Conducting Aeronautical Special Events at Airports (2013)

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9 “Thorough planning [organizing] has a direct bearing on the success and safety of any event. Therefore, it is in everyone’s best interest that an effective plan for all facets of the event be developed.” FAA (1990) Once the initial planning discussions have taken place, and the event sponsor has committed to holding an aeronautical special event, the next phase—event organizing—begins. Considered the most complex segment, this phase generally lasts from 11 months to one day before the event. During this extended period, staff is often consumed with the many aspects of planning, including: • Committees • Budget • Insurance • Attractions/performers • Support facilities • Marketing and promotion • Corporate sponsorships and hospitality • Contingency plans • Temporary frequencies and communications • Air boss • Ground operations plans • FAA waivers and coordination • Accommodations • Concessions and vendors • Security plan • Emergency plan • Media plan • Safety/layout plan • Crowd lines and show lines • Signage • Support facilities • Volunteers • Transportation/auto parking/traffic • Emergency aircraft repair. CHRONOLOGICAL EVENT ORGANIZING CHECKLIST To assist airports and event organizers with planning and organizing an aeronautical special event, a 12-month chrono- logical checklist has been developed based on findings and the AOPA guide, previously discussed. Although this may appear to be a long period of time, it is better to have every- thing taken care of months in advance than to attempt to organize everything at a feverish pitch during the months or weeks leading up to the event. This is especially crucial for first-time sponsors (Appendix B). ELEVEN MONTHS PRIOR TO EVENT Committees Various committees should be established during this phase to project a sense of organization, as well as assign respon- sibilities to key people. Each committee will need a chair, or leader, to direct the work of the committee. Commit- tees will also need clear goals, or the chair will likely be ineffective in keeping meetings on topic. Committees may include: • Air operations • Ground operations • Transportation/parking and disability services • Pilots • Public safety/fire • Public safety/police • Private security • FAA/tower • Volunteers • Permitting and approvals from FAA, airport, municipality • Exhibitors and vendors • Supplies and equipment • Signage • Corporate sponsors • Static display • Fly-in aircraft • Flight operations • Daily program/schedule • Event programs • Promotion • Insurance • Incidentals • Cleanup (AOPA 2007, p. 6; “Safety From the Ground Up” 2010). The all-volunteer, not-for-profit California International Air show in Salinas, California, which is led by a 13-member board of directors, requires approximately 75 committees. The board is divided into specific areas of responsibility, chapter three EVENT ORGANIZING PHASE

10 including admissions, air operations, concessions, facility, ground operations, hospitality, marketing, security, spon- sorships, and transportation. Each board member also has general areas of responsibility, such as budgeting, con- trolling expenses, staffing, schedules, etc. The airport executive director reports to the board president and is responsible for all administration, contributing significantly to marketing efforts and securing sponsorships. This event has contributed more than $7 million to charities since 1981 (Brown 2010). If the event sponsor enters into any agreement (for porta- ble toilets, performers, etc.) through a committee, it is benefi- cial to provide copies to each committee to keep all members informed of progress being made toward the event and to prevent duplication of efforts (AOPA 2007). According to survey participants, the six most common committees established for air shows include security, parking/ traffic, marketing, finance, emergency response, and perform- ers (Figure 7). The four most common committees established for events other than air shows are safety, parking/traffic, spon- sorships, and marketing. In addition to committees, it is common practice to appoint an executive director or chairman of the event. Sur- vey participants indicated this individual most often serves in an unpaid capacity. For air show events, this person may be the airport director or other airport staff, volunteer, or local elected official. For non-air show events, this individual is most often a volunteer, but may also be the airport director or other airport staff. Six of nine (two-thirds) of survey participants reported that air shows are governed by a board of directors, whereas a little over half (12 of 23) of non-air shows are governed by a board of directors. Budget Finances will become a central topic early in the organizing phase. Whether the event is to be offered free (to benefit the community), with a dedicated fee (for charity), or to generate enough money to fund the next year’s event, developing a bud- get for the event is a necessity (Appendix C). A one-day airport open house may have a budget of less than $1,000. However, a two-day air show may have a budget of $350,000 or more. According to Hirschman (2005), it cost about $250,000 to hold the California International Air Show about 20 years ago; however, that number has grown to around $1.4 million. Experienced event sponsors point to rising marketing expenses, increased costs for air show performers and static display air- craft and their crews, and higher operational expenses such as insurance, hired personnel, etc. Actual expenses will vary based on the size of the event, extent of volunteer labor, donated equipment and supplies, and in-kind contributions. Consider the amount of funding available to stage the event, whether an admission fee and/or parking fee will be charged to recover costs, and whether any profits for the event will be donated to a charity. Many performers and equipment rent- als will require payment (or at least a deposit) prior to the event, which requires funds to be available in an account to make these payments before a single dollar in revenue is realized from the event. This “seed money” is essential; if it is not available, the event sponsor will likely go into debt in the months leading up to the event. If revenues are not projected to cover expenses, the event may need to be scaled back and/ or ways to increase revenues may need to be explored. In-kind (or noncash) contributions, which can greatly reduce budgeted expenses, include fuel for aircraft; personnel for directing and parking aircraft; police, fire, and rescue support; crowd con- 3 3 5 6 6 6 7 6 5 4 5 6 4 5 2 4 8 8 8 10 12 0 13 8 10 7 6 7 0 2 4 6 8 10 12 14 Accommodations Admission Concessions and displays Emergency response Finance Marketing Parking/Traffic Performers Safety Schedules Sponsorships Security Sound systems Waste management Non-air show Air show FIGURE 7 Which of the following committees were established in preparation for the event?

11 trol equipment; portable toilets; printing services for promo- tional materials; and discounted lodging, loaner vehicles, golf carts, tents, and public address equipment (Hirschman 2005). According to survey participants, the majority (25 of 37) rely on volunteers in an effort to cut costs (Figure 8). An aeronautical special event may also earn revenues in a number of ways. Potential sources of revenue include admis- sion ticket sales, parking fees, vendor and exhibitor fees, sales of programs and program advertisements, and merchandise sales. Gone are the days in which an admission fee was the only source of revenue for an aeronautical event. Indeed, many aero- nautical events charge no admission fees and yet earn thousands of dollars by charging vendors a portion of their gross profits, collecting a share of revenue from aircraft rides, and charging nonaviation exhibitors or vendors. Local tourism or Chamber of Commerce funding may also be available. Although grants and other funding opportunities may be available to financially support the event, among survey participants, this was not a common source of funding (Hirschman 2005). As seen in Figure 9, the most common methods of boosting revenues include adding more aeronautical and nonaeronautical attractions, and increasing food/beverage concessions (i.e., more choices). However, charging higher food prices will have a negative effect on revenues and attendee satisfaction. Admission Fees Generally, aeronautical special events charge an admission fee either to generate a profit or to recover costs incurred in holding the event. Some may also charge a fee for parking, or a parking fee may be charged in lieu of an admission fee. Of those aeronautical events charging admission fees, these fees are commonly the main source of revenue for the event. How- ever, it appears that many airshows (especially smaller shows) do not charge an admission fee, instead relying on sponsors, vendors, and volunteers to hold the event. According to Zimmerman (2009), recession-weary fami- lies in search of affordable family-friendly entertainment and activities are increasingly turning to aeronautical special events, specifically air shows. Generally, air shows do not charge an admission fee. Some do, however, and of these, advance purchase tickets are about $5 to 15 for adults, $5 to 10 for seniors, and $5 or less for children. It is even rare for aeronautical events other than airs shows to charge an admis- sion fee. However, there are some non-air show events that charge admission fees. Generally, these events charge $10 to 15 for adult advance purchase, $5 to 10 for senior advance purchase, and $5 to 10 for child advance purchase. On-site admission fees are a bit higher (ICAS 2011). Insurance, Indemnification, and Use Agreements Certain risks are inherent at aeronautical events. Aeronautical events consisting of aircraft performing aerobatic maneuvers only increases this risk; indeed, some performers may require aeronautical event insurance before they agree to operate at the event. If the event sponsor is an organization other than the airport, the airport will generally require the sponsor and any commercial vendors to obtain liability insurance with the airport named on the policy as an additional insured party. 1 0 2 4 3 1 0 0 21 5 0 5 10 15 20 25 Hold event every other year Decrease non-aeronautical attractions Decrease aeronautical attractions Rely on volunteers Trade tickets/passes for goods/services Non-air show Air show FIGURE 8 What methods are used to limit expenses?

