Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports (2023)

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127   A P P E N D I X C Sample Diversion Plans, Checklists, and Training Exercises SAMPLE GRAB AND GO DIVERSION CHECKLIST (FOR AIRPORT SUPERVISORS) COURTESY OF AVIATION INNOVATION, LLC RECORD DIVERTED FLIGHT INFORMATION: Notified by: ___________________ Time of notification: ___________________  Flight information: ______________  Aircraft Operator: __________________  Ground Handler: ___________________  Flight number: ____________Origin: ________ Destination: _________  Aircraft type: ____________  Domestic  International (Pre-cleared status: ________________)  Number of passengers: _____ Number of crew: ____ Crew time left: ____________  Special needs passengers: ____________ Pets/animals on board: __________  RECORD DIVERSION TYPE AND TIMING Gas and Go (See gas and go section) Medical Emergency (See medical emergency section) Multiple Diversions / Deplaning (See multiple diversions / deplaning section) International Diversion (see international section) Extended Delay (see extended delay section) Estimated time of arrival ________________ Time landed _______________ Gate or location __________________ Estimated departure time _______________  GAS AND GO DIVERSION Contact airline station manager, ATC and FBO/ground handler – Coordinate gate or parking area Contact FBO/ground handler – Request airstairs and equipment for refueling Monitor timing (See extended delays section) Record departure time _____________  MEDICAL EMERGENCY DIVERSION Receive notification via crash phone / alarm system Contact airline station manager, ATC and FBO/ground handler  Determine aircraft location and coordinate gate or parking area  Secure airstairs for deplaning; communicate special needs (e.g., ADA equipment) requests Contact law enforcement to standby aircraft and ensure no one other than a patient and family deplane; assist with crowd control (curious bystanders, volunteers) If international flight – designate law enforcement to escort patient and family to hospital until cleared by CBP; provide CBP with patient and family names Record departure time ____________

128 Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports Coordinate with airline station managers for passenger care provisions or see extended delay section for passenger care provisions Notify maintenance of additional terminal cleaning duties; check on supplies status Notify TSA of after-hours or extra staffing needed Monitor timing (See extended delays section) Record departure time(s) ____________ INTERNATIONAL DIVERSION Contact airline station manager, ATC and FBO/ground handler – Coordinate gate or parking area Contact CBP – Request gas and go procedures (or deplaning procedures – see below) Contact FBO/ground handler or ARFF – Request standby or secure airstairs for refueling Notify law enforcement to standby aircraft Monitor timing (See extended delays section) Implement procedures for deplaning international passengers: Contact CBP to allow deplaning into an isolated / sterile / secure area Contact FBO/ground handler/ARFF to secure airstairs for deplaning; communicate special needs (e.g., ADA equipment) requests Contact law enforcement to: Set up sterile area (place barriers at selected location) Restrict access to doors at selected location Ensure minimum number of approved security are available Notify CBP and law enforcement of all employees working in the sterile area Conduct recovery procedures Coordinate with airline station manager for passenger care items or see extended delay section for passenger care provisions Receive notification from CBP to release passenger and crew Notify TSA if rescreening involved Ensure trash is collected from the sterile area and give to operating airline for placement on international aircraft Collect names of all local employees involved in an international diverted flight Record departure time ____________ EXTENDED DELAY Passenger Care Provisions Notify operations/maintenance/ARFF to assist with passenger care items (water, blankets, etc.) and animal/pet relief assistance Notify concessions (for supplies/staffing) and/or local stores Contact Convention and Visitors Bureau for status update on hotel room availability Notify ground transportation (buses) and local hotels Notify TSA of after-hours or increased staffing needed Notify law enforcement to assist with crowd control Timing: 60 min – Talk with station manager; coordinate parking; brief operations department 90 min – Request updated departure/deplaning timeline 120 min – Ensure passengers have access to snack/beverage and lavatory; request update from airline – if longer than 30 minutes, request deplaning services 150 min (threshold) – Require deplaning to commence if no safety issues exist; contact concessions and maintenance for additional services/staffing Record departure time ____________ MULTIPLE DIVERSIONS / DEPLANING Contact airline station manager, ATC and FBO/ground handler (Coordinate gates/parking areas) Contact FBO/ground handler/ARFF to secure airstairs for deplaning; communicate special needs (e.g., ADA equipment) requests Notify law enforcement to assist with escorting passengers from remote parking to the terminal; assist with crowd control; animal/pet relief assistance Conduct recovery procedures

