Return
to Public Service
Congratulations!
You have just taken the first step to put yourself and air show back into the cockpit.
Now, Don't let your budget run wild,
Keep a sharp lookout on Safety (Ground and Air),
Have a good Emergency Contingency Plan,
Contract the Professional Fliers with appropriate
license and insurance,
Attend the Safety Briefing,
Ensure the FAA is Happy,
Fire Marshall Permits,
Concessions on Site,
Health Permits,
Novelties Set-Up,
Port-O-Lets on Site and Scheduled Service between
Shows,
Schedule Trash Pick-Up,
FBO Re-fuel Plan,
Starter Units POL & Hazmat Team Available,
Aircraft Rescue and Fire Fighters Briefed,
Commercial Booth Space/Chairs & Tables,
Military Recruiters On Site,
Media Booth Staffed,
Credentials,
Special Parking Passes,
Water for the Spectators,
Crowdline Secure... Perimeter Secure,
Acro-Box Sterile,
Hospitality in place,
Ticket-Sellers,
Ticket-Takers,
Program Sellers,
Communications, Radios and Cell Phones,
Copier, Fax Machine,
Operations Office Staffed,
Transportation or Bus Service for Participants,
Transport for the Spectators,
Handicapped Parking & Special Needs
Considerations,
Brief the Announcer for Public and Sponsor
Announcements,
Police Escort for the Military Teams,
Volunteers, Lost and Found,
Public Telephones,
VIP Tents Catered and Re-supplied,
and don't forget...
Entertain the Corporate Sponsors
This manual is a planning aid, and is in no way
intended to address all the circumstances in planning an airshow. There is no
warranty of any kind, express or implied, concerning this manual. The publisher
of this information and its agents are released from liability arising out of
the use of the manual even if injuries or death result from the sole active or
passive negligence of its' material contents, of its' agents, or a willful act
or failure to act, or as a result of any breach of contract, warranty or other
duty, however imposed. This manual is copyrighted and the manual or any portion
thereof may not be reproduced without permission of the author, just e-mail me!
THE AIR SHOW SITE
Consider two
(2) things in selecting an air show site.
1. What kind
of aircraft will be participating in the air show?
For smaller
aircraft the site will require an area (a rectangular box) that will can be
secured and clear of an obstructions, obstacles and people that is 1,000 feet
wide, and approximately 4,000 feet long and from ground level to 2,500 AGL
(Above Ground Level), up to 15,000 MSL (Mean Sea-Level). Jet aircraft will
require an area 3,000 feet wide, approximately 13, 200 feet long with the same
altitude requirements.
An easy
method to determine where this rectangular box can be located at the air show
site is to draw the area required on a plastic sheet (to scale) and place it
over an aerial or topographical map.
2. How large
is the expected crowd?
The crowd
attendance must be projected, and then the air show site can be configured to
accommodate the spectators with parking and a festival seating area. Another
area that must be considered is the access route, junctions and intersections
that will be traveled by the crowd to gain entry (and exit) to the air show.
An extreme
amount of answers will be required before the actual air show is in progress;
here are a few answers to the questions you may encounter:
OFF AIRPORT SITE
The show
site may be an airport or an off site facility that will accommodate and appease
a large crowd and the aircraft involved in the air show. With the off site
facility there must be an airport within a reasonable measure to support the
aircraft involved in the air show.
Reasonable
measure may be construed by 1.) How much fuel will it take to get from the
supporting airport to the off site air show facility? 2.) How much fuel will it
to do the required maneuvers for the performance? 3.) How much fuel will it take
to get back to the supporting airport? What is the fuel capacity of the aircraft
and can the aircraft make the round trip?
ON AIRPORT SITE
In selecting
the air show site, the major contributing factor will be: Can the aircraft,
scheduled to perform, do their maneuvers within the "aerobatic
box" while maintaining the required distance from the "crowd
line" without violating any congested areas? An aerial map (with known
distance) of the show site area will be necessary to determine this factor. The
distance required would also be affected by the type of aircraft that are
performing.
Since it has
been determined that the air show site can permit the maneuvers the immediate
factor is: Can the supporting Fixed-Based Operator (FBO) maintain the aircraft?
Is the runway length, long enough? Is the runway width, wide enough? Is the
runway and static display area weight requirements within the capacity of the
aircraft? Can the airport perimeter be secured? Are there adequate access routes
to accommodate the traffic? What is the impact of closing the airport or
intermingling air show acts between scheduled airline traffic?
AIRPORT FACILITY
The airport
manager will be instrumental in answering a majority of these questions. The
airport manager, along with the aircraft commander, can also request the
necessary waivers appropriate if the aircraft exceed any of the airport
requirements. However, now that the waiver, for an overweight aircraft, has been
approved where will the overweight aircraft be parked and what is the weight
capacity of the parking area in the static display ramp?
If the
airport is also being used for the show site, the airport manager just became an
essential member of the air show planning staff. The airport manager, his
airport maintenance staff, tower facility, Emergency Fire and Rescue Team will
be the means to providing the keys to necessary access gates, sweeping runways
and taxi-ways, mowing the grass in parking areas, communicating to aircraft
outside the waived airspace area and providing the necessary coverage of
emergency support equipment.