12 The local municipality may also require liability insurance, naming the municipality as an additional insured. Air show performers may request evidence of liability coverage as well. If vehicles will be used during the event, it is important to include vehicle liability coverage (as well as compre- hensive coverage if the vehicles are rented). If set-up is to begin a day or so prior to the event, with cleanup lasting a day or so after, it is important that coverage extend though this period. The typical coverage limit for the event spon- sor is $1 million, although mid- to larger-sized events may have insurance requirements of $5 million or more. An important factor in the amount of insurance is the structure of event management. A for-profit entity may require more insurance coverage than a nonprofit entity (AOPA 2007; R. Hansen, personal communication, September 2012). When discussing types of insurance, amount of coverage, and other factors, three considerations are: • Risk assessment—Determine potential risk associated with each event, the types and extent of injuries that could result, etc. • Risk management—Consider actions that may be taken to mitigate the risk of each event. • Risk finance—Work with insurance professionals with expertise in aviation events who are able to assist in iden- tifying risks and developing mitigation strategies. These professionals will ensure that sufficient insurance is pur- chased to cover all potential risks (R. Hansen, personal communication). It is also beneficial to include indemnification language in any Airport Events Application or contracts. Such language is designed to protect the airport and may be similar to what appears in Appendix D. In addition to liability insurance and indemnification lan- guage, air meet rain insurance will provide lost revenue pro- tection if the event is rained out. These policies can be very expensive (i.e., $20,000 for $100,000 coverage) and specify the amount of rain in a certain period of time for the insur- ance policy to pay benefits. However, rain always negatively impacts attendance and can make the difference between a profitable and unprofitable event. Without rain insurance, a two-day event becomes a one-day event as far as revenues are concerned, and yet the event sponsor’s expenses will not change. All of the agreed upon terms and conditions, require- ments, and expectations will be spelled out in a Use Agree- ment between the airport and the event sponsor (if the event sponsor is other than the airport). This not only prevents con- fusion, but also clearly spells out expectations regarding the event, including space to be dedicated to the event. Appendix E includes a sample use agreement. Aircraft Rides People attend an aeronautical special event to enjoy and learn more about aviation. One way to encourage this is to offer aircraft rides. The EAA is one organization that pro- motes interest in aviation through its Young Eagles and Eagles programs. The EAA Young Eagles program, launched in 1992, gives young people ages 8 to 17 an opportunity to experience flight in a general aviation airplane. Flights are 5 4 4 4 4 3 5 6 5 2 0 3 0 1 2 3 4 5 6 7 Increase non-aeronautical attractions Increase aeronautical attractions Increase food/beverage concessions Increase retail goods concessions Secure a jet team Trade tickets/passes for goods/services Non-air show Airshow FIGURE 9 What methods are used to increase revenues for the event?

13 offered free by volunteer members of the EAA. Since 1992, more than 1.7 million Young Eagles have enjoyed a flight through the program. Commercial helicopter flights, biplane sightseeing flights, DC-3 sightseeing flights, Commemora- tive Air Force flights, and aircraft rides by the local flight school are also options to pursue. Static Aircraft Display Aeronautical events often involve some degree of static aircraft display, especially as the highlight of an airport open house (Figure 10). Indeed, such a display may be the one com- ponent which turns a nonaeronautical event into an aeronauti- cal event. Aircraft might include hot air balloons; warbirds; ultralights; experimentals; antiques and classics; seaplanes and amphibians; rotorcraft; unmanned aerial vehicles; single- engine and multi-engine general aviation aircraft; and turbo- props and business jets. Additionally, on-airport flight training providers, maintenance schools, and charter operators may be part of the static aircraft display (AOPA 2007). Advanced planning is necessary to solicit owners of inter- esting and unusual aircraft for their participation in displaying their aircraft. Local and regional EAA, Warbirds of America (WOA), Vintage Aircraft Association (VAA), and Inter- national Aerobatic Club (IAC) are excellent resources to find interesting and unusual aircraft for static display. Although billing the event as a fly-in may bring in aircraft for the static aircraft display at no cost to the event sponsor, it may be helpful to offer a full tank of fuel on departure. For two- day or longer events, it may be necessary to provide lodg- ing, meals, and vehicles or escorts (typically required by military participants, as well as compensation for services). Consider welcoming pilots flying in aircraft for the static display with a package containing instructions, event schedule, aircraft judging guidelines, map of the site and local area, thank-you gift, and an invitation to the sponsor’s party. Aircraft owners are typically attracted to events that present an opportunity to have their aircraft judged by their peers (AOPA 2007). Hands-on aircraft are a helpful attraction at a static aircraft display. Simply arranging a long line of aircraft that attendees may only admire from afar will not be as effective as allow- ing attendees to get up close and personal. This is especially true for children. However, such attractions require aircraft to be staffed throughout the duration of the event to provide security and answer questions. At the Van Nuys (Califor- nia) Airport Aviation Expo, for example, a local aviation maintenance school provides “Vinne,” which is a real but non-flying homebuilt aircraft modified to be child-friendly. Major parts of the aircraft are labeled and children are invited to climb in and get a feel for flying the plane, even while it remains on the ground (AOPA 2007). Nonaeronautical Attractions Although this synthesis focuses on aeronautical events, event organizers may wish to consider the benefits provided by nonaeronautical attractions and the degree to which they may be used as part of the event. Nonaeronautical attractions and activities that have proven popular include: • Public safety demonstrations • Live music • Dance/gala/banquet • Police dog demonstration • Child-friendly hands-on activities • Motorcycle, car, and RV shows • Military equipment displays • Radio-controlled model demonstrations • Historical exhibits • Pavilion with civic, military service, and business exhibits (AOPA 2007, p. 11). Of the survey participants holding events other than an air show, nearly all (21 of 23) promoted the event as being child/ family-friendly, while all 10 respondents holding air shows promoted the event as being child/family-friendly. The most common nonaeronautical attraction at air shows is in the form of military equipment, while a car show is the most common attraction at aeronautical events other than air shows. Air Show or Not? All event sponsors are faced with this question: “Should we incorporate an air show?” Generally, this question is answered based on economics and philosophy. True, an air show will always increase attendance numbers, but it also costs substantially more money to hold. Philosophically, the event sponsor may decide that having aerobatic performances is integral to the event, regardless of the added expense. Of course, there are additional considerations, such as FAA coordination (waivers, NOTAMs), performers, showlines, FIGURE 10 Attendees visiting the static aircraft display. (Source: Jon Ross, FAA.)

14 contracting with an airboss and announcer, developing a ground operations plan, etc. (AOPA 2007). According to the FAA, an acrobatic or aerobatic maneuver is one in which the aircraft is intentionally placed in “sustained inverted flight or is rolled from upright to inverted or from inverted to upright position” (FAA 1990, p. 1). According to the regulations, “aerobatic flight means an intentional maneu- ver involving an abrupt change in an aircraft’s attitude, an abnormal attitude, or abnormal acceleration, not necessary for normal flight” (FAA 2003). Aerobatic maneuvers include slow rolls, snap rolls, loops, Immelmanns, cuban eights, spins, and hammerhead turns. Steep banked, level, climbing, or descend- ing turns necessary to maneuver between aerobatic maneuvers are not considered to be acrobatic maneuvers, nor are normal positioning turns for high performance aircraft operated by the military regardless of angle, bank, or pitch attitude. Further- more, normal maneuvers involved in air racing, such as steep turns, are not considered acrobatic (FAA 1990). Selection of Performers There are many different types of performers who make their services available for air shows. When evaluating prospective performers, however, it is useful to think outside the traditional box and consider comedy acts, sail planes, helicopters, civilian demonstration teams, parachute jumpers, wing walkers, crop dusters, banner towing airplanes, fire bombers, skywriters, and mosquito control airplanes (Figure 11). As one expert put it, “Variety doesn’t appear to be a priority for a lot of air show organizers—and that’s a shame” (Hirschman 2002, p. 19). Another expert suggested, “The best air shows are the ones that come up with the right mix” (Hirschman 2002, p. 20). In providing “food for thought” on this topic, another experienced organizer wants people to be educated at his air show. “It’s not enough to be entertained” (Hirschman 2002, p. 30). According to survey participants holding air shows, the most common performances are military acts and civilian piston aerobatics, followed by civilian jet aerobatics, com- edy routines, formation flights, helicopters, and parachutists. The third most common group of acts included sailplane aeronautics, skywriting, and wingwalking. Of the choices provided, balloons were the least common. According to survey participants hosting air shows, fewer than half (four of nine) placed a priority on securing a jet team, military or civilian, to perform at the air show (Figure 12). In deciding on the acts and specific performers to incorpo- rate at an air show, event organizers need to remember that the FAA requires performers of aerobatic routines to satisfy certain criteria to perform low-level aerobatics in close proximity to spectators or other persons on the surface. Although members of military teams are exempt, the FAA requires each pilot to be properly certified and rated for each aircraft to be flown and also possess a current FAA Form 8710-7, Statement of Aero- batic Competency, signed by an FAA inspector. If a pilot does not possess this certificate, the FAA will require a satisfac- tory demonstration of the aerobatic routine before issuing a Form 8710-7. The pilot, however, remains responsible for maintaining currency and obtaining Form 8710-7. Event sponsors simply require prospective performers to provide evidence of FAA Form 8710-7. For parachutists, a license issued by the United States Parachute Association will suffice. The FAA does not require certification or licensing of operators of ultralight vehicles, wing walkers, ribbon cutting personnel, and drivers of vehicles for a car-to-plane transfer (FAA 1990; Hirschman 2002). Military Demonstration Teams The Department of Defense (DOD) sanctions two aerial dem- onstration teams—the U.S. Air Force Thunderbirds and the U.S. Navy Blue Angels (Figure 13). The U.S. Army Golden Knights parachute team is also sanctioned by the DOD. Additionally, the Army and Navy Service Academy Teams, although not sanctioned by the DOD, frequently perform at public events. The DOD receives hundreds of requests annu- ally for these performers, especially the Thunderbirds and FIGURE 11 Airshow performer. (Source: Jon Ross, FAA.) FIGURE 12 Flyover during an airshow. (Source: Anonymous.)