Sample Diversion Plans, Checklists, and Training Exercises 129   SAMPLE AIRPORT DIVERSION CHECKLIST Courtesy of Dane County Regional-Truax Field IROPS – INTERNATIONAL DIVERT (1 of 3) Airport Operations Supervisor Checklist NOTIFIED BY:______________ TIME: _________ AIRCRAFT OPERATOR: _______________________ GROUND HANDLER: __________________________ FLIGHT #: _________________________ ORIGIN:____________________________DESTINATION: ___________________ AIRCRAFT TYPE: ____________________ PRE-CLEARED STATUS: ____________________ # OF PASSENGERS: ___________________ # OF CREW: ______________ ESTIMATE TIME OF ARRIVAL: ___________________ EXTENDED STAY: FUEL & GO: MEDICAL EMERGENCY: TIME LANDED: _____________________ GATE # OR LOCATION: _______________________________ ANTICIPATED DEPATURE TIME: ____________________________ Airport Operations will serve as point of contact and coordination with airlines, CBP, DCSO, and TSA. To be completed by one of the following: TASK Ops 4 Ops 3 Sh 1 ATC CBP Airline TSA Co 16 Airport Operations notified of International Divert Obtain pertinent flight information from airline (listed above in red) Contact CBP Determine aircraft location Notify DCSO Notify TSA Coordination Center Notify Ops 3

130 Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports Place barriers at selected location according to plan Restrict access to doors at selected location Ensure minimum number of approved guard are available Notify Concessions for extended hours or kiosk service Notify CBP of all employees working in sterile area Determine aircraft location Provide CBP with patient and family names IROPS – INTERNATIONAL DIVERT (2 of 3) TASK Ops 4 Ops 3 Sh 1 ATC CBP Airline TSA Co 16 Extended Stay CBP allows passengers into isolated area Passengers deplane into isolated area CBP on-site CBP releases passengers / crew Medical Emergency Notified via Crash Phone Ensure no one other than patient and family deplane LEO will escort patient and family to hospital until cleared by CBP Aircraft Departs

Sample Diversion Plans, Checklists, and Training Exercises 131   IROPS – INTERNATIONAL DIVERT (3 of 3) TASK Ops 4 Ops 3 Sh 1 ATC CBP Airline TSA Co 16 Fuel & Go CBP allows refueling DCSO stand-by aircraft Notify ARFF stand-by or airstairs for refueling Aircraft departs Recovery CBP releases passengers and crew Determine if passengers need TSA screening Collect all trash from isolated area and give to operating airline for placement on international aircraft Collect names of all local employees involved in international divert

132 Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports SAMPLE DIVERSION CHECKLIST FROM ACRP GUIDANCE From ACRP Report 65: Guidebook for Airport Irregular Operations (IROPS) Contingency Planning (Tool 16) TOOL 16 – DIVERSION CHECKLIST (Edit as necessary to meet your airport’s needs) Purpose: When aircraft are diverted, passengers end up in unexpected places at unexpected times, and service providers need to coordinate efforts to accommodate their needs. In the event an aircraft is diverted to a diversion airport, this tool provides the steps that should be taken by airlines and the diversion airport (including their public safety department [airport police]) before, during, and after a diversion event. Roles of airlines, airport operation (specifically the operations manager and duty manager), and the public safety department are outlined in this tool. AIRLINE Before: • Notify airport operations. Include: Airline Approximate arrival time Approximate departure time – if available Reason for potential diversion Intentions (examples: gas and go, extended delay, or unknown) Potential services needed Number of passengers on board During: • Communicate plane’s intentions to airport operations. • Confirm airport operations and ensure that the duty manager will assist with communication. • If necessary, ask for assistance. Determine who will coordinate passenger accommodations, including: Food Transportation Lodging Security Special Needs • Communicate status to necessary service providers at least every 30 minutes. After: • Supervisor – obtain feedback from employees about what went well, what did not, and what changes could be made. • Manager and supervisor join post-diversion conference call with airport.

Sample Diversion Plans, Checklists, and Training Exercises 133   AIRPORT OPERATIONS Before: • Create a 24/7 email contact/distribution list of major airport stakeholders in your region, including diversion airports, to communicate status and track diverted flights. For hubs and large airports, establish a conference call with key stakeholders 24 to 48 hours prior to severe weather forecasts to facilitate communications and coordination (i.e., National Weather Service, FAA, airlines, CBP, TSA, and airport departments). • When notified by airline of a diversion, communicate to airlines that airport operations will be the point of contact during the event. • Determine whether this is a regular diversion (airline and aircraft that are regularly serviced at airport). If regular aircraft/airlines, determine and communicate equipment available to help service (see attached sample equipment list) If airline has no representation at airport, determine potential services needed and communicate what equipment/options are available to service particular aircraft (see included sample equipment list) • International diversions: Have a plan in place ahead of time with CBP to handle and/or offload passengers from international diversions, especially if there are no CBP officers or facilities present at an airport. At a minimum, coordinate with the regional CBP official and local law enforcement to share important CBP contact information, such as 24/7 phone numbers. During: Operations Center Notify: • Airport duty manager in charge • Law enforcement officer (LEO) in charge • Federal security director (FSD) • Senior duty manager (or deputy aviation director – airside operations) • Concessions, if services are needed • CBP (if international flight, need 24/7 contact information) • Communicate with airlines frequently during event (at least every half hour). • Remind airlines of available assistance, including: Additional resources (If aircraft cannot taxi from its location, coordinate to use local FBOs and/or aircraft recovery service to have aircraft removed.) Ability to contact resources for airlines if requested Use of social media to inform passengers Providing of flight information display systems (FIDS) updates Communicate status to necessary service providers at least every 30 minutes. Ascertain who is making the decisions about the status of an aircraft regarding loading and unloading of passengers, bags, and cargo. This is especially important if an airline is not represented at an airport; airport staff should find out from the flight crew some of the system operations centers (SOCs) or headquarters phone numbers so that they can contact someone in a position to make a decision at critical times (such as when the 3- and 4-hour rule is reached). This should be done as soon as the aircraft is grounded and parked.