AIRCRAFT SUPPORT
Can the
supporting airport provide the correct fuel type and quantity necessary for the
entire air show at the appropriate and flow rate, refueling trucks, tug
vehicles, and certain petroleum products necessary? Can the airport provide
hanger space? The list of supporting factors goes on and on and this is just to
support the aircraft.
Determine
the requirements of the aircraft expected at the air show. Consolidate an
accurate listing of the participating aircraft's length, width, weight and
servicing requirements. The servicing requirements may request that a particular
starting unit be available for an aircraft to participate. What about stairs up
and down for the spectators to view the aircraft or aircraft signage?
The Fixed
Based Operator (FBO) at the airport will be essential in satisfying a majority
of the questions pertaining to the aircraft support requirements and how the FBO
can accommodate these aircraft. At some airport facilities, a number of FOB’s
may be available and it might become necessary to negotiate fuel prices,
government contract fuel and the method of payment by the aircraft owner or the
air show producer.
TRAFFICKING
Now that it
has been determined that the airport is suitable for the performing and static
aircraft, what about the crowd? How is the crowd contained? What about the
traffic? Where will they park? How will they be ticketed? What facilities are
available to them?
Working from
the outside - in, the spectators first impression of the air show is the
traffic. Months prior to the air show the trafficking authorities should be
notified and a meeting place determined because the air show will bring Super
Bowl size traffic to area that is hardly accommodating and during the
construction season. A follow up meeting may be required in order to discuss
updated information, to plot who is covering what intersection, and where any
road maintenance may occur.
Consult with
the local Police Department, Sheriff's Department and State Troopers that have
the authority within the jurisdiction of the show site area. Notify them of the
dates and times of the air show and what will be the anticipated crowd size on
each day.
From these
estimates a traffic plan can be devised and possible traffic "bottlenecks" can be identified in advance to expedite
traffic and identify potentially trouble areas. Traffic signs will speed the
flow of traffic, however air show fabricated signage on city or state roads
without the approval of the police authorities may be a violation. Air show
signs within the air show site are essential to traffic flow.
Once the
traffic plan has been worked and reworked a diagram should be printed and
displayed in the local newspaper. This will assist motorist, not only those who
attend the air show but those who need to avoid the traffic congestion.
TICKETING
Advance
ticket sales for the air show should begin at a minimum of ninety days from the
date of the air show. Advanced ticketing sales can be negotiated with a local
computer ticket sales company. The advantages of utilizing a computer ticket
sales company might be: Tickets can be obtained from any of their outlets,
within the surrounding area or outside the area, air show advertising can be
included in the monthly ticketing brochures and the ticket can include the
sponsors name. Keep in mind that they will handle the advance tickets.
A method of handling day of show tickets will have to be determined.
There are
two (2) methods the air show spectator can be ticketed for the air show on the
day of the air show. One method is from the spectator's automobile or after they
have parked, the spectator is funneled through the ticketing line. If the air
show decides on the automobile method they must consider the backup of traffic
onto the major arteries of traffic flow into the air show site. And how many
chutes should be made available to expedite the transaction and proceed to the
parking area. The spectator funneled through the ticketing line may speed the
traffic flow into the air show site, allow them to park and then sold a ticket
at the entrance gate to the static display ramp area.
The
spectator has purchased a festival type seating ticket which allows him access
to the air show area. Other methods, to generate revenue, are offering the
spectator a seat in an area on the flight line for an additional cost.
SPECTATOR CONVENIENCES
Food and Beverage:
Concession
companies are very skilled and adepts to the air show spectators requirements
for food and beverage. In addition, the net return can exceed the start up costs
for the equipment necessary in order for the air show to feed the spectator.
Still in both cases, the Local Fire Marshall must be contacted and the necessary
permits obtained to construct tents and health permits obtained to serve the
food.
Water:
Spectators
will require ample amounts of water. Water buffalo's or bladders can be obtained
from the local National Guard or Army Reserve Units. These facilities may need
to be re-supplied during the air show, or placed under a tent for the added
shade to keep the water fresh or cool. Signage should be placed around the water
to help identify the area to spectators. Trash containers should be placed
around this area and made available for waste.
Portable
Conveniences/Rest Room Facilities:
Portable
facilities will be required for the spectators. These facilities will also
require necessities to accommodate the special needs of other spectators. The
portable rest rooms will need to be serviced overnight or between shows. A
serviceman may be required on site to manage unforeseeable situations.
Public Address
Announcements:
The public
address should reach each to each end of the crowd line an approximately one
hundred feet in depth. It should not be over powering, sound garbled or
disruptive. The volume should be controlled that spectators are able to speak to
one another without having to scream.
The public
address system is a critical piece of equipment. It should be used for public
safety information (No Smoking around static displays), to help relocate lost
children, in case of an emergency and to keep the crowd and media informed.
Baby Changing Room:
For the
prepared parents the air show must be prepared. This facility will provide a
convenient location for the expecting parents. Many arena or stadium facilities
are equipped to handle baby changing in the rest rooms, at an air show, one room
or one tent with side curtains is adequate. Equip the area with tables, chairs
for the breast-fed babies and trash cans for diaper disposal.
Automatic Teller Machine
(ATM):
Spectators
arrive at the air show site with a limited amount of funds. Once they have paid
for their tickets and food there may be circumstance for an ATM. Keep in mind
that the ATM will require a data phone line to transmit approval codes for the
transaction to be accomplished. It may also require servicing overnight or
between shows. The air show may have to weight the benefits versus losing the
sale. Does the novelty company contracted accept credit cards?