15 Blue Angels. Generally, once requests are screened by the DOD for basic eligibility, the requests are forwarded to the commanding officer of the team. The squadron reviews each request, considering input from the recruiting command. The events coordinator then meets with branch officials to make final decisions (FAA 1990). These teams have certain requirements when performing at an air show. Consider, for example, the requirement for arrest- ing gear for the Blue Angels demonstration team. According to the Blue Angels Support Manual: Arresting gear for the F/A-18 must be located at or within 60 nautical miles of a normal show site at or within 40 nautical miles for a remote site. Gear must be available for an approach end arrestment (BAK-12, 14, E-28). If this requirement cannot be met, mobile arresting gear must be installed at the show site (DOD 2012, p. 19). Mobile arresting gear typically costs around $10,000 (including labor, travel, and transportation) to install. Additional requirements are specifically spelled out in an extensive manual produced by the Blue Angels. This man- ual, based on their 65 years of air show experience, appears in Appendix F. The event sponsor will also have specific requirements of air show performers. For example, all air show performers will: 1. Meet all guidelines set forth by the FAA 2. Meet all air show requirements before landing at the airport by providing: a. Air show registration form b. Pilot’s license c. Airworthiness certificate & aircraft registration d. Medical certificate e. Maintenance log—must show current annual or 100 hour inspection f. Insurance certificate—$1 million minimum cover- age listing the following as additionally insured: i. Airport ii. City iii. County iv. Major sponsor (“Safety from the Ground Up” 2011, p. 13–14). TEN MONTHS PRIOR TO EVENT Marketing and Promotion Effective marketing and promotion is as important as devel- oping an engaging and exciting event. If few people are aware of the event, failure is almost guaranteed. If, on the other hand, the event has been promoted in different venues, through different media outlets, and far enough in advance for people to make plans to attend, success is much more likely. Methods of publicizing the event can include: • Various aviation calendars of events • Regional EAA/AOPA chapters • Airport flyers • Paid advertisements (newspapers, etc.) • Public service announcements • Direct media contacts • Website/social media/applications • Library summer reading program • Bulletin boards (EAA 2009, p. 11). Of these methods, possibly the most essential ingredient in marketing and promotion is an effective website. Eight of nine survey participants holding air shows and nine of 23 holding events other than air shows developed a website specifically to market/promote the event. An event website is most effective if it is simple and easy to use. This “usability” can be summed up in the acro- nym HOMERUN. According to Loj (2004, p. 29), “users look for High quality content, that is Often updated, with Minimal download time, Easy to use, is Relevant to the user needs, Unique to the online world, and Net-centric to corporate culture.” Generally, visitors to an event website are searching for information, such as dates, times, admis- sion fees, etc. Thus, it can be easy to create a site with minimal download time. Loj (2004) recommends the fol- lowing outline for an event website, based on existing suc- cessful event websites: • Home page • Performer page • Schedule • Tickets • Sponsors • Volunteers • Frequently asked questions (FAQ) • Directions and parking • Dates for next year’s event • Contact us. FIGURE 13 U.S. Air Force Thunderbirds performance. (Source: Anonymous.)

16 Today, in addition to creating a quality website, event organizers can have substantial impact by utilizing social media. Whether this includes Facebook, Twitter, a blog, or other platforms, developing a social media presence allows individuals to interact with organizers before the event, and the “buzz” that is created can have significant positive impacts on attendance. The key to social media is actively updating them; interacting with users by answer- ing questions, holding polls, etc.; and making sure that the same person (or team) represents the event to create a unified voice. Further marketing ideas include: • Infomercials • Table tents • Mobile applications • Quick Response codes • Ticket outlet advertising • Billing inserts • Performer drop-in for media event • Periodic press release • Press conference • Honorary chairperson press release • Party fundraiser • Media day • Hangar parties • Poster and brochures • Magazine, newspaper • Grass roots publicity • Mailing to state airports • Newspaper insert • Tradeouts and giveaways • Billboards • Parades • Media rides • Produce “cockpit notes” to update media daily • Photography or coloring contests for children with free admission to winners • Summer reading program with free event tickets • In-person presentations or mailings to social clubs and organizations • Establish a 1-800 event hotline number • Banners throughout community (“How About” 2000). Of all marketing ideas, engaging the media can pro- duce the best results. Invite reporters out to the airport in advance of the event to learn more about the airport, what will be available at the event, and possibly participate in an orientation flight. If the event sponsor is able to secure a military flight team, it will often make available “key influencer” flights that can be used for the media. Although promotion can be expensive, this is one area in which in- kind contributions can be very effective. Local media can be solicited for in-kind contributions of broadcast and print promotions in return for sponsorship recognition at the event, resulting in quality, low-cost promotion of the event (AOPA 2007). Another aspect of promoting the event involves educat- ing the public about how best to prepare for and enjoy the event. An effective way to do this is to have a section on the event website entitled “What to Bring,” or something simi- lar. One regular air show attendee suggests the following for this section: • Hat • Sunglasses • Sunscreen • Something to sit on • Water • Snacks • Moist towelettes • Notebook and pen • Binoculars • Camera • Aeronautical scanner • Small backpack (VanHorn 2011, p. 52). This same air show veteran also suggests the following do’s and don’ts: • Do come early and leave late. • Don’t touch the aircraft. • Don’t smoke around the aircraft. • Do find out where you can get medical aid. • Do consider where you are going to sit. • Don’t litter. • Do stay aware of your surroundings. • Do ask questions. • Do appreciate all the aircraft (VanHorn 2011, p. 53). Alternately, the event website may have a FAQ section. Questions may include: • Where can I buy a ticket? • Can I use my credit card to pay for my tickets? • Do I have to buy a ticket for my three-year old son? • Is there a senior/veteran/military discount? • Can I leave the show and come back? • Is there a fee to park? • Is handicapped parking available? • Is there shuttle or bus service from downtown (or other) to the site? • What activities/event/performances will be available? • When do gates open or flying performances begin? • Is the air show safe? • Is there shade at the air show? • What if it rains? • Can I bring a lawn chair or blanket? • Will there be food and gift vendors at the show? • Are coolers allowed? • Are backpacks and bags permitted? • Is smoking permitted at the air show? • Can I bring my dog? • Can my kids bring their bikes? • Will the air show be televised? (Loj 2004, p. 36).