134 Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports Airport Operations Manager • When notified of a possible diversion, contact the applicable airline to determine the potential length of the delay. • Record in diversion contact log: Date/time Air carrier name and contact information Flight number Aircraft type and tail number Passenger count Arriving from/original route Parking location Reason for diversion ETA/ETD Jet bridge use and departing flight number Crew time left (international flights only) Services needed • Determine gate needs (coordinate a gate from which to deplane if delay exceeds 3 hours for domestic flights and 4 hours for international flights), whether airline will accommodate aircraft at their regularly assigned gate(s), and can or will they accommodate other airlines. Gate options must take into consideration: Aircraft type/size Access to restroom facilities and restroom service needs Access to vending machines Access to drinking fountains Food and beverage services through tenant restaurant vendor Ability to restrict international passengers from mixing with domestic passengers* Airline support to contain passengers isolated from domestic passengers* No CBP processing available for international flights* *international flights only • If no gates are available: Coordinate with airlines and ATC services to direct aircraft to park at alternate parking location, escort marshaling/ground handling crew as necessary Coordinate with airline or ground handlers to provide access to aircraft for air stairs, refueling, lavatory services, ground power units (GPUs), and other ground service equipment (GSE) Coordinate deplaning of passengers via air stairs and buses or via loading bridge at terminal when delay exceeds 3 hours (4 hours for international flights) and/or when airline requests access to terminal • If the aircraft delay is a departure and the passengers are deplaned at the terminal: Screening for passengers who leave the concourses must be provided or passengers must remain in the sterile area and food, beverage, and restroom facilities must be provided until the passengers are reboarded for departure

Sample Diversion Plans, Checklists, and Training Exercises 135   • If the projected time at the gate is after the time that screening is closed: Coordinate passenger screening operations to remain open or coordinate with the LEO to provide staffing of the checkpoint to prevent re-entry of unscreened passengers • Coordinate provisions with the airport’s concessions. • Ensure that LEO is available to assist with disruptive passenger(s). • Maintain contact with the airline representative to determine if the flight may be cancelled and, if so, the airline’s intentions concerning its passengers. • For international flights: • Coordinate with CBP port director for any concerns for passenger boarding/containment • Arrange for LEO to monitor passengers to prevent mixing with domestic passengers (must be local airline employee or air crew members when no local representative is available) • Establish visual or physical perimeter stanchions, seating, and so forth to contain passengers (perimeter should allow restroom access without escort) • Communicate status to necessary service providers at least every 30 minutes. After: • Initiate conference call: - Obtain feedback on what went well, what didn’t go well, and any changes that need to be made • Type up notes from conference call – disseminate to all entities as lessons learned/action items. • Check that the following entities attended conference call: – Airport operations Airlines FAA TSA CBP LEO Public safety Concessions Car rental Parking Military (if on-site) FBO

136 Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports PUBLIC SAFETY DEPARTMENT Before (if notified prior to aircraft landing): • Notify airport operations specialist on duty. • Fill out diversion contact log. • If warranted, notify additional personnel or entities such as concessions, FBO, and the like. • For extended delays at the airport, determine the resources to accommodate the situation and call up resources as appropriate. During: • Obtain additional information about aircraft: Tail number Time landed Any other pertinent information Fill out diversion contact log • Inform airlines of public safety assistance available. • Communicate status to necessary service providers at least every 30 minutes. After: • Obtain feedback from officers regarding what went well, what didn’t, and any changes that need to be made (similar to post-incident discussion). • Join the post diversion conference call and provide input.

Sample Diversion Plans, Checklists, and Training Exercises 137   Sample Equipment Checklist (Edit as necessary to meet your airport’s needs) Sample Equipment List Airline Airline Airline Airline Airline Airport Other 737 Tow Bar (TB) 757 TB 767 TB A319/320 TB AIRBUS TB A320 TB MD80/90 TB CRJ200 TB CRJ700/900 TB E190 TB Q-400 TB Universal TB 737 Pushup stairs 737 Air stairs 757 Cabin access stairs 757 Passenger stairs non- motorized 767 Stairs 767 Pushup stairs 747/777 Stairs A320 Diesel powered air stairs A320 Pushup stairs MD80 Galley access stairs Air start Air Start Wide body Capable Ground Power Unit (GPU) Bottle air start Lavatory service truck Lavatory service truck wide body capable Potable water cart Cabin service lift truck wide body Pushback tractor, wide body capable Pushback tug

