Conducting Aeronautical Special Events at Airports (2013)

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Special events involving aviation activities or aircraft are common at airports across the United States. These events are designed to (1) enhance public awareness of the airport; (2) stimulate interest in and growth of the airport and aviation; (3) foster community support; (4) provide community benefits; and (5) possibly generate revenue for the airport or community/charitable organization. Aeronautical special events include air shows, fly-ins, airport open houses (if aircraft are on display), aircraft static display, EAA Young Eagles or Eagle Flight events, or community appreciation events involving aircraft. Nonaeronautical events, such as car shows, 5K or 10K runs, concerts, terminal dedications, or pancake breakfasts with no fly-in component, have similar requirements for planning and organizing; however, only aeronautical events and the unique considerations involved are addressed in this report. Although these events can provide tremendous benefits for the airport and the local com- munity, they require extensive planning, frequently commencing a year or more in advance of the event. Although the process can be lengthy and may vary according to the event type, it is characterized by the following four phases: • Planning phase • Organizing phase • Event itself • Return to normal operations and event analysis. Event planning involves the initial discussions about reasons for holding the event, the organization to be responsible for the event, whether an air show will be included, the theme for the event, the date, site of the event, and duration of the event. Although not all decisions will be made during this initial brainstorming phase, those decisions that are made will be fundamental to the next phase. The lengthiest of the four phases is the event organizing phase, which generally lasts from about 11 months to one day before the event. All decisions regarding such issues as committees, budgeting, admission fees, insurance, support facilities, corporate sponsorships, volunteers, parking, concessions, marketing and promotion, security, emergency response, media, static aircraft display, air show performers, air show safety, ground operations, and contingencies will be made during this phase. The event phase is the only part which actually covers the day or days of the event. At this point, the event sponsor is focused on the success of the event, from parking to performers to volunteers and more. If sufficient planning and organizing has taken place, the day(s) of the event need not be stressful for the event sponsor. However, if planning and organizing has not been completed, the event phase can be characterized by lack of organization, problems among volunteers, dissatisfaction among attendees, and a general impression of mediocrity. SUMMARY CONDUCTING AERONAUTICAL SPECIAL EVENTS AT AIRPORTS

2 Once the event is over, the airport returns to normal operations and event analysis begins, not only ensuring proper clean-up but also determining the success of the event in light of the original objectives. Success, in other words, can be measured in more than financial terms. Conclusions of this report are based on a thorough literature review and survey of geo- graphically diverse sponsors known to have conducted recent aeronautical special events. Survey responses from 34 of 35 airports and event sponsors such as Experimental Aircraft Association (EAA) chapters across the country (a 97% response rate) and five of six aero- nautical special event organizers provide numerous lessons learned regarding conducting aeronautical special events at airports: • Conducting an aeronautical special event is hard work, with significant benefits. • Begin planning one year prior to the event. • Committees are an important way to ensure the many aspects of organizing the event are addressed. • Airport operators rely on volunteers as much as possible, but volunteer training is important. • Developing specific plans for parking, emergencies, safety and security, communicat- ing with media, and ground operations, especially for air shows or events with signifi- cant attendance expected, is important for success. • Private organizations, typically in the form of event organizing firms, are available to assist with or assume responsibility for conducting an aeronautical special event. • Events are more appealing if they are promoted as child/family-friendly, which will generally require child-friendly attractions. • It is important to ensure sufficient vehicle parking, seating, toilets, and food/beverage concessions to avoid long lines and dissatisfied attendees. • Substantial event publicity is important to “get the word out;” however, this may result in greater attendance than expected, so it is important to plan appropriately. • Conducting an air show and having jet performers can significantly increase attendance (as contrasted to an air show without aerial demonstrations or a non-air show event), but significant expenses will be encountered and coordination will be required. • Organizations such as the International Council of Air Shows (ICAS), Aircraft Owners and Pilots Association (AOPA), and Experimental Aircraft Association (EAA) have resources that may prove useful to those organizing events. • Corporate and community sponsorships and partnerships are crucial to ensuring “buy- in” as well as financial support.