17 Corporate Sponsorships and Hospitality An important part of the budgeting equation is corporate sponsorships. Although some typical corporate sponsors may initially come to mind, such as the community bank or local grocery stores, it is more effective to have an open mind about potential backers; and while in-kind (noncash) contributions are important, the most valuable corporate sponsorships directly increase revenues for the event. Devel- oping a sponsorship proposal is essential to properly pro- moting sponsorship opportunities. Sponsor visibility is important and can be in the form of “banners, company names and logos on the official program, advertisements in the program, mentions by the announcer throughout the event, invitations to a VIP party with aircraft pilots and per- formers, and a tent assigned to the sponsor and its guests” (AOPA 2007, p. 7). In developing the proposal, it is helpful to point out the captive audience that will be exposed to the sponsor’s presence at the event. Although a sponsor may only ask to have its name visible at the event, others may want to enjoy the show, possibly with clients and employees. To develop a unique experience for corporate sponsors, event organizers may develop cha- lets. As corporate hospitality, a chalet allows a corporation or other organization the opportunity to experience an aero- nautical special event (typically an air show) in comfort and relative security. By offering a tent or other facility (includ- ing those climate-controlled) equipped with chairs, tables, catered food and beverages, and other amenities, organizers provide a level of corporate hospitality that is similar to box seats at a sporting event. A lower-priced chalet may consist of reserved umbrella table seating with food and beverages, whereas the more expensive facilities typically consist of reserved seating (possibly theatre-type) in an air-conditioned tent with restrooms, high-quality food and beverages includ- ing snacks and desserts, free parking, and free shuttle ser- vice. As an example, the Dayton Air made several levels of chalets or reserved seating available to attendees in 2012 (see Figure 14): • LaRosa’s Pavilion Seating ($37.00 per person) – Reserved umbrella table seating – Free parking – Free shuttle service • Blue Sky Chalet ($99.00 per person) – Reserved umbrella table seating – Access to air-conditioned tent and restrooms – Continental breakfast – Grilled luncheon entrees with side dishes – Snacks/desserts – Unlimited beverages including beer, wine, iced tea, soda – Free parking pass for reserved lot – Free shuttle service • The Chairman’s Club ($1,200 membership donation per person) – Reserved market umbrella table for six – On-site VIP parking – Food buffet, including continental breakfast, lunch, gourmet desserts, and snacks – Premium bar – Air-conditioned restrooms – Special recognition • Private Chalet ($4,750 for 150 people for one day; $7,750 for 300 people for one day) (see Figure 15) – Umbrella table seating – Front line viewing of air show – Free dedicated parking and shuttle – Private, air-conditioned tent and restrooms – Custom size tents available. When developing the chalet experience and marketing this to prospective customers, however, it is important to remem- ber why many corporations secure chalets: potential customer leads and sales. Although a corporation may arrange for a cha- let simply to reward employees, they are often used to entertain clients and prospective customers. Thus, “packages can—and, in some cases, must—be designed to meet sponsors’ goals” (Brenner 2004, p. 36). In other words, “tell the prospect how you’re going to help them use a chalet to achieve sales and marketing objectives” (Brenner 2004, p. 37). Chalet benefits may include access to air show performers for meet and greets, photos, or autograph sessions. Although superb air show view- ing is expected as part of the chalet, it is important not to place chalets in an area that interferes with air show viewing by other attendees. According to Brenner, benefits should not be offered to every company that buys a chalet; rather, there should be lev- els of sponsorship with more benefits at higher levels. Because of the chalet experience at various professional sporting events, corporate sponsors with chalets have high expectations. If the event sponsor is not prepared to provide a similar level of cor- porate hospitality, it may be best not to offer chalets at all. In deciding whether to offer this level of corporate hospitality, it is prudent to consider the following recommendations: You or somebody on your staff should plan on checking in sev- eral times a day . . . to make sure their expectations are being met. You should ensure the grass is cut short, parking is easy FIGURE 14 Chalets. (Source: Jon Ross, FAA.)

18 in/out, tents are clean, the sound system is working properly, and the chalet food is fresh, plentiful, and of the highest quality (Pacific 2010, p. 26). Among survey participants holding air shows, sponsors are most commonly secured for pilot/VIP lounge, fuel, and entertainment. Among survey participants holding events other than air shows, sponsors are most commonly secured for fuel, portable toilets, logistics, entertainment, and children's play area (Figure 15). In addition, sponsors may be secured for seating areas, free refreshments, pilot/VIP meals, and the event program. Event sponsors frequently offer corporate sponsors such benefits as banner placements, brochure ads, and PA announcements during the event (Figure 16). In developing a sponsorship proposal, it is important to provide details on the event, including the projected num- ber of attendees, and information on the sponsorship levels/ opportunities available. Among survey participants, includ- ing contact information and basic facts (at a minimum) is most common (Figure 17). Notification Making sure that civic groups and community leaders, as well as airport tenants and businesses, buy into the event requires proper notification. Although they will learn about the event through the marketing and promotion efforts, it is beneficial to specifically invite them to participate. Involving them during the organizing phase will contribute to positive 4 5 5 3 3 2 3 6 4 4 4 4 9 3 3 4 2 1 3 6 0 2 4 6 8 10 Children's play area Entertainment Fuel Flight operations Goodie bags Logistics Pilot welcome Pilot and VIP lounge Pilot breakfast Portable toilets Non-air show Air show FIGURE 15 For which of the following attractions/services are sponsors typically secured? 7 9 9 5 8 6 5 5 5 8 4 10 7 8 8 3 1 7 6 4 0 2 4 6 8 10 12 Admission passes/tickets Banner placements Brochure ads Exhibit space PA announcements Parking passes Performer rides Poster ads Program ads Website presence Non-air show Air show FIGURE 16 Which of the following are typically part of the sponsorship program?

19 support and allow these groups to believe they are a part of the event. NINE MONTHS PRIOR TO EVENT Contingency Plans With all outdoor events, contingency planning is impor- tant. This is especially true for aeronautical events. What if it rains, for example? Will the event be canceled? If not, will attendees have anything else to do? Consider the following contingencies for an aeronautical special event: • Weather—Assess how weatherproof the event will be. If it rains, are there activities that can be held indoors, such as inside a large hangar? Also consider the park- ing area. Will it become impassable after a heavy rain? • Financial loss—Although financial loss can be mini- mized with effective planning and promotion, it can still occur. As an example, admission fees may be too high and the weather may impact attendance. To mitigate any potential for loss, it is advisable to make as many expenses as possible variable, rather than fixed. If the weather is forecast to be poor in the week leading up to the event, food and beverage orders may be reduced, for example. Some suppliers may also be willing to accept returns on unopened food and beverages. • Too much success—Although success is positive, it can create problems. Include a plan for overflow airplane and car parking. Have the ability to purchase more food and beverages if needed. Can additional portable toilets be delivered on short notice? (EAA 2009, p. 16). Temporary Frequencies Owing to the level of aircraft activity typically associated with aeronautical special events, and the use of temporary towers to control those aircraft, the creation of temporary air/ground frequencies may be needed. In that vein, the Spectrum Engineering Services group of the FAA has developed “Procedures for Assigning Temporary A/G Fre- quencies for Air Shows.” This group supports temporary aviation events by engineering and assigning frequencies that are used for communication between the aircraft that participate in the event and air traffic controllers and the air boss. When existing towers are used, existing frequen- cies are also used, although additional frequencies may be requested. For temporary towers, new temporary fre- quencies are always necessary. To obtain a temporary fre- quency license, the FAA requires applicants to coordinate with the FSDO and the Air Traffic Organization (ATO) Service Area Office at least 45 days before the “need date” (FAA 2012). Air Boss Ensuring safety during aircraft operations is imperative. An air boss, considered a required element of an air show and approved by the FAA, is often contracted to ensure safety of flight operations by overseeing aircraft movements and coordinating activities with performing pilots (Figure 18). As Gaffney (2009) states, “In every good air show, one of the most important ‘performers’ never gets in an air- plane, never leaves the ground, and never gets the crowd’s applause. That performer is the air boss, the unseen maestro of the air show’s aerial symphony” (p. 32). According to the FAA, the air boss is “the individual who has the primary responsibility for air show operations on the active taxi- ways, runways, and the surrounding air show demonstra- tion area” (FAA 2010). According to a 2010 ICAS survey, the majority of respondents strongly agree that the air boss is an essential element of the safety program for any air show. Among those participating in this survey, seven of nine hired an air boss for their air show, and all believe 8 8 9 9 7 8 4 6 8 4 6 12 12 5 6 5 4 7 0 5 10 15 Audience demographics Attendee demographics Basic facts Contact information Examples of marketing… Photographs Schedule of performers Site map Sponsorship package pricing Non-air show Air show FIGURE 17 Which of the following is typically included in the sponsorship proposal?

