What to Do If Your Event Crosses Railroad Tracks and Crossings

Planning an event is a complex process, especially when your designated route includes railroad tracks or crossings. Whether it’s a parade, marathon, charity run, or other community event, ensuring the safety of participants and maintaining situational awareness around tracks and crossings is critical. Here are steps you may take as an event organizer on how to handle these situations effectively.

1. Understand the Importance of Safety Around Railroad Tracks

Railroad tracks are active and can pose serious safety risks if not properly managed. Trains cannot stop quickly, and an unexpected encounter with a train can have catastrophic consequences. Additionally, disrupting train operations can lead to legal liabilities and fines for your event.

2. Research the Railroad Ownership

Determine which company owns and operates the tracks in your event area. Common rail companies include Union Pacific, BNSF Railway, Norfolk Southern, and CSX. Ownership information can often be found through local government offices, online maps or on the Blue Emergency Notification sign at the crossings your event will cross.

3. Contact the Railroad Company Early

Once you’ve identified the railroad operator, reach out to them as early as possible. Many railroads require notification months in advance for events that will cross or run alongside their tracks. Be prepared to provide the following details:

• Date and time of the event
• ​Estimated number of participants
• ​Specific locations of crossings​Nature of the event (e.g., running, walking, vehicles involved)
• ​Railroad Owner Websites:
  • BNSF - Contact Us
  • CSX - Contact Us
  • Northfolk Southern - Upcoming Event Notification
  • Union Pacific - Upcoming Event Notificaiton

4. Develop a Safety Plan

Collaborate with the railroad operator and local authorities to create a comprehensive safety plan. Key considerations include:

• Scheduling event activities to avoid peak train times
• Deploying trained flaggers or law enforcement at crossings
• Installing temporary barriers or signage to guide participants
• ​Educating participants about railroad safety, emphasizing that tracks are always active and should never be assumed to be clear

Inform local police, fire, and medical services about the event and the involvement of railroad crossings. Ensure that emergency access routes are maintained and that first responders are familiar with your event’s layout.

5. Train Your Volunteers and Staff

Conduct safety training for all event volunteers and staff, particularly those stationed near railroad crossings. They should know how to:

• Recognize the warning signs of approaching trains
• Direct participants safely
• ​Communicate effectively with railroad personnel and emergency responders

6. Pre-Event Communication

Educate participants and attendees about the presence of railroad tracks and crossings well before the event. Share maps, guidelines, and safety tips via email, social media, and your event website.

Conclusion

Managing events that cross railroad tracks or crossings requires planning, proactive communication, and unwavering attention to safety. By following these steps, you can ensure a smooth, compliant, and safe experience for all involved. Remember, the key to success lies in preparation and partnership with the railroad operators and local authorities.

Union Pacific Communtiy Event Tip Sheet