Lost and Found Booth:
The lost and
found booth is a spectacular site for a spectator who has lost their child or an
item. While maintaining a Lost and Found Booth insure that there are
accommodations for the children such as toys, books, coloring books or games to
occupy them while they are separated from their family. Also, maintain a sign
out log for those retrieving their child. This may be the only means to identify
to whom the child was turned over. Ensure there is communications with the
public address system to make periodic lost children announcements.
Public Telephones:
Coin-operated
telephones situated on a trailer located away from the main throw of the public
address speakers are ideal. Contact your local telephone company to coordinate
this service.
First Aid:
First Aid
will be required for cuts and bruises and transport to the local hospital.
Assign a facility, hanger or room for the first aid area. It should be staffed
with air show personnel and qualified Emergency Medical Technicians and
ambulance(s). An ample supply of cots and water should be in the First Aid area.
This area should be curtained out from the site of other spectators. The staff
will act as a liaison between the patient and the injured spectators friends or
relative. The staff will keep an accurate log of each incident and where the
patient was transported.
First Aid
Sub-Stations can be located throughout the spectator area or static display
area. These can be used for minor incidents. It will also allow an attendant on
site more rapidly than confining the medical area to one location. It also
allows the medical attendant to administer aid or call for back up assistance.
Roving
medical attendants in carts structured for moving spectators are unique in
providing a rapid response to an incident and the transportability to capability
to transfer the patient to the main first aid area.
In all
cases, ambulances should be on site to protect against the worst situations. The
ambulances should be staffed with qualified Emergency Medical Technicians (EMT's).
Transportation may be required from where the person is injured to the first aid
area or local hospital. Moving or transporting a spectator involved in an
incident that requires medical attention should not be moved. A medical injury
requires the attention of qualified technicians. The decision to move a
spectator should come from the qualified Emergency Medical Technicians.
Information Booth:
Air show
sites are so large that information booths may be necessary. This will assist
the spectator and inform the spectators of the different locations of
attractions and general information questions. Have some maps available and the
attendants should be well informed of the air show site.
Performer Autograph
Area:
The
performer autograph area is a designated area that the announcer can inform the
spectator that the performers will be signing autographs. This accomplishes the
necessity for the performers to enter act with the general public.
THE AIR SHOW STAFF
The
personnel listed are the key staff positions, responsibilities and duties of the
Air Show Organizations:
AIR SHOW DIRECTOR
The Air Show
Director is responsible for all aspects of presenting the Air Show. The Air Show
Director will set policy, formulate the financing and budget (establish ticket
prices) and will monitor the conduct of the air show. The Air Show Director will
act as the liaison between the air show board and the governmental agencies
(Federal, State, County, City) and will assure compliance to all regulations
necessary to produce the air show.
The Air Show
Director is responsible for the approval of the air show’s site. Approval for
the air show rests upon two principal approvals. The approval of the show site
facility manager and the Flight Standards District Officer (FSDO) of the Federal
Aviation Administration (FAA) that regulates the air space over the show site.
In an
attempt to produce the air show the permission of the landowner or airport
authority must be acquired before preparing for the air show. Once the
permission is acquired, planning can begin for the air show.
Working
together, at the same time, approval for the airspace over the show site must
also be approved. Approval for the show site without the approval for the
airspace is a static display ramp. Consequently, while working on the approval
of the air show site, work for the approval of the airspace.
Now that the
FSDO has been alerted of the airspace requirements and preliminary approval has
been granted for the airspace does not necessarily mean you have acquired
everything that is essential. Although approval for the site has been granted,
the show site may be shared by:
a.)
commercial traffic restricting the time required for the airspace requested or
b.) The show site is close to an airport facility so that it may restrict the
necessary airspace altitude required.
The Air Show
Director is responsible for the conduct of air show, the staff, spectators,
aircraft, air show site, all contractual agreements and financial obligations.
DIRECTOR OF AIR SHOW
OPERATIONS
The Director
of Air Show Operations is the manager of all Air and Ground Operations
activities. The Director of Operations must be capable of interacting with the
government agencies, individuals and groups that have an interest in the Air and
Ground Operations of an Air Show.
The Director
of Air Show Operations will contract all air show elements and coordinate
Department of Defense (DOD) and military participation. The Director of Air Show
Operations will contract acts and coordinate military participation.
The Director
of Air Show Operations is responsible for the safe and orderly presentation of
the air show consistent with all applicable Federal Aviation Regulations, FAA
- Federal Aviation Administration, State, County, City and Municipal
Regulations.
Advisory
Circular 91.45C (Waivers: Aviation Events), FAR Part 91.303 (Aerobatic Flight),
FAR 91.117 Aircraft Speed, FAR 91.119 (Minimum Safe Altitudes: General, FAR Part
103, FAR Part 133.35, Order 8700.1, Chapters 49 and 50, change 4 & 9, FAA
Form 7711-2 and FAA Air Show Bulletins. Federal
Aviation Regulations, Part 91.