138 Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports SAMPLE DIVERSION RECOVERY CHECKLIST FOR AIRPORT SUPERVISORS Courtesy of Aviation Innovation, LLC MONITOR AIR TRAFFIC STATUS Continue to communicate with the ATC and airlines for status updates Continue to use tracking technologies to monitor weather and flights MONITOR AIRSIDE STATUS Communicate with airlines, FBOs, ground handlers, and other hangar tenants:  Check for impacts to current physical infrastructure (e.g., limited gate/parking) and equipment capacity and/or operability (jet bridges)  Check aircraft maintenance/repair status (status of labor, equipment and supplies) Recommend backup staffing if needed Recommend calling alternate supply providers for additional supplies if needed Understand shift changes (flight crews and ground crews) and impact to current situation Understand equipment maintenance schedule and how it aligns with current situation MONITOR LANDSIDE STATUS Check status: staffing levels/shifts, equipment use/maintenance schedule, and supply levels from:  Operations  Facilities Management/Maintenance  Concessions  Retailers  Other tenants Contact backup staff or switch to alternate shift schedule Contact alternate supply providers if needed MONITOR STATUS OF ANY DEPLANED INTERNATIONAL DIVERTED FLIGHTS TSA: Notify of additional re-screening needed CBP: Obtain status updates on release of passenger and crew Law Enforcement: Restore/remove barriers from sterile area Maintenance: Ensure trash has been collected from the sterile area and give to operating airline for placement on international aircraft MONITOR STATUS OF MULTIPLE DIVERSIONS DURING EXTENDED DELAYS Delegate roles/responsibilities as needed:  Consider leveraging unused staff for surge situations  Contact list of A-CERTS and other community volunteers to backfill as needed Community resources:  Ground Transportation – Status of taxis and ride share service or passenger buses  Convention and Visitors Bureau – Status update on hotel room availability Maintenance: Collect all passenger care items (e.g., blankets etc.), arrange cleaning, and re-store; take inventory of supplies and order additional items to replenish stock TSA: Notify of additional re-screening needed Concessions/Retailers: Status of supplies and staff

Sample Diversion Plans, Checklists, and Training Exercises 139   SAMPLE CHECKLIST FOR CREATING AN EMERGENCY WORKING GROUP Courtesy of Aviation Innovation, LLC CREATE EWG BUY-IN Try different methods such as: Give an EWG presentation at a station manager’s meeting or at an airport tenants meeting Discuss at a triennial event or along with a diversion tabletop training event Discuss after an emergency or diversion event Demonstrate EWG usefulness beyond aircraft crash assistance; helpful during multiple diversions at once and diversions with extended delays Talk 1:1 to key leaders from potential EWG organizations: Airport Operations and Emergency Management Airline Station Managers FBOs/Fuelers/Ground Handlers Airport Tenants: Concessionaires, Ground Transportation City/County EM Military on airport Community – Busing companies, stores, restaurants, hotels Volunteers Write EWGs into airport plans such as AEPs etc. ASSIGN ROLES AND RESPONSIBILITIES Develop one champion to oversee the group (and identify one alternate) Create training and exercise programs Create and refine Family Assistance Plans, Passenger Care Plans and AEPs CONDUCT MEETINGS AND TRAINING SESSIONS Meet regularly (e.g., monthly or quarterly) Conduct regular training for: Victim and Family Assistance Passenger Care Emergency / International Diversion Situations DEVELOP ACTIVATION Develop an alert notification process/group for the EWG (e.g., Alert 3 for crashes and develop one for specific diversion types)

140 Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports SAMPLE INTERNATIONAL DIVERSION PLAN TEMPLATE Courtesy of Aviation Innovation, LLC Part 1: Airport Information Airport Name Address Phone Website Social Media identification Operations Contact Name Title Address Phone number General Information General airport information. Airlines served. Irregular Operations / Contingency Plans Information about airports that regularly send diversions to this airport. List plans used to manage diversions.

Sample Diversion Plans, Checklists, and Training Exercises 141   Runway Information Discuss the runway configuration. Runway Data Runway (Information) Runway (Information) Runway Length/Width Marking Approach Category Slopes Navaids Approach Lighting Landing System Visual Aids Pavement Strength in lbs: Single (S) Dual (D) Double Tandem (DDT) / Dual Tandem (DT) Pavement Type

142 Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports Airport Resources Airport’s (insert name of plan) Plan encourages the sharing of resources among the airport, airlines and FBOs when needed. A summary of relevant resources available along with who owns these resources are listed below: Inventory Item Ownership Air Conditioning Cart Bag Belts Deicing Units Fuel Truck Heater Cart Jacks (Hydraulic) Ice Lavatory Cart Lift Truck Oxygen/Nitrogen cart Push Stairs Truck Stairs Safety Cones Graders Front End Loaders Tow Bar Tug Wheel Chocks Passenger Buses

Sample Diversion Plans, Checklists, and Training Exercises 143   Area Amenities Arrangements for buses, overnight hotels and meals should be made by the airline directly. Feel free to use the business partners listed or use business partners of your own choice. Direct billing arrangements are to be made with the service provider. Special Requests / Special Needs Local Pizza Delivery 24/7 Big Box Stores Hotels Transportation Rental Cars Luxury Sedan and Taxi Services Cars Public Transit