20 that the air boss is the one individual directly responsible for aircraft safety at the air show. According to a current air boss, the air boss “should be a subject matter expert in all things that are supposed to happen in front of the crowd line” (Gaffney p. 32). In reality, the duties of an air boss may vary, depending on the contract with the event sponsor. The air boss may develop a flying schedule, file FAA paperwork, brief pilots, and handle airspace. At non-towered airports, advance planning will determine if a non-air traffic control tower (ATCT) is needed to house the air boss, or if a temporary FAA ATCT tower is needed to manage the aviation event, including arrivals and departures. Although the air boss is not required to be located in a tower (either permanent or temporary), the event sponsor may decide to erect a tempo- rary tower to house the air boss. A temporary tower is most beneficial if a large number of arrivals and departures are expected, if the field or airspace is complex, or if an air show is planned. The FAA requires that a letter requesting a tem- porary tower be submitted to the Regional Administrator of the nearest FAA regional office at least six months before the event. If approved, the FAA may request reimburse- ment for expenses associated with the tower, including air traffic controller expenses. However, many temporary tow- ers are not FAA towers; rather, they are contracted through an outside source. In either event, NOTAMs are required to be issued as appropriate. Air Show Ground Operations Plans For Part 139-certificated airports, the Certificate of Waiver or Authorization is only one prerequisite to holding an air show. The FAA requires an Air Show Ground Operations Plan to be submitted by the event organizer or airport sponsor/manager to the FAA Regional Airports Division as part of FAA Form 7711-12. The Plan must address at least the following Part 139 issues related to the air show: • Airline operations—Consider procedures for commer- cial operations during air show activities or setup (spe- cial taxi routes, access to terminal gates, crowd control). • Marshaling personnel—Consider requiring all per- sonnel assisting with the ground movement of aircraft to wear orange safety vests and use orange batons or paddles. It is important to brief these personnel on air- craft arrival and departure procedures and ensure that a standardized set of signals and procedures are used. Wing-walkers for aircraft taxiing on the flight line are also essential. • Aircraft rescue and firefighting capability and spe- cial emergency response procedures—Consider pre- positioning of ARFF equipment, identification of emer- gency access routes, required ARFF personnel, hazardous materials procedures and training, and special emergency procedures specific to the air show. • Temporary arresting gear installed in a runway safety area—Consider the requirement to temporarily relocate a threshold to provide 1,000 feet of safety area past the arresting gear. The temporarily relocated threshold will require proper marking and lighting. • Integrity of runway safety areas, taxiway safety areas, object-free areas—Consider the center aiming point for military flight demonstration teams and what will be used, as well as whether airport maintenance personnel and equipment will be available to restore safety areas damaged by air show activities. • Pyrotechnic devices—Consider the location and place- ment of pyrotechnic devices and the safety of those opera- tions, including special procedures to provide protection of spectators and fire protection. • Temporary closures of runways and taxiways—If run- ways or taxiways will be closed, consider how they will be marked and any NOTAMs to be issued. • Movement area maintenance—Consider areas where aircraft or vehicles will be parked on the movement area or adjacent to the movement area and barriers or procedures to be in place to keep personnel and vehicles clear of active movement areas. • Fueling operations—Consider special fueling areas to be established during the event. • Public protection—Consider spectator areas, including crowd control barriers and procedures to be in place to protect spectators from jet blast, as well as taxi routes for air show aircraft in relation to the spectators. • Special self-inspections—Consider procedures and personnel to be responsible for safety self-inspections during the event, including planned time periods during which inspections will be performed. • Ground vehicle operations—Consider procedures for escorting personnel in the movement area, as well as air show-related personnel who will be authorized to operate vehicles on or adjacent to the movement area, FIGURE 18 Air boss at work during an event. (Source: Anonymous.)

21 and any special precautions or procedures to be in place during air show activities to prevent runway incursions. • Impact to NAVAIDs (navigational aids)—Consider which NAVAIDs will be impacted by air show activities and the personnel responsible for placing NAVAIDs in and out of service. • NOTAMs—Consider NOTAMs to be issued. • Mitigation of wildlife hazards—Consider any special wildlife mitigation procedures to be in place during the event (EAA 2009; FAA n.d.). FAA Concerns Application for Certificate of Waiver or Authorization According to 14 Code of Federal Regulations (CFR) Part 91.303, “No person may operate an aircraft in aerobatic flight— a) Over any congested area of a city, town, or settlement; b) Over an open air assembly of persons; c) Within the lateral boundaries of the surface areas of Class B, Class C, Class D, or Class E airspace desig- nated for an airport; d) Within 4 nautical miles of the center line of any Fed- eral airway; e) Below an altitude of 1,500 feet above the surface; or f) When flight visibility is less than 3 statute miles” (FAA 2003). Clearly, however, air shows involve numerous aerobatic maneuvers which would generally be near a congested area, an open air assembly of persons, within the lateral boundar- ies of terminal airspace, and below an altitude of 1,500 feet above the surface. Therefore, to allow airports to hold such an event and pilots to operate an aircraft not in compliance with the requirements of 14 CFR Part 91.303, a waiver or authorization is required by the FAA. Fortunately, the FAA has provided for this and spells out the process of applying for and obtaining such a waiver in Advisory Circular (AC) 91-45C, “Waivers: Aviation Events.” This AC is the premier FAA guidance on planning and organizing an aeronautical special event, including applying for a Certificate of Waiver or Authorization that is required for events involving aero- batic activity. These waivers are issued by the FAA when- ever the agency determines a proposed event will be in the public interest, and safety and environmental concerns can be satisfied. Waivers can vary in the degree of what is actually being waived. Some events require waiving the prohibition on aero- batic flight at less than 1,500 feet above the surface. Other events may require the FAA to lift aircraft speed limitations, minimum safe altitudes, or limitations while operating in the vicinity of airports. However, waiving the minimum three statute mile flight visibility is only granted when (a) air traf- fic can provide separation between participating aircraft and nonparticipating aircraft, and (b) when provisions are made to advise participants of any hazards presented by nonpar- ticipating aircraft. Additionally, 14 CFR Part 91.79(a) shall not be waived. 14 CFR Part 91.79(b) and (c) may be waived for aerial demonstrations by the U.S. Air Force “Thunder- birds,” the U.S. Navy “Blue Angels,” tactical aircraft dem- onstrations approved by the appropriate military command, and the Canadian “Snowbirds.” Performances by these teams are eligible for a waiver of Part 91.79(b) and (c) because they have developed maneuver packages that are approved by their command and the FAA. These maneuver packages entail normal routines that do not result in aerobatics over congested areas, over persons, or spectator areas. Additionally, a waiver may be issued to other performers for the purpose of: • Transitioning a congested area at less than the mini- mum altitudes described in Part 91.79(b) and (b) in nonaerobatic flight • Aerobatic flight demonstrations by ultralight vehicles • Conducting low passes over the runway below the minimum safe VFR altitudes as specified in 14 CFR Part 91.119 (FAA 1990). 14 CFR Part 91.905 contains a comprehensive list of flight procedures that the FAA may waive. Airports desiring to hold an aeronautical special event with aerobatic performances will need to complete and file FAA Form 771l-l, Certificate of Waiver or Authoriza- tion (with the assistance of the local FAA FSDO if neces- sary). The airport or organization holding the event will need to determine which sections of the FARs will need to be waived, based on the types of aeronautical opera- tions to be conducted during the event. Asking the follow- ing questions, according to the FAA, will assist with this determination: • What sort of routines will be staged? • Will there by demonstrations by small, slow-speed aircraft only or will high performance aircraft be involved? • Will military demonstration teams participate? • Will a parachute demonstration be staged? • Will the event include hot air balloon ascensions? FAA Form 7711-2, Application for Certificate of Waiver or Authorization is used when applying for FAA Form 7711-1, Certificate of Waiver or Authorization. AC 91-45C, Appendix 1, contains instructions for complet- ing FAA Form 7711-2. The most important items to be completed on the form have to do with the FAR section and number to be waived (Item 4), the proposed operation (Item 5), and the area of operation (Item 6). Specifically with regard to the area of operation, the FAA requires the

22 sponsor to depict the flight maneuvering area as a cubic or cylindrical cell of airspace. Also, the FAA requires current, properly marked charts, maps, drawings, or photographs of the area of operation. The FAA also requires any depic- tion to include to-scale indications of flight lines, show- lines, race courses, the location of the aviation event control point, police dispatch, ambulance, and firefighting equip- ment. Photographs and to-scale diagrams may be submitted as supplemental material. All flight operations will need to be limited to the area defined in the FAA-approved applica- tion (FAA 1990, p. 17). NOTAMs AC 150/5200-28D, entitled NOTAMs for Airport Opera- tors, explains the main purpose of NOTAMs—to provide essential information to personnel concerned with flight and airport operations. NOTAMs are used to provide informa- tion on unanticipated or temporary changes to components of, or hazards in, the National Airspace System (NAS). As a result, NOTAMs will often need to be issued by the airport in relation to an aeronautical special event. This may include notice of a runway, taxiway or airport closure; ramp closure; restriction on certain activities, etc. Temporary Flight Restrictions AC 91-63C, entitled Temporary Flight Restrictions (TFRs/ TFR), explains Temporary Flight Restrictions (TFRs) and the conditions by which the FAA may establish a TFR. A TFR is “a regulatory action issued through the NOTAM system to restrict certain aircraft from operating within a defined area, on a temporary basis, to protect persons or property in the air or on the ground” (FAA, 2004, p. 1). As stated in the AC, a TFR may be issued by the FAA for a number of reasons, includ- ing aerial demonstrations. For aerial demonstrations, and as necessary, the FAA issues a TFR under 14 CFR Part 91.145, Management of Aircraft Operations in the Vicinity of Aerial Demonstrations and Major Sporting Events. According to the AC, an aviation event organizer or participant may request a TFR. To make a request, in addition to filing Form 7711-2, airports submit a request to the Directors of Terminal or En Route and Oceanic Area Operations (or designee) at least 45 days before the event (FAA 2004). National Aviation Events Team The FAA has a National Aviation Events Team that is con- cerned with ensuring safety at aeronautical special events. The team is located at FAA headquarters in the Flight Standards General Aviation Division (AFS-800) and has identified typical areas of concerns, which include: • Pilot documentation with proper credentials for the air show performers and other aviation event participants, but not the non-participating pilots who fly in to watch the event • Air show briefings focused on safety • Nonessential personnel, including nonparticipating air- craft taxiing under aerobatic box during act • Cloud clearances, including smoke and cloud penetra- tion during performance • Crowd control, including aircraft starting and taxiing in close proximity to spectators • Qualification of air boss, including one with no aviation experience • Repositioning turns past end of runway over densely populated areas • The investigator in charge working outside FAA policy • Incidents not being reported to the national aviation events team or region • Scope of waiver, which should only be for the time needed, not a blanket time • Timeliness of waiver and authorization requests • Airport aerial event feasibility surveys, with a Google map not sufficient • TFR requirements, which are not imposed on event organizers • Industry knowledge of military and civilian team’s maneuver packages • FAA acceptance for civilian parachute team program • Safety and emergency plans • Responsible person • Invited assembly of people on “practice day” (Umstead 2011, slides 10–13). Airports considering organizing an aeronautical special event might want to remain aware of these concerns. FAA Surveillance of an Aviation Event Each year, FAA inspectors monitor hundreds of aviation events across the country. The primary objective of FAA FSDO surveillance is to determine if the holder of a Certifi- cate of Waiver or Authorization and the participating pilots/ aircraft are in compliance with the terms set forth in the waiver or authorization. During that process it is necessary for the inspectors to weave constantly through complex regulatory, technicalities and interpersonal situations. If it is determined that the conditions of the waiver or authorization are not being met, the FAA FSDO inspector may elect to cancel the event or require the holder of the waiver or authorization to take immediate corrective action before resuming the event. Aviation events are also gatherings of general aviation air- men and aircraft that arrive simply to observe the event, and their contact with FAA FSDO inspectors is rare. To ensure these pilots have a good experience, the FAA FSDO inspector follows these guidelines (FAA Order 8900.1): • Under no circumstances should these gatherings be targeted for a blanket sweep inspection of spectator airmen and aircraft. • The scope of the surveillance conducted on holder of the waiver or authorization, the aviation event performers,