The Director
of Air Show Operations will act as the liaison for the air show and complete
early and ongoing communications with the Airport Manager, the Flight Standards
District Office (FSDO), Tower and Air Traffic Control (ATC) representatives.
a. The
Director of Air Show Operations will coordinate activities with the Airport
Manager in respect to ramp space, fixed based operations, parking and hanger
space requirements.
b. The
Director of Air Show Operations will be responsible for filing the FAA Form
7711-2, Application for a Certificate of Waiver or Authorization and NOTAMS with
the FAA. This entitles the Director of Air Show Operations the authority to
cancel air acts or the event if deemed necessary for the safe conduct of the air
show.
c. The
Director of Air Show Operations will monitor the Safety Brief with the FAA's
Inspector in Charge and supervise the signing of the waiver by the performers,
check pilots flight license, statement of aerobatic competency, flight physical
and insurance (notice: expiration date).
The Director
of Air Show Operations is responsible for contracting a security company and
determining the security needs and requirements of the air show.
Air Show
Site Security Plan:
VIP Area Security
Commercial Display Security
The Director
of Air Show Operations will determine all support requirements for the air show,
to include set-up and teardown and task each coordinator with the responsibility
of fulfilling the requirements.
DIRECTOR OF AIR SHOW
OPERATIONS STAFF
1. Air Operations
Coordinator
The Air
Operations Manager/Air Boss will be briefed by the Director of Air Show
Operations. The Air Operations Manager will be briefed on the total content of
the air and ground operations of the air show to include minor and major
emergency procedures.
The Air
Operations Manager will be responsible to conduct the Pilot's Briefing. This
briefing will be conducted in accordance with AC 91-45C and 8700.1 Chapter 50,
Section 2, paragraph 5.D and will include the No-Brief-No Fly Rule.
The Air
Operations Manager is responsible for air show traffic control inside the area
defined in the FAA Form 7711-2 at the times specified.
2. Announcer
The
Announcer will be responsible for keeping the crowd informed. The Announcer's
duties will include making general public address announcements for the public
awareness and safety. These announcements will include:
No Smoking
Within 50 Feet of the Aircraft
Deposit of Trash/To prevent damage to aircraft
The importance of drinking water
The use of sun block
Show-Line
Restricted Areas
The
Announcer will be the key person to control the crowd during an emergency and
maintaining control of the Flight line.
3. Pyrotechnics
Contractor
A pyro
contractor will be responsible for any pyrotechnic requirements at the air show.
References will be collected on specific pyro companies. Only pyro contractors
with necessary insurance coverage's will be considered.
The
transportation, handling or discharging of pyrotechnics or explosives will be
controlled by a federally licensed pyrotechnics expert.
Coordination
of all pyrotechnics will begin with the license requirements for the state,
county and specific facility. The hazardous materials office of the fire
department will be notified.
A secure,
remote area will be designated for storage and staging of all pyro materials and
activities: ground and aerial.
The pyro
contractor must attend the Pilot Briefing and give a detailed thorough briefing
to everyone concerned regarding the pyro performance.
The pyro
will pose no potential problems to the FAA airways or navigational aids to the
runways or airport.
A
communications link will be established with the pyro contractor to coordinate
activities or response with the Airport Fire and Rescue Chief.
Grassy areas
may be burned, under the supervision of the Airport Fire and Rescue Chief prior
to the discharge of any pyro to eliminate the possible problems of fires caused
by pyro.
Pyro will be
clearly marked with orange cones.
4. Ground Operations
Coordinator
The Ground
Operations are as important to a safe and successful air show as flight
operations. The Grounds Operations Coordinator is responsible for the ramp
layout, sanitation of the runways, taxiways and static display area of FOD and
the Airfield Fire Fighters.
The Grounds
Operations Coordinator will be provided a vehicle and personnel to coordinate
trash control. The Grounds Operation Coordinator will coordinate trash
containers and disposal of trash after each days performance.
The Grounds
Operations Coordinator will review all on-site locations with the Director of
Air Show Operations and determine the most advantageous sites for:
Commercial
Display Area
Static Display Area
Concession and Novelty
Vendor Area
First-Aid Area
Lost and Found Area
Crowdline
Spectator Parking
VIP Parking
Handicapped Parking
Performer Parking
VIP/Sponsor Parking
Show Center
Power/Electrical
Water
Trash Collection Areas
Entry Points
Main Office Area
Briefing Room
Security Office
Communications Center
Portable Rest Room Designate VIP Area and Tents
Announcer's Stand
The Grounds
Operations Coordinator will review all air show elements contracts and determine
their requirements. The Grounds Operations Coordinator will compile the air show
elements and distribute these requirements to the appropriate coordinator.
