3.1 Event Checklist and Procedures to Protect Turf, Soil and Irrigation
The following table can be used to ensure Permittees meet all the deadlines outlined in the manual and meet the conditions of the permit. Please note that the timeline may vary based upon the scale of the event. The NPS Permit Specialist will work with the Permittee to determine exact dates/schedule for the permitted event. The table can also be used to ensure Permittees, the Permits Management Office, and the Turf Manager and teams understand responsibilities associated with procedures established to help protect the Mall turf, soil, and irrigation system.
Table 5: Event Checklist and Procedures to Protect Mall Turf, Soil and Irrigation
Pre-Event Preparation
Steps
Permit System
Permittee
Permits Management Office
Turf Manager / Staff
Planning
Permit system must highlight the scale of event and expected attendance
Inform Permit Office about scale of event and expected attendance
Inform Turf Manager of events likely to affect turf condition
Identify concerns and work with permits office
Plan advance strategy to maintain turf in good to excellent condition
Turf Maintenance
Document soil and turf conditions on a regular basis
Pre event seeding
Fungicide Application
Fertilizer Application
Follow guidelines from Chapter 2
Irrigation / watering
Examine irrigation system heads
Test system
Program system so as not to spray the event
Determine whether special irrigation such as hand watering or syringing will be necessary during the event and to what level
Pre-Event Walk Through Prior to Start of Setup
Steps
Permit System
Permittee
Permits Management Office
Turf Manager / Staff
Participants
Permit system identifies which stakeholders must attend, including Permittee
Permittee must attend
Permit specialist must attend
Permit specialist must attend
Condition assessment
Permit system must recommend photo documentation for the benefit of all parties
Permit system must require Permittee to sign-off on condition assessment document
Photo documentation is recommended for the benefit of all parties
Signoff on condition assessment document.
Permit specialist must attend
Photo document to support long term tracking of turf and soil conditions
Document findings of walk-through
Sign-off on condition assessment document
Logistics:
Delivery schedule
Fencing
Ground cover
Cables
Permit system must require Permittee to provide information about delivery and load in
Provide information about delivery and load in
Review posted delivery schedule
Ensure permit conditions are followed
Review posted logistics and transmit concerns to Permits office
Event
Steps
Permit System
Permittee
Permits Management Office
Turf Manager / Staff
Soil and turf condition
Follow permit conditions
Ensure permit conditions are followed
Daily turf and soil monitoring check conditions and transmit concerns to Permit office
Generators
Follow permit conditions
Ensure permit conditions are followed
Ensure all generators enclosed by fence and placed in fire retardant containment unit
Check conditions daily and transmit concerns to Permit office
Structures
Follow permit conditions
Ensure permit conditions are followed
If staked, ensure that stakes are less than 36”
Check conditions daily and transmit concerns to Permit office
In case of significant rainfall or other extreme weather conditions
Work with Permits Management Office and Superintendent in the event of extreme weather conditions
Coordinate cancellations, delays, or other requirements with the superintendent and Permittee
Examine turf conditions including soil temperature and saturation; make recommendation to superintendent whether event can continue without damage to the turf and if additional steps are required (such as additional pedestrian flooring, etc.)
Daily inspections: monitoring and recording conditions, weather, etc.
Events monitors to monitor event for compliance
Turf Manager and/or staff to monitor condition of turfgrass
Archive information in database
Post-Event Walk Through (1 day after event walk through is complete)
Steps
Permit System
Permittee
Permits Management Office
Turf Manager / Staff
Post event walk through with the Permittee/condition assessment
Permit system must require Permittee to participate in walk through
Permit system must require Permittee to sign off concurrence document related to condition assessment
Participates in walk through
Signs off on condition assessment document
Participate in walk through
Photo documentation of conditions
Note inconsistencies with permit conditions
Sign off concurrence document related to condition assessment
Participate in walk through
Examine turf for excessive wear or damage caused by event
Photo documentation of conditions
Sign off concurrence document related to condition assessment
Post-Event Recovery Period
Steps
Permit System
Permittee
Permits Management Office
Turf Manager / Staff
Turf recovery
Permit system documents if level of damage resulting in the need for cost recovery is caused to turf, and notifies Permittee
Responds to cost recovery request
Assign damage costs to Permittee if applicable
Assign costs of turf management team
48 hours after flooring removal, mow turfgrass
Three days after flooring removal, staff will commence recovery maintenance practices
Aeration / seeding
Permit system documents if additional aeration is required, and notifies Permittee of cost recovery
Responds to cost recovery request
Assign damage costs to Permittee if applicable
Determine whether additional aeration or seeding is necessary based on turf and soil conditions following event.