144 Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports Airport Contact Information for Diverted International Flights AIRPORT: Airport requests notification of diversion as early as possible in advance of flight arrival; however, Airport does understand that many times this cannot be accomplished. Airport will activate its (Name) Plan. In the event of an emergency, Airport’s (Name) Plan will be active and airport personnel will respond quickly. CBP: Airlines should contact the CBP for a “Permit to Proceed from One Airport to Another” as soon as possible. TSA: Airline should contact the TSA if deplaning is anticipated, especially after hours, to ensure that staff is available to re-screen passengers. FBO: A Fixed Base Operator needs to be contacted by the airline prior to their arrival at Airport. Airlines should contact (Name) at (telephone #) to indicate FBO needs and so aircraft can be guided to the correct parking or gate location. AIRPORT’S FBOs Airport offers the full service of the Fixed Base Operator listed below, who can provide all ground handling services. Comprehensive services include: • Marshalling and Parking • Fueling • Deicing • Aircraft Pushback and Towing • Flight Planning • Lavatory Service • Potable Water Services FBO: Name Tel: Fax: Email: Frequency: SITA Address: FBO: Name Tel: Fax: Email: Frequency: SITA Address: KEY CONTACT NUMBERS: Airport Operations Tel # CBP Tel # CBP Service Desk 24/7 Tel # TSA Tel # FAA Tower Tel # FBO Tel # Deicing Tel #

Sample Diversion Plans, Checklists, and Training Exercises 145   INTERNATIONAL FLIGHT INFORMATION International Air Carrier Code Sharing Agreements with Other Air Carriers at Airport: Air Carrier without Presence at Airport Air Carrier with Presence at Airport (Code Sharing Partners are checked) Name Tel # Name Tel # Name Tel # Name Tel # Name Tel # Name Tel # Name Tel # Name Name Name Name Name Current Map of International Flights Typically Diverted to Airport Insert Map

146 Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports Part 2: Checklist for International Aircraft Diversions at Airport This section provides a checklist for handling a diverted international aircraft that must be processed through a Federal Inspection Station (CBP). The checklist will be used in the event of a diverted passenger aircraft arriving at Airport. Note: Every effort will be made to prevent any passenger from being subjected to a tarmac delay of three hours or more without being afforded the opportunity to get off the aircraft per this plan. Clock starts when aircraft touches down at Airport. Consideration will be given to the total number of hours already spent aboard the aircraft – passengers can be removed sooner if requested by the applicable airline station chief or their designated representative. Checklist for International Diverted Flights Upon notification or unannounced arrival of any and all international aircraft diversions, the responsible Airline Station Manager will immediately contact: Operations Tel # (24/7 number) CBP (0600-1200) Tel # CBP Service Desk 24/7 Tel # TSA Tel # Airline Tel # Airline Tel # Airport Operations will contact ARFF or Fire Department IMPORTANT: Fire Chief and Police Chief or their designated representatives have full authority from Customs and Border Protection to immediately conduct (without delay) whatever fire suppression and rescue actions deemed necessary to preserve safety and health, including immediate transport of any international passenger or crew to the hospital. Afterwards, they will inform the CBP Port Director at the earliest opportunity. Checklist for Less Than 2 Hour Delays If aircraft is expected to depart after a short delay (no mechanical or other reason to delay departure) – expected time on ground less than two hours: Parking location for international aircraft refueling operations: List them here. Airline Station Manager will contact CBP before crew or cargo is allowed off the aircraft – Exception: Safety. Airline Station Manager will continually update CBP, up to and including the aircraft’s departure. Monitor situation. If the aircraft is on the ground at the two hour mark, implement the next checklist (i.e. if aircraft is not expected to depart in less than two hours).

Sample Diversion Plans, Checklists, and Training Exercises 147   Checklist for More Than 2 Hour Delays If aircraft is not expected to depart in less than two hours: Note: Every effort will be made to prevent any passenger from being subjected to a tarmac delay of three hours or more without being afforded the opportunity to get off the aircraft per this plan. Clock starts when aircraft touches down at Airport. Consideration will be given to the total number of hours already spent aboard the aircraft – passengers can be removed sooner if requested by the applicable airline station chief or their designated representative. Airport Operations will contact the following for an immediate meeting inside the (room location): Port Director, CBP TSA On-duty Airport Police Supervisor On-duty Airport Authority Supervisor Responsible Airline Station Manager Airport Fire Department Officials at this meeting will: Determine where to park the aircraft to deplane the passengers. Location must have a bathroom available. Designated location is as follows: Areas (indicate) will be blocked off and guarded.