1. Arrival
Schedule and Parking Plan
a. Chocks
and Tie-Downs (Hanger Space for performers aircraft)
b. Ramp and Taxi-way cleanliness (FOD)
c. Fire Bottles
d. Ground Support Equipment and Aircraft Services (Coordinated with the FBO)
e. Aircraft movement after arrival
f. Servicing Fuels
g. Ramp Coordinator
h. Departure Schedule
2. The
Departure Briefing will be conducted during the Sunday Briefing.
a. Assign Teams with Equipment (POL Specialist, Air/Elec. Starts, and Tow Bars)
b. Sequence Aircraft
c. Tug all aircraft to clear staging area.
d. Assign a starting crew
e. Have all fuel available
5. Air Act Coordinator
The Act
Coordinator will communicate with each act contracted and coordinate air show
information prior to the show, arrival at the show site and departure from the
airfield. The following information is some of the performer requirements:
General Show
Information
Prime Contact Information
Tentative Show Schedule
Waiver Provisions
Media Appearance Information/Media Show
Lodging/Housing
Social Schedule/Special Dress Requirements
Arrival Time at Air Show
Short Brief
Receive Information Packet
Map of the City and Area
Show Briefing Time & Location
Press Show
Practice Times
Frequencies
Alternate Frequencies
Layout of Aerobatic Area
Special Events
Presentations
VIP Tents
Sponsors
Logistical Support
Hanger Space
Tie-Down Availability
Vehicles
Tools/Equipment Storage
Security
6. Military Teams
Coordinator
The Military
Teams Coordinator will be responsible for collecting support manual information
from each Military Team and detailing that information to each particular
Coordinator.
The Military
Teams Coordinator will brief and assist the military teams. The Military Teams
Coordinator will disseminate the same information as the Act Coordinator.
7. Display Aircraft
Coordinator
The Display
Aircraft Coordinator will communicate the same information as the Act
Coordinator to the Display/Static Aircraft Crew. The Display Aircraft briefing
is modified to include information necessary for static display only.
The Display
Aircraft will be chalked and roped off. This will eliminate possible injuries to
the crowd while walking underneath the aircraft or possible damage to the
aircraft.
8. Maintenance Support
Coordinator
The
Maintenance Support Coordinator will coordinate directly with Fixed Based
Operator (FBO) on the airfield. Maintenance Support will be collected from the
performers requirements and communicated to the FBO.
A meeting
with the Fixed Based Operator will be necessary to determine his total
capability. Any shortcoming of equipment will be passed on to the Director of
Air Show Operations to determine a course to locate the equipment.
The
Maintenance Support Coordinator will be responsible for fuel, oil and smoke oil
allocations. The Maintenance Support Coordinator will require a pick-up truck
for transporting necessary equipment from the FBO site to the aircraft staging
area. No aircraft will be refueled without the supervision of the aircraft owner
or crew chief. No aircraft will be re-supplied with smoke oil without the
supervision of aircraft owner or crew chief.
The
Maintenance Support Coordinator will assure that no refueling will take place in
the crowd or while the crowd is surrounding the aircraft. While refueling, the
Maintenance Support Coordinator will ensure that fire bottles are stationed at
the aircraft and that the aircraft is properly grounded.
9. Security Coordinator
Security is
linked to jurisdiction. Who has the jurisdiction in a particular location? A
state road or site would be the jurisdiction of the State Patrol. An area or
road governed by the county would be the jurisdiction of the
An air show
site may have entry via a federal interstate onto a
Security
comes in two forms; outside or perimeter security and security within the air
show's site. The perimeter must be secured to prevent the public from the access
to the aerobatic box area and becoming a possible safety violation and the FAA
stopping the show until they are removed.
The Security
Coordinator will be responsible for Airfield Security, Static Display Overnight
Security, Security of Performers Aircraft and security of the Crowdline.
The Security
Coordinator will ensure the spectators maintain a 100' distance from any
aircraft starting its' engine(s). If necessary, the aircraft will be required to
be towed to a clear area before starting its' engine(s). Crowd should be kept
clear of prop-blast or engine exhaust of jet aircraft.
The Aircraft
Security Coordinator will be advised of security area (performer aircraft area
and static display area), total number of aircraft, times pilots should be with
their aircraft, fire equipment location and whom to notify in case of emergency.
The Security
Coordinator will be responsible securing an accident area detailed by the
Director of Air Show Operations.
10.
Housing/Transportation Coordinator
The
Housing/Transportation Coordinator will be responsible for getting the major
acts (performer aircraft) and the Display/Static Aircraft their hotel rooms and
transportation in the most expedient manner. The Housing/Transportation
Coordinator will be set up in a tent in the performer aircraft pit area. The Act
Coordinator and Display Aircraft Coordinator will direct their pilots and crew
to the Housing/Transportation Coordinator.
A
representative from the hotel and rental agency will be present along with the
housing/Transportation Coordinator to assist with sign in/sign out of hotel and
transportation.
The
Housing/Transportation Coordinator will ensure that each act receives an
information packet and map of the area.
The
Display/Static Aircraft will be assigned housing and informed of transportation
to and from the airfield.
11. Special Events
Coordinator
The Special
Events Coordinator will coordinate any special social requirements to the Act
Coordinator and Display Aircraft Coordinator. The information should include:
time, dress, location and any special presentations.
The Special
Events Coordinator will establish credential requirements for these functions.
The Special
Events Coordinator will establish credential requirements for the
Concessionaires, Vendors and Exhibitors.
12. Fly-In Coordinator
The Fly-In
aircraft is an opportunity to familiarize your airport and FBO with new
potential business to the airport and FBO. The fly-in aircraft experience should
be enjoyable however; the potential for problems may arise if not accurately
coordinated.
The Fly-In
Coordinator must determine the fly-in capacity that the air show or FBO can
adequately and safety handle.
The Fly-In
Coordinator will advise the pilot of aircraft tie-down area and where the FBO is
located and inform the flying public of the procedures and limitations.
The fly-in
aircraft will have to be informed of arrival schedule, taxi instructions and
departure plans.