Irrigation / watering
Permit system documents if damage is caused to the irrigation system, and notifies Permittee to pay cost of alternate/interim irrigation
Responds to cost recovery request
Assign damage costs to Permittee if applicable
Examine heads
Test system
Determine if event has caused damage to system
Determine if additional watering is required to ensure health of turf
Soil condition
Permit system documents if level of damage resulting in the need for cost recovery is caused to soil, and notifies Permittee
Responds to cost recovery request
Determine whether Permittee is responsible for bearing the cost of additional fertilization
Use fencing as necessary to protect recovering turf
Fencing
Permit system documents if level of damage resulting in the need for cost recovery is caused to soil, and notifies Permittee
Responds to cost recovery request
Assign damage costs to Permittee if applicable
Use fencing as necessary to protect recovering turf
Record conditions
Permit system saves archive copy of conditions
Records conditions
Record conditions and add observations to set of best practices
Record conditions and add observations to set of best practices
Archive conditions
Prepare report
Permit system saves archive copy of report with permit
Archive report
Prepare letter on event-related issues; combine with turf report from Turf Manager
Assign damage costs to Permittee if applicable
3.2 Crowd Capacity of Park Areas
Areas where crowd capacity is predicted to be reached, will require protective flooring.
The map is a visual reference for capacity of people in sections of the Washington Monument grounds. For more information about the map or use of the area for permitted activities, contact the National Mall and Memorial Parks Permits Management Office at 202-245-4715.
Sections of the grounds are delineated by roadways and walkways. Areas on the map with indicated capacity include:
A 5.43-acre section along 17th Street with a capacity of 47,000 people
A 6.22-acre section along 17th Street with a capacity of 38,000 people
A 4.88-acre section along Independence Avenue with a capacity of 20,000 people
A 3.94-acre section immediately west of the Washington Monument with a capacity of 34,000 people
A 6.37-acre section along Constitution Avenue and 15th Street with a capacity of 49,000 people
A 4.72-acre section along Independence Avenue and 15th Street with a capacity of 20,000 people
A 4.58-acre section along 15th Street with a capacity of 39,000 people
A 1.97-acre section between 15th and 14th Streets with a capacity of 17,000 people
The map is a visual reference for the capacity of people in sections of West Potomac Park. For more information about the map or use of the area for permitted activities, contact the National Mall and Memorial Parks Permits Management Office at 202-245-4715.
Areas on the map with capactiy information include:
West Potomac Park Polo Fields have a capacity of 174,000 people
FDR Ballfields have a capacity of 148,000 people
This map is a visual reference for capacity of people in event areas near the Lincoln Memorial. For more information about the map or use of the area for permitted activities, contact the National Mall and Memorial Parks Permits Management Office at 202-245-4715.
Sections of the Lincoln Memorial area on the map with indicated capactiy include:
Areas immediately adjacent to the Reflecting Pool on the north and south sides have a capacity of 24,000 people
JFK Hockey Fields south of the Reflecting Pool have a capacity of 101,000 people
3.2.4 Mall Area Capacity
Refer to section 1.4 for venue opportunity maps indicating areas in which Permittees may hold events as well as type of use allowed for each area.