148 Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports Checklist for Deplaning If the decision is made to deplane the passengers (note three hour rule above): Before deplaning, CBP, TSA, and the Airport Police will sterilize the area chosen to secure the passengers. Airport Operations will provide busses as needed for transportation. CBP, TSA and the Airport Police will provide enough personnel to segregate and maintain security of the off-loaded passengers to prevent them from associating in any way with other passengers, domestic or foreign. The Airline Station Manager will make arrangements for food and water as well as other comfort items. Airline will coordinate aircraft repairs. If this is not feasible, the airline will attempt to provide another aircraft to transport the passengers to an International Airport with a Federal Inspection Station preferably the aircraft’s original destination. If another aircraft is used, CBP and TSA will sterilize the aircraft upon arrival. All passengers and cargo will be loaded onto the new aircraft under the supervision of CBP, TSA and the Airport Police. The Airline Station Manager will notify CBP at the next port of arrival.

Sample Diversion Plans, Checklists, and Training Exercises 149   Appendix International Air Carrier Contact Information for Airport In order to provide you with the best possible service during a diversion to Airport, please provide the following information to Airport Operations at your earliest convenience. Operations Contact Name Address Telephone Email Please insert the information required below and provide a copy of this page to the above contact. Be sure to keep this page with this document as a record of all changes made. Airline Telephone Email Date Submitted/ Updated Station Manager Contact Name

150 Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports SAMPLE TABLETOP EXERCISE FOR INTERNATIONAL DIVERSIONS From ACRP Report 153 International Diversions Tabletop Scenario Tabletop Exercise Package – International Diversion 1. Date Issued/Revised: 2. Type: Tabletop International Diversion 3. IROPS Impact: Airline Delays Airline Cancellations Airline Diversions Airline Deplanement Airline Gate/Facility Sharing Airport Surge Airport Capacity Airport Off Hours Airport Extended Stay 4. Date Scheduled: 5. Time: 6. Duration of the Tabletop Exercise: 7. IROPS Committee Chairperson: 8. Tabletop Facilitator: 9. Tabletop Participants: IROPS Committee members Additional staff from • <Airport> Operations • Airlines • Concessions • Ground Handlers • FBOs • TSA • FAA - Tower • CBP Required – Local / Regional • Hotels • Public Affairs 10. Tabletop Purpose/Scope: Purpose: To test the ability of <Airport> to develop the communication and coordination aspects of their IROPS plans and procedures to successfully address their contingency response to an international diversion event which results in disruptive airline and airport impacts (as listed above).

Sample Diversion Plans, Checklists, and Training Exercises 151   Tabletop Exercise Package – International Diversion Scope: Scope of this exercise involves considerations of IROPS Planning, the initial notification, response and coordination with other aviation service providers and stakeholders (i.e., various airport departments, airlines, FAA, TSA, CBP, ground handlers, concessions, local hotels, the public, etc.) during an international diversion event that impacts continued service to passengers. Scope includes the communication protocols involving support personnel to provide initial response, decision-making, notifications, and recovery planning. 11. Tabletop Objectives: Overall Objective: Upon completion of this exercise, participants will be better prepared to respond to an international diverted flight event via IROPS plan procedures, direction and control by the IROPS Committee, interface with aviation service providers, the effectiveness of notification and response protocol, and timely status reporting to the traveling and general public, and other stakeholders. • Test the communication and coordination aspects of the <Airport> IROPS Plan to prepare their response to an international diversion resulting in airline and airport impacts (as listed above). • Validate procedures within the IROPS Plan. • Provide effective management and direction of response procedures to the event. • Test the IROPS planning and notification process for various entities including airport departments, airlines, FAA, TSA, CBP, ground handlers, concessions, local hotels, relief organizations, the public, etc. • Test the ability of personnel to recognize triggers and implement IROPS procedures. • Understand how social media can be used to communicate with various entities and the public. • Test the response effort. 12. Tabletop Scenario Narrative Summary Day One, 10:00 p.m.: Current weather at ABC Airport: Temp 48 degrees F, winds light from the south, skies partly cloudy, low pressure area to the south, slowly drawing a warm front up from the gulf. Expected high of 55 degrees F, today and into the high 60s by the end of the week. The Air Canada Flight had been delayed for about 2 hours in Cancun. When the plane finally pushed back and took off for Toronto, the passengers settled in for what they hoped would be a routine flight. However, in flight the aircraft developed fuel system related problems and was forced to divert to ABC Airport in the U.S. NOTE: “ABC” Airport is used throughout as the primary airport undergoing this tabletop exercise.