23 and their aircraft will be determined by the FAA FSDO manager. • Inspectors assigned work functions at aviation events should strive to earn the confidence of the attending and participating airmen. • Inspectors must obtain the permission of the aircraft owner/operator before entering any aircraft. This general guidance does not preclude FAA FSDO inspec- tors from taking appropriate action to resolve situations they observe that require immediate corrective action. EIGHT MONTHS PRIOR TO EVENT Accommodations Performers, out-of-town attendees and participants will likely need accommodations to be arranged during the event. Even if the event does not incorporate performers who require lodg- ing, it is beneficial to arrange for hotel rooms and discounts for those affiliated with the event. Concessions, Vendors, and Fee Schedule At any special event, attendees expect to be able to purchase food, drink, and souvenirs. At an aeronautical special event, arrangements for these concessions and vendors are generally through contract providers (or possibly through charitable organizations or volunteers). “An excellent way to win sup- port in the community is to invite area nonprofit organizations, such as the Rotary Club, Lions Club, church groups, or Boy Scouts or Girl Scouts, to set up concession stands. . . . One caveat, however: Insist on experience. Don’t risk your event on first-time nonprofit food concessionaires” (AOPA 2007, p. 10). Although it is important to offer concessions and ven- dors, it is advisable to do this prudently. Too many vendors will result in diluted vendor profits. Variety is often the key to success. Local regulations may also require vendors and con- cessionaries to possess appropriate permits or licenses to sell food, beverages, and souvenir products, and the event sponsor will need to insist this is accomplished. The event sponsor may decide to charge concessionaires and vendors a flat fee, a percentage of gross sales, or enter into some other arrangement. If nonprofits are serving as concessionaries and vendors, they may be allowed to keep all proceeds. In these cases, it is advantageous for attendees to know, for example, that “100% of proceeds from food and beverage sales benefit the Rotary Club.” Security and Emergency Planning Aviation security forever changed as a result of the terrorist attacks on September 11, 2001. Today, aeronautical special events deserve special consideration for security and emer- gency planning. For events held at Part 139-certified airports, TSA Part 1542 defines the airport’s security requirements. Certified airports will already have an Airport Security Plan (ASP) in place, but it is advantageous to also con- sider the unique security issues associated with aeronautical special events and the large crowds they attract. Although these security requirements may be addressed in an event- specific security plan, often airports develop an emergency plan for the event, which may also incorporate security con- siderations unique to the event. According to Rozek and Hansen (2003): A good emergency plan for an air show [or other aeronautical event] now needs to cover responses to terrorist acts, all types of explosions (accidental or purposeful) and plane crashes, in addi- tion to typical crowd-control issues, fires, a multitude of medical problems, as well as natural disasters such as high winds, tor- nado, or flooding—all that before the unexpected (p. 31). Cooperatively working with local law enforcement to ensure an effective security posture is important. Regarding secu- rity threats, including possible terrorist attacks, Rozek and Hansen (2003) suggest thinking like potential terrorists. This requires an awareness of any weaknesses in the airport’s security posture, which can be corrected with the insight of local law enforcement. Although an actual terrorist attack is unlikely with proper security measures in place, industry data has shown that for “every minor or major aircraft-related incident . . . there may be as many as 47 nonaircraft-related accidents, including golf cart accidents, parking lot incidents, problems involving wind or thunderstorms, pyro-induced damage to property, and the unavoidable and relatively frequent ‘trip and fall’ accidents” (Cudahy 2005, p. 25). Accordingly, a Comprehensive Air Show Emergency Response Plan (CASERP), which is tested or discussed annually, should be developed for all air shows (Cudahy 2005). The CASERP may be separate from the Air- port Emergency Plan (AEP) required by 14 CFR Part 139.325. In this way, it is unique to the aviation event (Appendix L). Although GA airports are not required to have an AEP in place, nine of 10 airports responding to a recent survey have one in place (Williams 2007) (Figures 19 and 20). FIGURE 19 Emergency response during an aeronautical special event. (Source: Anonymous.)

24 The CASERP is developed in consideration of the National Incident Management Systems (NIMS), which provides a set of standardized organizational structures [such as the Incident Command System (ICS), multiagency coordination systems, and public information systems], as well as processes, pro- cedures, and systems in training, resource management, personnel qualification and certification, equipment cer- tification, communications and information management, technology support, and continuous system improvement. According to the FAA (2010b, p. 4), “The NIMS uses a systems approach to integrate the best of existing processes and methods into a unified national framework for incident management.” Establishing proper channels of communication is impor- tant in being prepared for an emergency. According to Rozek and Hansen, “early and frequent communication should be officially established between the air show and all the groups which will be involved with your emergency response plan— local, county, state, and federal law enforcement agencies as well as fire and emergency services” (p. 32). Training for the unthinkable is also key in ensuring event safety. Consider con- ducting a tabletop or mini-exercise to provide a scenario-based level of preparedness. The process of conducting such an exer- cise may reveal possible weaknesses in the AEP and/or the CASERP that may need to be addressed. Additionally, decid- ing where to locate a command center, in case of emergency, is important. By locating the command center away from crowds, onlookers, and the media, security can be better ensured. It is also important to prevent unauthorized access by individ- uals without proper credentials. Although Security Identi- fication Display Area (SIDA) badges may already be in the possession of those who would need access to a command center, by developing credentials and distributing these cre- dentials immediately prior to the event to those who may need them will provide less time for unauthorized duplica- tion. Controlling gate entrance points is another layer of security—possibly the first. Having uniformed personnel to control access is also important (Rozek and Hansen 2003; Williams 2007). Although the event sponsor will determine security needs based on the aeronautical and nonaeronautical events, specta- tor areas, etc., the FAA does provide guidance on policing. Specifically, if fencing is used for crowd control, there may be little need for crowd control personnel. However, if the crowd is only cordoned off, it might be necessary to enlist crowd control/security personnel. The FAA is quick to remind air- ports that crowd control is an event sponsor responsibility, not the FAA’s. The FAA also reminds airports that areas beneath the aerobatic maneuvering box need to be cleared of vehicles, persons, and vessels, possibly requiring policing and road closures. If structures are beneath aerobatic maneu- vering areas, these buildings are required to be evacuated. This may require advance notice to owners of private prop- erty and buildings, as well as active policing during the event (FAA 1990). Educating attendees about safety rules and procedures during the event will contribute to a safe event. This can be done with signage and regular announcements over the PA system. Keeping an eye out for tripping and slipping hazards is part of a proactive safety posture. This also involves mini- mizing stairs and platforms if possible. All tables, chairs, power cords, fire extinguishers, etc. will need to be in good operating condition as well (EAA 2009). Because of the inherent risk in aeronautical events, orga- nizing emergency response facilities and personnel is essen- tial. Some performers may actually stipulate adequate first aid, emergency medical transportation, and fire rescue ser- vices to be available on-site before agreeing to perform at the event. Although mutual aid or private first aid/ambulance providers may be relied upon to provide this service, the FAA recommends consideration of the following: • Physician—An emergency rescue squad, paramedics, emergency medical technicians, or a first-aid station can be substituted for a physician, except for events that are a great distance from a hospital or medical clinic. • Ambulance—If an emergency rescue squad is provided, an ambulance is also typically provided. • Firetruck/crash wagon—Although aircraft rescue fire- fighting (ARFF) equipment is preferred, if performers are willing to accept a pickup truck with handheld fire extinguishers, this would suffice. The number of non- participating aircraft flying into the event will also have a bearing on the type of equipment used. A key component of the emergency plan is developing a training program for fire truck and crash wagon first respond- ers. Ensuring that first responders are familiar with each type of aircraft, performer and nonparticipant, and the equipment installed in them (e.g., ballistic parachutes, ejection seats, fuel cutoff switches, etc.) and the best methods to extract pilots/ passengers from the aircraft will reduce potential delays in emergency management of the incident site. FIGURE 20 ARFF on standby. (Source: Anonymous.)