Table 7: Panel Use Limitations to Protect Mall Turf, Trees, Soil, and Irrigation
Suggested capacity calculation metric: 15 SF per person seated, with tables and chairs; 5 SF per person standing1
Panel
Description
Area (SF)
Maximum Estimated Capacity - Seated
Maximum Estimated Capacity - Standing
Temporary Structures2
1
Tree
60,988
Not permitted
12,200
Not permitted
2
Tree
63,834
Not permitted
12,770
Not permitted
3
Hardscape
19,933
1,330
3,990
Permitted
4
Tree
64,865
Not permitted
12,970
Not permitted
5
Tree
66,536
Not permitted
13,310
Not permitted
6
Tree
19,990
Not permitted
4,000
Not permitted
7
Tree
18,970
Not permitted
3,790
Not permitted
8
Hardscape
19,093
1,270
3,820
Permitted
9
Tree
19,895
Not permitted
3,980
Not permitted
10
Tree
3,122
Not permitted
620
Not permitted
11
Tree
2,034
Not permitted
410
Not permitted
12
Tree
66,483
Not permitted
3,300
Not permitted
13
Tree
77,935
Not permitted
15,590
Not permitted
14
Tree
2,222
Not permitted
440
Not permitted
15
Tree
2,268
Not permitted
450
Not permitted
16
Tree
69,520
Not permitted
13,900
Not permitted
17
Tree
2,722
Not permitted
540
Not permitted
18
Turf
84,780
5,650
16,960
Use Limits
19
Turf
83,780
5,585
16,760
Use Limits
20
Hardscape
18,834
1,260
3,770
Permitted
21
Turf
88,985
5,930
17,800
Use Limits
22
Turf
87,680
5,845
17,540
Use Limits
23-26
Turf
76,370
5,090
15,275
Use Limits
27
Turf
3,288
220
660
Use Limits
28
Turf
2,712
180
540
Use Limits
29
Turf
87,327
5,820
17,470
Use Limits
30
Turf
101,566
6,770
20,310
Use Limits
31
Turf
2,897
190
580
Use Limits
32
Turf
2,787
190
580
Use Limits
33
Turf
91,623
6,110
18,325
Use Limits
34
Turf
3,213
215
640
Use Limits
35
NA
NA
NA
NA
NA
36
NA
NA
NA
NA
NA
37
NA
NA
NA
NA
NA
38
Tree
64,860
Not permitted
12,970
Not permitted
39
Tree
60,222
Not permitted
12,040
Not permitted
40
Hardscape
19,910
1,330
3,980
Permitted
41
Tree
25,350
Not permitted
5,070
Not permitted
42
Tree
4,755
Not permitted
950
Not permitted
43
Tree
19,450
Not permitted
3,890
Not permitted
44
Tree
3,081
Not permitted
620
Not permitted
45
Tree
1,990
Not permitted
400
Not permitted
46
Tree
66,394
Not permitted
13,280
Not permitted
47
Tree
74,328
Not permitted
14,870
Not permitted
48
Tree
1,916
Not permitted
380
Not permitted
49
Tree
2,106
Not permitted
420
Not permitted
50
Tree
70,030
Not permitted
14,010
Not permitted
51
Tree
2,160
Not permitted
430
Not permitted
--
North and south running hardscape walkways3
TBD
TBD
TBD
Permitted
--
East and west running harscape walkways
TBD4
TBD
TBD
Permitted
1 Capacity calculation metrics assume no structures on the panel; calculations may be adjusted in conjunction with the NPS Event Coordinator based on the site plan. All egress and fencing must be designed to be code compliant. 2 Not permitted on tree panels; strongly discouraged on turf panels but allowed with approved protection. Refer to Section 2.2, Mall Center Turf Panels Use Limits for Temporary Facilities and Section 2.3, Allowable Temporary Facilities on the Mall (Outside Center Turf Panels). Panels 35, 36, and 37 are no longer under the jurisdiction of the NPS; jurisdiction of this land was transferred to the Architect of the Capitol on December 23, 2011. Not permitted on tree panels; strongly discouraged on turf panels but allowed with approved protection. Refer to Section 2.2, Mall Center Turf Panels Use Limits for Temporary Facilities and Section 2.3, Allowable Temporary Facilities on the Mall (Outside Center Turf Panels) 3 No staking is permitted on walkways. Emergency access requires a fifteen foot (15’) clear span. 4 Design of walkways is incomplete at the time of this publication; at completion of design, the area allotted to Permittees will be calculated by multiplying the entire width of the sidewalk used by the length of the sidewalk contiguous with the panels included in the permit. Refer to Section 1.4 for proposed areas.
3.3 Set up Opportunities
The following map illustrates the maximum width and length for temporary structures placed in non-turf areas. Each designation allows for the maximum standard tent size, space for tent supports on every side, and a required 15 foot clear area for pedestrians and emergency vehicles.
The map is a visual reference for equipment set up opportunities on the National Mall between 14th Street and 7th Street in Washington, DC. For more information about the map or use of the area for permitted activities, contact the National Mall and Memorial Parks' Permits Management Office at 202-245-4715.
A legend includes information about maximum structure size per walkway width required. Information on the map includes:
On walkways along Madison and Jefferson Drives, tents up to 15-feet by 15-feet are allowed. A 15-feet wide pedestrian walk and emergency access route must be kept clear of tents.