152 Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports Tabletop Exercise Package – International Diversion Once on the ground work to resolve the fueling issue caused the need to deplane passengers after 3 hours in a remote parking location. ABC Airport does not have Air Canada Service or a Code-Sharing Partner nor an FIS Sterile area to process or hold international passengers. The diverted flight arrived at 10:00 p.m. Air Canada Pilot contacted the local ground agent and the FBO contacted ABC Airport Operations to begin the following discussion: Day Two, 12:00 a.m.: Air Canada and ABC Airport began communications with the Regional CBP Office. CBP granted permission for passengers and crew to be held “in transit” providing the Air Canada: Communicate[s] with the Watch Commander (WC) as to the nature of the diversion and the anticipated length of delay. Update[s] the status of the diversion upon any changes as they occur. Control[s] the movement and secure the passengers from contact with any other domestic or foreign flight. Request[s] access to a securable area in advance in order to care for their passengers. Air Canada and ABC Airport agree to the terms and work with the Regional CBP Office to establish a sterile/secure area. They determine: Does ABC Airport have a pre-approved CBP procedure for deplaning passengers per DOT Regulation? Upon notification that an aircraft diverted to ABC Airport, did the airline representatives contact nearest Large Hub with FIS Facilities? Is ABC Airport prepared to give the CBP the following required information during the initial notification? • Airline and flight number • Passenger and crew count • Departure airport/country • Original port of arrival • Estimated time of arrival • Arrival terminal and gate • Status of crew (time-out) • Cause of diversion • Anticipated action • Airline point of contact and number Has Air Canada requested permission from CBP to disembark their passengers and crew into a sterile and secure area?

Sample Diversion Plans, Checklists, and Training Exercises 153   Tabletop Exercise Package – International Diversion  How to employ various types of security at the gate/airport to ensure that passengers remain on board, or if deplaned, that they remain in a secure area while awaiting CBP processing and clearance or a continuation of their flight.  Location of the secure area.  How security of the area will be maintained.  How passengers will access restrooms since there are none in the secure area.  How the Airport/Air Carrier will provide food and water to passengers while maintaining the sterility of the secure area.  How CBP- regional HUB with FIS will validate passenger information through law enforcement databases as applicable.  How CBP-Local / Regional Office will assist with any complex immigration issues that responding officers are not able to address. Day Two, 2:00 a.m.: A secure and sterile gate area was established with the assistance of TSA, Local Police and Airport Operations. This provided the opportunity for the passenger to disembark and wait in the restricted gate area. ABC Airport contacted a local 24/7 service and ordered pizza and water for passengers. When the pizza arrived it was determined that it had to be processed due to special requirements for an international flight. Day Two, 4:00 a.m.: The airline representatives coordinated with an approved flight/ground services company for refueling, ground handling, and catering (and de-catering) services, which takes additional time. CBP assists the airlines and flight service company in providing passengers any food or comfort items while delayed. Airlines were reminded that all passengers/crewmembers, baggage and cargo need to remain onboard the aircraft until CBP gives them authorization to offload. No personnel, other than emergency personnel, are to board the aircraft without CBP authorization. Did ABC Airport have a 24/7 CBP stakeholder contact numbers local, regional and national? What if CBP had to drive 6 hours to ABC Airport and set-up a temporary FIS to screen passengers? Did ABC airport have a deplanement plan for handling passengers on a remote parking location? What would ABC Airport have done if they had passengers for 12 more hours in sterile area? Did ABC Airport contact local Red Cross and or local mutual aid to give them a ‘heads-up’ in the case of a lengthy delay due to CBP requirements? Did ABC Airport have procedures for handling International garbage and de-catering (Is this a real term?) How about using Fleet Service instead for the diverted flight?

154 Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports Tabletop Exercise Package – International Diversion Day Two, 6:00 a.m.: Air Canada had the fueling issue resolved and the service dog was cared for. Passenger re- board took place and breakfast was served on the flight back to Toronto. END OF EXERCISE Debrief /Hotwash Recap event: • Summarize the event. Debrief Questions: General: • What went well? • What needs to be improved? • What would you change? Specific: • Did the airport clearly understand the DOT requirement for sterile area? • Does the airport have a procedure for non-station airlines? • Does the FBO have fueling agreements with International Carriers? • Should ABC Airport have a pre-approved International Diversion Plan which has been reviewed with the Regional CBP Officer? • What was the communication and social media strategy for this exceptional flight? 13. Tabletop Control, Simulations and Logistics Requirements U-Shaped Table formation Multimedia Projector with wireless remote White Board – 3m sticky notes Screen Flip Chart(s) Number____ Easel(s) Number____ Marker(s) Number____ Extension Cord(s) Number____ Length_____ Power Strip(s) Number _____ For each Attendee, please provide: _____Handout(s) Number _____ _____Notepad(s) Number _____ _____Pen(s) Number _____ _____Nametag(s) Number _____

Sample Diversion Plans, Checklists, and Training Exercises 155   Tabletop Exercise Package – International Diversion 14. Number of Participants: 15. Signature of Manager: 16. Date:

156 Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports SAMPLE MEMORANDUM OF UNDERSTANDING (MOU) Memorandum of Understanding By And Between The Arkansas Air Coordination Group And Memorial Field Airport Purpose This Memorandum of Understanding (MOU) is to promote coordination between the Arkansas Division of Emergency Management (hereafter referred to as ADEM), Arkansas Department of Transportation (hereafter referred to as ARDOT), Air Coordination Group (hereafter referred [to] as the ACG), and the Memorial Field Airport (hereafter referred to as the Airport) and effectively utilize the airport in response to emergencies and disasters. It also documents that the airport and the Air Coordination Group (ACG) recognize that the airport may be needed to facilitate the response to a disaster. The airport may be used in support of missions assigned by the State Emergency Operations Center (SEOC) and coordinated by the ACG. Missions may also originate from the U.S. Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA); U.S. Department of Defense (DOD), the private sector; and/or the non-profit sector. Hazards Arkansas has identified 15 natural and manmade disasters that can occur in the state. These are: tornadoes, severe winter storms, floods, earthquakes, wildfire, landslides, expansive soil/land subsidence, dam and levee failure, drought, severe thunderstorms (winds, hail, and lightning), hazardous materials, nuclear events, terrorism, major disease outbreak, and cyber incident[s]. Responsibilities 1. ADEM –Coordinates state resources in response to requests for support [in] an emergency, when local governments reach or anticipate exhaustion of their capabilities. 2. SEOC – Supports response and recovery activities of local jurisdictions. The SEOC will coordinate needed state, nongovernment, private sector, Emergency Management Assistance Compact (EMAC) member state, and federal resources. 3. ARDOT – Primary agency responsible for coordinating transportation activities. ARDOT is responsible for coordinating state resources needed to restore and maintain transportation routes

Sample Diversion Plans, Checklists, and Training Exercises 157   Memorial Field Airport MOU necessary to protect lives and property during an emergency/disaster. They will coordinate the available state air assets through the ACG according to the Arkansas Aviation Operations Plan annex to the Arkansas Comprehensive Emergency Management Plan. 4. ACG – Coordinates between agencies while providing a point of contact for aviation coordination to and from the disaster area. The agency providing the aircraft for approved mission tasks by the ACG maintains the responsibility to operate the aircraft. The ACG will have a minimal role in the direct Command and Control (C2) of aviation resources. 5. Airport – The Memorial Field Airport is a city-owned, public-use airport located approximately three miles southwest of the central business district of Hot Springs in Garland County, Arkansas. Area of Application 1. This MOU applies to the facilities, ground equipment, runway use, and personnel required for aircraft operation support at Memorial Field Airport. 2. Refer to the Arkansas Aviation Operation Plan for the following: a. ACG/State roles and responsibilities. b. Administration and resources. c. Coordinating instructions and communications.

158 Managing a Flight Diversion with an Emergency Response at Small, Non-Hub, or General Aviation Airports ACG Mission Organization Mission Request for Air Support SEOC State Emergency Operations Center State and local Ground Support Primary & Secondary Airports ESF #1 Emergency Support Function #1 Transportation State Air Support ACG Air Coordination Group Primary & Secondary Airports Military Air Support

Sample Diversion Plans, Checklists, and Training Exercises 159   Effective Date, Term, Modifications, and Termination Effective Date: The terms of this MOU will become effective on the date of the last signature where all parties have signed below. Term: This MOU will become effective when signed by all Parties. This MOU will remain in effect for six years from the date of the latest signature. Modifications: This MOU may be modified at any time by written notification between each party. Termination: Each party involved shall have the right to terminate this MOU by giving sixty (60) days written notice to the other party at any time. ________________________________ _____________________ Airport Manager Date Signed ________________________________ _____________________ Mayor Date Signed ________________________________ _____________________ Director, Arkansas Division of Emergency Management Date Signed ________________________________ _____________________ Director, Arkansas Department of Transportation Date Signed

Abbreviations and acronyms used without denitions in TRB publications: A4A Airlines for America AAAE American Association of Airport Executives AASHO American Association of State Highway Officials AASHTO American Association of State Highway and Transportation Officials ACI–NA Airports Council International–North America ACRP Airport Cooperative Research Program ADA Americans with Disabilities Act APTA American Public Transportation Association ASCE American Society of Civil Engineers ASME American Society of Mechanical Engineers ASTM American Society for Testing and Materials ATA American Trucking Associations CTAA Community Transportation Association of America CTBSSP Commercial Truck and Bus Safety Synthesis Program DHS Department of Homeland Security DOE Department of Energy EPA Environmental Protection Agency FAA Federal Aviation Administration FAST Fixing America’s Surface Transportation Act (2015) FHWA Federal Highway Administration FMCSA Federal Motor Carrier Safety Administration FRA Federal Railroad Administration FTA Federal Transit Administration GHSA Governors Highway Safety Association HMCRP Hazardous Materials Cooperative Research Program IEEE Institute of Electrical and Electronics Engineers ISTEA Intermodal Surface Transportation Efficiency Act of 1991 ITE Institute of Transportation Engineers MAP-21 Moving Ahead for Progress in the 21st Century Act (2012) NASA National Aeronautics and Space Administration NASAO National Association of State Aviation Officials NCFRP National Cooperative Freight Research Program NCHRP National Cooperative Highway Research Program NHTSA National Highway Traffic Safety Administration NTSB National Transportation Safety Board PHMSA Pipeline and Hazardous Materials Safety Administration RITA Research and Innovative Technology Administration SAE Society of Automotive Engineers SAFETEA-LU Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (2005) TCRP Transit Cooperative Research Program TEA-21 Transportation Equity Act for the 21st Century (1998) TRB Transportation Research Board TSA Transportation Security Administration U.S. DOT United States Department of Transportation

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