25 All nine survey participants holding air shows devel- oped a safety/security plan for the air show, as well as an emergency plan specific to the air show. On the other hand, about two-thirds (16 of 23) of survey participants holding events other than air shows developed a safety/security plan, whereas about half (11) developed an emergency plan spe- cific to the event. Media Plan Members of the media are typically always interested in aero- nautical special events, and as such, it is important to develop a plan for dealing with the media. First, consider credential- ing. Media personnel, including reporters, will prefer access close to the activities, and if this access will allow them an opportunity to go places “off limits” to attendees, requiring appropriate credentials will be key to allowing media access. Volunteers and security personnel will need to know specifi- cally which credentials allow access to typically “off limits” areas. Second, consider media staging areas. Especially if sat- ellite trucks are involved, consider where these can be located to allow the media access to them, but without blocking access roads, parking areas, etc. Third, consider media arrival time. Allowing them access earlier than the general public may pre- vent congestion caused by slow moving media trucks search- ing for the media staging area, and provide additional time for set-up. It is also beneficial to consider communication with the media during a crisis. Developing a crisis media plan or strategy will be helpful in avoiding public relations disas- ters that may result from an accident or incident at the event. According to Berman (2005), a crisis media plan is “like insurance: you hope you’ll never need it, but it’s short- sighted not to have it” (p. 33). Although it may be difficult to plan a media response to an event that has not yet occurred, it is important to keep the “Four R’s” of crisis management in mind: • Regret—Be sorry about the problem that has developed, even if it is not your fault. • Reform—Inform the media about steps being taken to make sure this problem does not re-occur. • Restitution—If appropriate, discuss how those harmed by the event will be compensated. • Responsibility—Take responsibility for solving the problem (Berman 2005, p. 34). In the end, it is important to develop a crisis media plan, train spokespeople, test the plan through simulated drills, and revise and update the plan regularly (Berman). Of survey par- ticipants holding air shows, nine of 10 develop a strategy or plan to handle the media during a crisis. Among those survey participants holding events other than air shows, only one out of four develop a strategy or plan to handle the media during a crisis. SEVEN MONTHS PRIOR TO EVENT Layout Plan With many different activities planned for the event, it is important to develop a ramp layout that will graphically indi- cate where all activities and aircraft will be located, including: • Static display aircraft • Performer aircraft • Portable toilets • First aid • Entrance gates • Concessions • Crowd lines • Show lines • Parking areas • Chalets. Establishing Crowd Lines and Show Lines In defining the area for the event and ensuring protection for spectators, establishing show lines should be the first order of business. According to the FAA, a show line, which is required for an air show, is defined as “a prominent, read- ily visible ground reference such as a river, runway, taxiway, canal, breakwater, road, or any straight line that enhances pilot orientation during aerobatic routines” (FAA 1990, p. ii). In essence, the show line serves as the horizontal axis for the air show, providing guidance to the performers during their routines. Although natural show lines, such as a river, are pre- ferred, snow fences spread flat on the ground may also serve as an acceptable show line. Less preferable are lines of parked buses, cars, or boats (FAA 1990). A 500-foot show line is the minimum required horizontal distance. This minimum distance is never waived with regard to any spectator area. This requires airports or event organiz- ers to ensure that routines involving several aircraft in forma- tion or nonaerobatic fly-bys are not closer than 500 feet to the spectator area. In practice, this may require the show line to be more than 500 feet from the spectator area. Additional distances may be required by the FAA based on the category of aircraft operating at the event (Table 1). Category Cruise Speed Showline Distance from Spectator Area I II Aerobatic helicopters 1,000 feet 1,500 feet III More than 245 knots More than 156 knots, but less than 245 knots Less than 156 knots Aerobatic gliders Non-aerobatic aircraft 500 feet Source: FAA (1990, p. 10). TABLE 1 SHOWLINE CATEGORIES, SPEEDS, AND DISTANCES

26 Regardless of the specific site selected, it is important to remember that any site selected for aerobatic demon- strations must be void of vehicles, persons, or inhabited structures during the performance. Additionally, if 1,000 feet does not exist between primary and secondary spec- tator areas, the location will not be approved for an avia- tion event waiver. Similarly, if the site cannot provide a 500-foot separation between the show line and the spec- tators, the location will not be considered for an aviation event waiver (FAA 1990). Spectator areas, as defined by the FAA, include both the primary spectator area and the secondary spectator area. The primary spectator area is the main area provided by the spon- sor for spectator use. This is the area where the public gener- ally expects to view the air show. The secondary spectator area may be any other area where persons have a natural tendency to gather to observe the event, perhaps to avoid paying an admission fee. This is generally an area opposite the show line from the primary spectator area or a road, etc. It is important for the airport to consider potential gathering areas and specify secondary spectator areas before the event because it will not be possible to vacate people from second- ary spectator areas. Although the minimums listed in Table 1 are well-defined, the FAA does allow some leeway in applying these show line distances. For Category I aircraft, if the spectator area can- not be moved and the only well-defined show line is closer than 1,500 feet, the show line may be approved down to an absolute minimum of 1,200 feet. A similar reduction is not allowed related to the secondary spectator area. As a result, in no case will the FAA allow less than 2,700 feet between primary and secondary spectator areas. For Category II air- craft, the show line may be moved to a minimum of 800 feet from the spectator area. In no case will the FAA allow less than 1,000 feet between the primary and the secondary spec- tator areas. For Category III aircraft, 500 feet is the minimum (FAA 1990). SIX MONTHS PRIOR TO EVENT Signage Signage for the day of the event is the most common method of relaying information to attendees once on site, as well as guid- ing everyone to the event site. Although there may be adequate signage on the interstate and local roads directing everyone to the airport, it may be more effective to also erect site-specific signage. In this way, attendees arriving from outside the local area will be more easily directed to the site. Signage on the event grounds directing attendees to concession areas, rest- rooms, first aid areas, and ATMs will also prove beneficial. As signage will take time to create, it is important to consider it six months before the event. Support Facilities With hundreds or possibly thousands of people attending an aeronautical event, support facilities are essential for com- fort, starting with portable toilets if permanent facilities with restrooms are not on site. A general guideline is a minimum of one toilet for every 250 attendees. Generally, if alcoholic beverages are consumed at the event, the number of units should be increased by 10%. It is important to keep facilities clean and well-stocked, which may require a service truck on premises at all times. It may be beneficial to contract more upscale restroom facilities that can be moved to the site on a self-contained mobile platform. Most self-contained units can service 5,000 people per day (10% fewer if alcoholic beverages are consumed). Second, providing multiple trash receptacles within 100 feet of each food or beverage location will not only serve to meet attendee needs, but will also result in cleaner event grounds. Trash liners will need to be changed every two hours. If there are not enough trash cans or if they are overflowing, litter will become a significant problem during the event and nega- tively impact overall appearance, thus affecting attendee sat- isfaction. Innovative event organizers may paint a sponsor’s logo on trash cans for even more value-added sponsorship. In planning for support facilities, it is also important to consider the needs of handicapped attendees. Those in wheelchairs or powered scooters, or using service animals or other mobility aids should have the same access to the air show and other aeronautical and nonaeronautical events, as well as food and beverage, retail vendors, restrooms, and first aid. Providing full access to the event will require ramps, handicapped parking and seating, signage, and proximity of restrooms and food and beverage vendors to accommodate those attendees with special needs (EAA 2009; Brown 2010; R. Hansen, personal communication). Volunteers An aeronautical special event will require a large number of personnel to handle aircraft parking, vehicle parking, security, crowd control, information, food and beverage concessions, vendors, ticketing and entrance gates, and more. Event spon- sors have historically relied on volunteers for such tasks. As one airport director has cautioned, however, “You can actu- ally have too many volunteers.” To avoid this, and to make certain that the volunteers that are utilized are utilized effec- tively, some event sponsors have found it helpful to develop a volunteer handbook. The Hawaii Air Show Invitational volunteer handbook states, “Becoming a volunteer at Hawaii Air Show Invita- tional is an exciting and rewarding experience. We want to make all volunteers and guests welcome. This Handbook is