On two internal east-west walkways paralleling Madison and Jefferson Drives, tents up to 10-feet by 10-feet are allowed. A 15-feet wide pedestrian walk and emergency access route must be kept clear of tents.
On an internal north-south walkway halfway between 14th and 12th Streets, a tent up to 35-feet long is allowed halfway between Madison and Jefferson Avenues. Width must allow for a 15-feet wide pedestrian walk and emergency access route on the 60-feet wide walkway on the west side.
On an internal north-south walkway over the 12th Street Tunnel, a tent up to 120-feet long is allowed on the north section closest to Madison Drive, a tent up to 80-feet long is allowed in the middle section, and a tent up to 115-feet long is allowed on the south section closest to Jefferson Drive. These tents must include space for a 15-feet wide pedestrian and emergency access route on their west sides.
On an internal north-south walkway halfway between 12th and 9th Streets, a tent up to 35-feet long is permitted halfway between Madison and Jefferson Avenues. Width must allow a 15-feet wide pedestrian walk and emergency access route on the 60-feet wide walkway on the west side.
On an area over the 9th Street Tunnel approximately halfway between Madison and Jefferson Avenues, a tent up to 80-feet long is allowed. Width must include space for a 15-feet wide pedestrian walk and emergency access route on its west side.
On an area by Madison Drive between 9th and 7th Streets, a tent up to 120-feet long is allowed. Width must include space for a 15-feet wide pedestrian walk and emergency route on its west side.
On an area along 7th Street apporximately halfway between Madison and Jefferson Drives, a tent up to 65-feet long is allowed. Width must include space for a 15-feet wide pedestrian walk and emergency route on its west side.
3.4 Public-Awareness Closure Program
For the success of turf maintenance, it is critical for the public to be not only aware but actively engaged in the protection and preservation of the resource. Development of a system to educate and engage the public on when to use or avoid turf areas is recommended. Such a system will demonstrate to the general public the care and dedication of NPS to maintaining and preserving the Mall as a national treasure.
NPS believes using positive messaging to convey to the public why an area is closed or a use restricted due to resource rehabilitation efforts or regular maintenance procedures helps build support for maintenance goals. This includes signage on and around the Mall, as well as online. Outreach may be done with local neighbors such as the Capitol Complex, the Smithsonian, the Capitol Hill neighborhood, and many of the Federal Agencies inhabiting the facilities surrounding the Mall.
A red flag system will be used to help communicate the usability of each area or sections thereof on the National Mall, similar to that used on the Central Park lawn spaces. Red flags will be located at the four corners of a panel or section thereof along the two east-west walkways, thus signifying the closure of the adjacent panel. These shall be posted when panels are closed for maintenance or due to adverse weather conditions when the turf is vulnerable to damage, or during recovery periods after a large event.
NPS will provide an education system to inform the public of the flag system’s intent and procedures. Flags will be accompanied by informational signage addressing the process and purpose of the flags, informing visitors of the program that is in place to protect the Mall. The information provided should be identifiable, consistent, understandable, and current. Messaging of the program should be integrated with repair and recovery signage. Panels marked with red flags, signals the closure for issues related to scheduled and unforeseen maintenance including:
Newly seeded or sodded panels to allow for the turf to grow in
Pest mitigation, mowing, fertilizing, aeration, topdressing operations
Heavily trafficked panels requiring a rehabilitation and recovery period
Level 1 areas may be temporarily closed due to permitted events. Some events require set up and breakdown periods; the permit may call for closure of the areas to the public during these times to promote public safety. Permitted events may have limited attendance; thereby requiring closure of the panel to the public during the event. Closure of panels will be determined by the NPS permit staff in conjunction with the Turf Manager.
Adverse weather conditions will also force the temporary closure of panels for casual use, including those that are:
Heavily saturated from large rain events
Frosts - high traffic on frosted grass will greatly damage the turf
The NPS Turf Manager is responsible for monitoring the conditions of the turf panels and determining whether the turf areas are acceptable for use; if not, then the Turf Manager will implement the red flag closure system.
Once the red flags are clearly displayed to alert the public that an area is closed, the U.S. Park Police will enforce the flag system and direct users to open panels. With a Record of Determination having earlier been done pursuant to 36 CFR 1.5, the Park Police have ample authority to cite users who disobey the direction provided by the flags.
