March 26, 2004

MGH prepares for impact of Democratic National Convention

While news headlines during the past few weeks have focused on political aspects of the upcoming Democratic National Convention (DNC), MGH staff have been behind the scenes quietly preparing for the event that comes to Boston July 26 to 29.

About 40,000 to 50,000 people are expected to visit Boston for the convention. The main activities will occur at the Fleet Center, but areas throughout the city will be affected by the infusion of large numbers of people, visits from public figures and convention events. Especially affected will be the MGH main campus as it is in close proximity to the Fleet Center.

For several months, MGH representatives — led by Bonnie Michelman, director of MGH Police and Security and Outside Services — have been discussing these activities with the DNC committee, local and state law enforcement as well as the Secret Service.

"We have spent a great deal of time meeting with public officials and committee representatives to discuss the impact the convention will have on our 16,000 employees and countless patients and visitors who come to the hospital every day," says Michelman. "We continue to get updates from officials about the convention plans as they are developed, and we are working closely with them to make sure the MGH remains fully operational during that time."

Michelman has convened a committee with representation from most areas of the hospital to work out issues that may develop because of the convention. The main factors affecting the hospital include access to the hospital for patients, visitors, employees and emergency vehicles; traffic congestion; transportation difficulties with the shuttle buses and parking limitations.

From a traffic and transportation perspective, there will be times when travel to and from the hospital will be very difficult. Specific information about travel and transportation routes around the Fleet Center area has not yet been finalized. It is expected, however, that the heaviest traffic congestion will occur after 4 pm when the convention activities begin and will extend into the evening. This congestion is likely to affect patients arriving for late afternoon appointments, employees leaving at the end of day shifts and employees arriving for evening shifts.

In addition, half of Staniford Street may be closed for part of those days. Patients still will have access, however, to the physician practices located on that street. Taxis also will have access to Staniford Street.

To help alleviate some of the traffic congestion, the city of Boston has postponed all citywide construction projects during the month of July. This, however, will not delay the construction of the Yawkey Outpatient Center or the research facilities being built at Charles River Plaza.

The Orange/Nashua Street parking lot and the North Station/Fleet Center Garage will not be available for employee parking during the convention. Employees who park in these lots will be moved to the new Yawkey Center garage during July.
Employees are encouraged to take public transportation at this time if possible. For those who commute through the North Station T stop, which includes the Green and Orange lines and the commuter rail, this station will be closed. For Green line service, an MBTA shuttle will take passengers from the Haymarket stop to Science Park.

Plans are not yet confirmed about the possible rerouting of commuter rail passengers.
Of the 18 routes that Partners shuttles take daily, some will be affected by the
convention — including shuttles to the health centers. Alternate routes have been mapped out, but delays still may be expected.

To help relieve some of the traffic congestion and other issues that may occur,
supervisors and managers are encouraged to consider the following options:

• Consider scheduling ambulatory patients so they arrive and leave by 3 pm on those days. If possible, annual examinations and routine appointments should be rescheduled to days and times that do not overlap with the convention.

• Assess department operations, review any issues with department vice presidents and/or chiefs, and where appropriate, encourage employees who are not essential during the convention week to take vacation/earned time. This includes employees working at MGH facilities at CNY.

• Consider adjusting schedules so employees can leave work or arrive for work by 3 pm on those days.

In addition, employees are encouraged to bring their ID badges home with them, so they are readily accessible upon arriving at the main campus the following day. ID badges will be necessary for parking purposes and in the case of a citywide emergency.

Further information about plans for the DNC will be distributed throughout the hospital in the coming months. See future issues of Hotline for more details.