and approve the subawardee's recommendations.

Task 5. Support ACRP staff in facilitating a 1-day in-person Insight Event planning meeting with the project panel. The purpose of the meeting is to discuss the findings of the literature review, review the SME database, confirm the desired audience/participants, confirm the themes and topics to be covered at the Insight Event, and agree on a general agenda framework and format.

Task 6. Prepare a topic-relevant outreach plan and promotional materials, including a save-the-date announcement, aimed at the intended audience/participants (e.g., major airport influencers, SMEs, thought leaders, specialized or niche perspective communities, and interested local, state, and federal government agencies). The strategy should describe clear methods, specific techniques, potential partner organizations, and resources to develop participant invite lists and tactics to encourage participation. Submit the save-the-date announcement and the outreach plan for ACRP review and approval.

Note: The save-the-date announcement should be submitted within 1 week of the in-person panel meeting. The outreach plan should be submitted within 4 weeks of the in-person meeting.

Task 7. Upon ACRP approval, implement the outreach plan.

Task 8. Prepare a registration website and track registrations to ensure the agreed-upon attendance limit is not exceeded and participants provide a balance of perspectives (with a focus on airport practitioners) (see Special Note C).

Task 9. Support ACRP staff in facilitating a web-based planning meeting with the project panel approximately 2 months before the Insight Event. The purpose of this meeting is to provide a status report; confirm speakers, moderators, and session topics; and identify areas where panel assistance may be needed.

Task 10. Develop a guide for speakers and moderators and submit for ACRP review and approval. The guide should provide, at a minimum, expectations for speakers and moderators, an outline of the session topic, and best practices for encouraging engagement with the participants.

Task 11. Upon ACRP approval of the guide, ensure each speaker and moderator understands and will follow the guidelines. Schedule and facilitate session planning web meetings with speakers and moderators. 

Task 12. The rapporteur will participate in a web meeting with ACRP/TRB staff to discuss rapporteur responsibilities at the Insight Event and the development of the Transportation Insight report (see Special Notes D and E). 

Task 13. Conduct the Insight Event. Working with the National Academies events team and ACRP staff, ensure room(s) are set up appropriately, provide name badges and any pre-event material for event participants, and staff the sign-in/registration table. Ensure speakers and moderators are prepared before their session begins. Handle logistics for displaying visual aids, breakout sessions, and related activities (such as an evening networking event, if applicable). Facilitate a wrap-up session summarizing the discussion and identifying future research needs.

Task 14. At the conclusion of the Insight Event, send out follow-up material to event participants that includes a post-event survey link provided by ACRP and encourage their participation.

Task 15. Participate in a post-event web meeting with the panel and ACRP staff to collect input and perspectives on how the Insight Event fared. Additionally, review the research ideas that were generated at the event and, with project panel input, select at least two to be developed into ACRP problem statements.

Task 16. The research team will use ACRP’s problem statement process (https://trb.org/ACRP/problemstatements.aspx) to develop and submit at least two problem statement to the panel for review. ACRP staff will submit the final problem statement(s) on behalf of the panel and the research team. The development and submission of problem statements should occur as soon as practical, taking into account ACRP’s problem statement annual submission deadline of early April.

Task 17. In following the rapporteur guidance, prepare a draft summary of the discussions of the Insight Event to be published in the Transportation Insights series. The summary will be based on the notes collected by the rapporteur. Submit the initial draft to TRB for review (see Special Note E).

Task 18. Following TRB review and in response to reviewer comments, submit the final Transportation Insights publication.

Task 19. Provide a post-event technical report documenting event preparation, execution, and follow-up, and resulting problem statements (see Special Note F).

STATUS: Proposal(s) have been received in response to the RFP. The project panel will meet to select a contractor to perform the work.