The fly-in
aircraft will require appropriate credentials for access to their aircraft and
ticketing requirements for the air show.
13. Media Coordinator
The Media
Coordinator will be responsible for the previous air show media evaluation, the
purchase, barter or trade of all electronic media, billboards, fliers,
handbills, posters and the production of all advertisement materials for the air
show.
The Media
Coordinator duties include: coordinating with the Acts Coordinator for press
information on performers to assist in constructing media kits, scheduling
advance interviews, coordinating a press pass for the media and hosting the
Media Tent at the press and air show.
The Media
Coordinator will notify and schedule the media for the Press Show. The Media
Coordinator will host the Media Tent during the air show performance and brief
the media of their boundaries of operation.
The Media
coordinator will coordinate with the Act Coordinator who will supply necessary
material from the contracted acts, the Security coordinator to arrange the
appropriate credentials and the parking coordinator to arrange appropriate
parking permits.
In case of
an accident the Media Coordinator will take charge of the media and assemble
them in the media briefing room. The Media Coordinator will notify the media of
the pertinent information. This information will include: act, name (pending
notification of relatives), aircraft type, location of accident and when or at
what time the accident occurred. Any statement of probable cause of the accident
will be made by the Director of Air Show Operations, the Federal Aviation
Administration representative or the Airport Manager.
14. Marketing Sales
Coordinator
The
Marketing Sales Coordinator will be responsible for design and publishing a
sponsorship proposal package for corporate sales of the air show. The Marketing
Sales Coordinator will target specific sponsors, determine a proposal package
for cash and in-kind services and contract the targeted sponsors.
The
Marketing Sales Coordinator will coordinate commercial booth space sales for the
air show. The marketing coordinator will coordinate with the ground operations
coordinator, draw up the amount of booth space available, and arrange for any
special requirements for the exhibitor.
Booth space can be sold
in 10' x 10' sections.
Example
The ground
operations coordinator can tape off the appropriate sections inside the hanger
of portable structure prior to the events.
1. Consider
marking the hanger floor with chalk or contractor tape to identify the
appropriate booth.
2. Leave the appropriate spacing between the rows and isles for spectator
traffic.
3. No fuel inside the hanger.
4. Mark emergency exits.
5. Arrange for adequate fire protection.
15. Vehicular Traffic
Coordinator
Months prior
to the air show the trafficking authorities should be notified and a meeting
place determined because the air show will bring Super Bowl size traffic to area
that is hardly accommodating. A follow up meeting may be required in order to
discuss updated information, to plot who is covering what intersection, and
where any road maintenance may occur.
Consult with
the local Police Department, Sheriff's Department and State Troopers that have
the authority within the jurisdiction of the show site area. Notify them of the
dates and times of the air show and what will be the anticipated crowd size on
each day. From these estimates a traffic plan can be devised and possible
traffic "bottlenecks" can be
identified in advance to expedite traffic and identify potentially trouble
areas. Traffic signs will speed the flow of traffic however air show fabricated
signage on city or state roads without the approval of the police authorities
may be a violation. Air show signs within the air show site is essential.
The Traffic
Coordinator is responsible for air show vehicular traffic control inside and
outside the airport and is responsible for providing an orderly and planned
traffic control plan for the air show spectators, airport tenants, VIP's,
performers and emergency evacuation routes.
The Traffic
Coordinator shall ensure that traffic on and off the airport is moved
expeditiously and professionally both inbound and outbound, before, during and
after the air show performance. The Traffic Controller shall coordinate directly
with local law enforcement agencies and formulate any necessary plans to
accommodate this movement of traffic.
The Traffic
Coordinator is responsible for ensuring that airport tenants have access to and
from their work places.
Traffic
1. Outside Airport Area
a. The
Traffic Coordinator will utilize traffic message signs to route traffic to the
airport:
Example: Air
Show Traffic Exit 1 Mile
Air Show Traffic Keep Right
b. The
perimeter of the airport will be marked, "No
Parking, By Order of Local Police".
2. Inside
Airport Area
a. All
tenant parking will be marked, No Parking.
b. VIP area will be identified and marked.
c. Spectator parking will be identified and marked.
3. Flight-Line
a. ONLY
essential vehicles and those identified with Flight line passes will be allowed
on the Flight line during the show. Any vehicle deemed as not necessary for
essential operation of the air show operations will be requested to leave the
Flight line.
16. Parking Coordinator
The Parking
Coordinator will plan and utilize the space available, which will portray the
efficient use of airport property and minimize inconvenience to the public.
Vehicles will be parked so as not to restrict any gates or fire lanes.
Vehicles,
which obstruct gates of fire lanes, will be towed immediately at the owners
expense. The Parking Coordinator will secure a towing company that will comply
with the policies of the air show and be available for jump starts and vehicle
assistance at the owners expense.
The parking
plan will include clearly marked handicapped parking spaces. Tenant parking lots
will not be used without permission from the tenant.
The parking
area will require trash barrels (a substantial amount of waste is disposed of in
the parking area and will require policing after the air show.
17. Medical Coordinator
First Aid Station(s)
Emergency
response to spectators and other persons should be addressed relative to the
level of need and the nature of the emergency. Well-marked medical first aide
locations will be established in the spectator area. These stations will be
shaded and will have proper first aide medical equipment. The personnel staffing
these stations will be certified paramedics and will be equipped with mobile
capabilities to move into the crowd, static and staging areas. The first aid
stations are designed to treat heat-related incidents and minor injuries.