27 designed to help make your experience [as a volunteer] as safe, enjoyable, and uncomplicated as possible” (Hawaii Air Show Invitational 2011, p. i). The handbook contains the following elements: • Air show site plan • Becoming a volunteer • Volunteer training • Volunteer tent • Volunteer work process • Air show/Airport operation schedule • First aid • Emergency procedures • Security • Guest services/Information • Problem solving • Website. In addition to receiving a copy of the handbook, volunteers at the Hawaii Air Show Invitational are required to attend a volunteer training meeting. In recognition of the importance of volunteers in answering questions from attendees, the hand- book contains important information on all areas for which volunteers may be asked questions. Volunteers at the Oregon International Air Show are required to read and follow regulations and expectations and to sign a volunteer release form. The Oregon Air Show has also developed a volunteer safety training program (Appen- dix G) that cover the following topics: • Safety concern highlights • Safety check-off list per area • Non-emergency contact information • How to contact security or safety personnel • Review of key safety locations on the field during the air show • Proper clothing and sun protection (“Safety from the Ground Up” 2011, p. 4). Among participating airports holding air shows, five of nine have fewer than 200 volunteers. Three, however, have more than 1,000 volunteers (Figure 21). Among participating airports holding events other than air shows, the vast majority (20 of 23) have fewer than 50 volunteers, with some having as many as 300. Volunteers for air shows were generally provided by community groups, airport tenants, and the local EAA chap- ter. Volunteers for events other than air shows were generally individuals, the local EAA chapter, and airport tenants. Other sources of volunteers for air shows and non-air shows include businesses, city/county staff, flying clubs, schools/universities, and state aviation agencies. Vehicle Parking/Traffic Aeronautical special events often draw hundreds, if not thou- sands, of attendees. Although some participants may fly in, generally a large majority will drive to the site. Thus, providing sufficient prepared area for parking is important (Figure 22). As one expert puts it, “The objective is to keep cars from backing up on the street and to maximize the number of cars that can be parked in a given space” (Brown 2010, p. 50). According to this expert, on average, each car brings in 2.8 persons. Another expert suggests 3.3 persons per car (Oldham 2006). Whichever number is applied, each car requires a space that is 10 feet wide by 20 feet long, with an aisle equivalent to the space required for one car for every two cars. This equals 600 square feet for two cars, including the aisle, or 300 square 1 2 0 1 3 17 3 22 00 0 00 00 00 00 00 0 1 0 2 4 6 8 10 12 14 16 18 Airshow Non-airshow Le ss tha n 5 0 50 -10 0 10 1-2 00 20 1-3 00 30 1-4 00 40 1-5 00 50 1-6 00 60 1-7 00 70 1-8 00 80 1-9 00 90 1-1 00 0 Mo re tha n 1 00 0 FIGURE 21 Number of volunteers.

28 feet per car. About 145 cars can be parked per acre. For example, if an event is anticipating 5,000 people, and if all of these attendees will be parked at the same time, at 2.8 people per car, there will be 1,785 cars parked simultane- ously. At 300 square feet per car, a total 535,714 square feet (or about 12 acres) of parking area would be needed (Brown 2010). Remember, traffic flow into an event is usu- ally spread out over several hours, while traffic flow out of the event may occur during a short time period, which can lead to significant congestion for vehicles exiting the site (EAA 2009). To assist with determining parking needs and providing adequate parking area, survey participants suggest: • Hiring a professional parking contractor • Initiating a free shuttle service from satellite parking areas off-site • Using a tally counter as autos enter the airport to main- tain a real-time count/inventory • Using early registration or advance ticket sales plus 20% to gauge number of autos in advance • Using prior year as a baseline • Providing a properly prepared surface (such as black- top, gravel, or concrete) to avoid the fire hazard of park- ing vehicles over dry grass. Once sufficient space is arranged, adequate signage, cones, and personnel will need to be in place to guide driv- ers as they enter and exit the site. It is helpful to have cones and signs in place one day before the event, with person- nel in place 90 minutes before gate opening on the day of the event. Positioning some personnel at the entrance and others at the first row allows drivers to be directed from row to row so that every space is completely utilized. It is important for personnel to have bright flags and properly use them by keeping them high in the air: If drivers are not guided, they will tend to leave space between cars, pre- venting efficient utilization of the parking area and possi- bly resulting in drivers being turned away (Brown, 2010). Rather than just keeping a few of these points in mind, experts suggest developing a comprehensive traffic manage- ment plan to guide the flow of traffic and parking. Such a plan may have the following components: • Site access and parking plan—Designed to provide a birds-eye view of the site, including all parking areas and entrance and exit areas. • Traffic flow plan—Consider the flow of traffic into and out of the site, especially if there will be large volumes of autos leaving simultaneously. • Traffic control plan—Consider how traffic will be con- trolled, to prevent a “free-for-all” with parking and as autos are entering or exiting. • Traveler information plan—Consider how those travel- ing to the air show from outside the local commu- nity will access the site, including interstate exits, use of city streets, alternate routes, etc. Will preferred or suggested travel routes be made available to these individuals prior to their leaving for the event? If not, everyone will take the most convenient “GPS- route” which may result in unacceptable levels of congestion. • Local resident information plan-–Consider how local residents will travel to the event. Also consider how spillover traffic may affect residential streets by indi- viduals who choose to park on the street. • Traffic surveillance plan—Consider how surveillance of the traffic situation during the event will take place. Will local law enforcement be relied upon? Any alter- nate plans if necessary? • Incident management and safety plan—Although such a plan will be developed for aircraft activities, consider also a traffic incident. How will safety be enhanced in the parking areas at night? Will first responders have easy access to parking areas if there is a car fire or other emergency? • Staffing assignment plan, contact list—This will include a list of all staff and volunteers assigned to parking and traffic management, with their contact information (whether radio, cell phone, or other). • Contingency plan—Owing to the sheer volume of vehicles that will be arriving on site, it is important to develop a contingency plan. What if all parking areas are full and more vehicles are arriving? What if there is a car fire? (Oldham 2006, p. 18). All nine survey participants holding air shows had traffic management plans; nearly two-thirds (16 of 23) of survey participants holding events other than air shows had plans. As seen in Figure 23, signage is the most common technique used to manage parking, whether the event is an air show or non-air show. Another common response was the use of volunteers to direct traffic. FIGURE 22 Automobile parking at an aeronautical special event. (Source: Anonymous.)

29 Emergency Aircraft Repair Plan One consideration often overlooked during the organizing phase of an event is that an aircraft may become disabled during the event. As such, an event organizer may wish to arrange for dedicated assistance and facilities through an emergency aircraft repair plan. Often, this may be pro- vided through an on-field FBO. If aircraft manufacturers are exhibiting, they will also likely have a show mainte- nance package. At a minimum, volunteers can be on standby with auxiliary power units in case a “jumpstart” is needed. One example of an event equipped with emergency air- craft repair is that of EAA AirVenture, which has a facil- ity staffed by the volunteers of EAA chapter 75 staff to provide assistance to pilots of disabled aircraft by mak- ing repairs to enable a safe return flight or ferry flight for permanent repairs. The volunteers staffing the facility can also provide hand tools, jacks, clocks, air, torches, weld- ing equipment, drills, brake and magneto tools, plug clean- ers, battery chargers, a field level maintenance shop, some manuals, and limited technical assistance to aircraft owners (“Emergency Aircraft Repair” 2012; J. Collins, AOPA, personal communication, October 2012). FIVE TO TWO MONTHS PRIOR TO EVENT Special Invitations Although marketing will be in place to attract the general pub- lic, including those outside the local area, consider those groups of people that may benefit from attending the event but might not attend unless they are personally invited. This includes decision-makers; media; critics; local, state, and federal gov- ernmental officials, and civic organizations. To benefit these groups, consider offering “VIP” passes, to include guided tours, special seating, or other personal attention (AOPA 2007). ONE MONTH PRIOR TO EVENT Review and Promote By one month prior to the event, most every task should have been accomplished. This final month should be used to review the event checklist, follow up on any remaining open items, and emphasize promotion. Additionally, in the days before the event, it is important that the media once again be reminded about the event through press releases and a final planning meeting be held with participants. 5 6 6 9 1 2 7 14 0 5 10 15 Paid parking personnel Two-way roads turned into one- way Uniformed officers directing traffic Signage Non-air show Air show FIGURE 23 Which of the following requirements were in place to manage parking during the event?