Another
level of emergency care will be an Emergency Medical Service (EMS) type vehicle
capable of treating and transporting to outside medical facilities any emergency
beyond the first aid station capability.
18. Volunteer
Coordinator
The
volunteer coordinator will be responsible for soliciting voluntary staffing
support for the air show. The volunteer coordinator will determine the staffing
requirements, brief volunteers, scheduling volunteers, arrange volunteer
check-in area and assign volunteer staff to positions.
The
volunteer coordinator will acquire the necessary credentials and parking areas
required for the volunteer staff.
19. VIP and Sponsorship
Hospitality Area Coordinator
The VIP
Coordinator is responsible for identifying the locations for the VIP and
Hospitality areas, set-up and teardown and hosting the compound during the
performance of the air show.
The VIP
Coordinators duties will include: Coordinating location assignment and personnel
to construct the compound, locate tents, tables, chairs, table dressings,
security fencing to secure the area, coordinate a pass system, position portable
facilities, provide ice, beverages, containers, coolers and detailing security
for access to the area.
The VIP
Coordinator will arrange this area to be catered and coordinate beverages to be
served.
A mini-bus
should be acquired to transport VIP's from the parking area to the VIP area and
back to the parking area after the show.
The VIP
Coordinator will arrange any hanger party, contract for any special equipment,
arrange for tables, chairs, caterer, band or DJ, staging, electrical beverages,
determine a method to identify minors and facility Lighting.
The VIP
coordinator will arrange for a Pilot's Lounge that will provide comfort and
communications (telephone and facsimile machine) to the supporting pilots and
crew. This area will accommodate the pilots and the crew from the heat and the
crowd. This lounge will be equipped to handle message board operations.
20.
Concessionaires/Vendors/Exhibitor Coordinator
The
Concessionaires, Vendors and Exhibitors Coordinator will coordinate with the
Ground Operations Coordinator and arrange any special requirements. Only
contractors that possess the appropriate licenses, permits and insurance should
be allowed to contract with the air show.
The
contracted concessionaire and novelty vendor will require an office,
communications and a re-supply area designated for concessionaires, vendors and
exhibitors. This area should have parking and electrical power for forty (40)
foot trailers and refrigerator trailers.
The
Concessionaires, Vendors and Exhibitors will receive credentials from the
Security Coordinator for access to the airport and set up area. These
credentials will also permit parking in a designated area close to the
concessions or exhibit area.
The
Concessionaires/Vendors and Exhibitors coordinator with coordinate with the
Marketing Coordinator to arrange commercial booth space for exhibitors.
21. Trash Coordinator
The Trash
Coordinator will be responsible for the collection of trash and FOD.
The Trash Coordinator will be responsible to the Ground Operations Coordinator.
The Trash
Coordinator duties will include policing of the airport grounds and parking
areas before, during and after each day at the air show. The Trash Coordinator
will arrange with local service to be picked up each day. The Trash Coordinator
will arrange and locate trash receptacles and thirty (30) yard dumpsters around
the flight line.
22. Ticketing and
Revenue/Accounting Coordinator
There are
two (2) methods that the air show's spectator can be ticketed for the air show.
One method is from the spectator's automobile or after they have parked, the
spectator is funneled through the ticketing line. If the air show decides on the
automobile method they must consider the backup of traffic onto the major
arteries of traffic flow into the air show site. In addition, how many chutes
should be made available to expedite the transaction and proceed to the parking
area? The spectator funneled through the ticketing line may speed the traffic
flow into the air show site, allow them to park and then sold a ticket at the
entrance gate to the static display ramp area.
The
accounting coordinator will be responsible for updating the air show budget,
making advance deposits to performers and military teams, determining performer
method of payment schedule, arrange for the handling and accounting of cash
payments, be available to sign checks on short notice and arrange for novelties
closeout and concessions closeout at the conclusion of the air show. The
accounting coordinator will also prepare the Air Show Profit/Loss Statement.
The
accounting coordinator will arrange a cash pick-up at Ticketing Booths.
Prior to the
air show, the accounting coordinator will establish with local outlets a method
of advance ticket sales. The accounting coordinator will monitor advance ticket
sales and establish a method of coupon redemption.
During the
air show the accounting coordinator will arrange for qualified staff to sale
tickets at the entrance gates, arrange for a cash float for change, arrange cash
pick-ups, cash drawers, money bags, counters and aprons.
23. Independent Safety
Observer
An
independent safety observer will be assigned by and report directly to the
Director of Air Show Operations. The Independent Safety Observer will utilize a
checklist to monitor all air and ground operations activities throughout the
aviation event. During the aviation event, the independent safety observer
should immediately report any unsafe situation to the Director of Air and Ground
Operations.
24. Operations Assistant
The
Operations Assistant(s) will be directly responsible to the Director of Air Show
Operations. The Operations Assistants will have a good working knowledge of each
Coordinator position and will be available to assist each Coordinator with their
position.
DEVELOPING THE EMERGENCY
PLAN
INTRODUCTION
Overview
The
Emergency Plan can never be tested until there an emergency occurs. The incident
range can extend from a minor or simple impairment to a major catastrophe where
fatality numbers are huge. The best remedy to test the plan is to orchestrate
all those entities that will be involved and have a detailed walk-through, a
tabletop exercise testing the Airport Emergency and Air Show Plan. A list of
attendees is listed below:
Airport
Manager
Air Traffic Control Chief
Airport Fire & Rescue Commander
Local Police Authority
State Police Authority
County Sheriff Authority
Hospital Network Authority
Ambulance Representative
Life Flight Helicopter Representative
Air Show Director
Air Operations Coordinator
Ground Operations Coordinator
Air Show Security Coordinator
Disaster Relief Agencies
The
Emergency Plan is written to designate who is in charge during a particular
emergency, reducing the reaction time to respond to an emergency, assuring the
proper emergency equipment responds and identifies, examines and reduces the
potential emergency areas. In order to do this effectively the Emergency Plan
must be written and a walk-through exercise conducted.
The
Emergency Plan will accompany the pre-existing Airport Emergency Plan.
WHO'S IN CHARGE?
The Aircraft
Rescue and Fire Fighting (ARFF) Chief will determine action to be taken dictated
by the nature of the incident and the airport accident plan policy. The airport
manager will direct and coordinate the overall incident response to include
mutual assistance support from off the airport
For major
accident response, the ARFF Chief will assume the In-Charge role and all
activities will cease, the airport will belong to the fire chief. Once this
organization has been established, the airport accident plan will be executed.
The air
show's operations have ceased, the control of the airport has been turned over
to the airport manager and the local tower facility is in operation. The airport
accident plan is executed and the air show emergency plan is in effect. The ARFF
is busy controlling the accident site and it is now the air show responsibility
to control the massive crowd situation. Once the area of the accident has been
secured the air show will have to contend with the massive number of spectators
who will leave the air show site and deal with the family member(s) who might be
involved with the accident and the media.
THE AIR SHOW EMERGENCY
PLAN
PURPOSE
The purpose
of the emergency plan is to provide direction to those having responsibilities
in order to assist them in the intellectual execution of an air show emergency.
This plan can only provide the basis for action in case of an emergency, the
succeeding action depends on the character of the emergency, and they are issued
after consultation with all the appropriate authorities.
Members of
the air show's staff are not to make statements to the press or the general
public about an emergency situation. Statements will only be made by the
_______________ (i.e..... Airport Manager, Airport Relations Director)
EVENT DESCRIPTION
Describe the
Event: The XYZ Air Show will be conducted at the county airport on Saturday and
Sunday, July 30 & 31, 1996. A crowd of approximately 15,000 is expected on
Saturday July 30 and a crowd of approximately 30,000 is expected on
CRITICAL TIMES
The critical
times of the air show will begin with the Press show on Friday and including the
standard performances on Saturday and Sunday. Specific times will be listed on
the FAA Form 7711-2.
The air show
will expect arrivals on
The airport
will be closed to aircraft traffic between:
EMERGENCY CHAIN OF
COMMAND
Air Show
Director
Air Show Ground and Air Operations Director
Air Operations Coordinator
Ground Operations Coordinator
Security Coordinator
ROLES AND
RESPONSIBILITIES
Air Show
Director is in overall charge of the air show and spectators. The Air Show
Director will assist the airport manager in maintaining control of the accident
site.
Air Show
Ground and Air Operations Director will coordinate with the air operations
coordinator and ground operations coordinator and security coordinator and
assist the air show director.
Air
Operations Coordinator will cease air operations and return the control of air
operations to the Air Traffic Control (ATC) Facility.
Ground
Operations Coordinator will coordinate and assist the air show ground and
operations director.
Security
Coordinator will maintain security of the air show and secure the accident site.
CROWD CONTROL
During a
spectator or an aircraft accident, crowd control will be the responsibility of
the Security Chief. Spectators must be kept away from the area of incident.
EMERGENCY SERVICES
List Emergency Medical
Assets
Listed below
are the organizations providing Emergency Medical Service Support:
1. Services
on Airport
a. Airport Fire and Rescue
2. Services off Airport
a. City Fire Departments
3. Medical Services
a. Local Ambulance Services
4. Security Services
a. Local Sheriff
b. Local Police
c. State Patrol
d. Hired Security Staff
e. Volunteer Security Staff
Planning,
communication and readiness are essential to an effective Safety and Emergency
Program at the air show. The air show operations staff must discipline itself to
meet the critical challenge in implementing safety and decreasing ground and air
accidents which may occur. The objective is to maintain the highest level of
public and aircrew safety. The most important element of the safety procedures
and emergency policy is to communicate them clearly to the air show staff, the
Aircraft Rescue and Fire Fighting (ARFF) Chief, airport manager, tower control
chief and ground emergency units. No emergency plan is complete without
reviewing the Airport Disaster and Community Emergency Plan.
Reaction to
an aircraft accident during an air show should be identical to that which would
take place at the airport at any other time. Simply, at the moment of the
incident, on scene authority reverts from air show control to the responsible
Aircraft Rescue and Fire Fighting (ARFF) chief. The rationale is that on scene
response should be addressed by qualified personnel with proper equipment.
MILITARY EMERGENCY
If the
accident involves a military aircraft, the Senior Military Officer on the
airport will be in charge of the on-scene control and reclamation, if he/she is
so authorized by the Federal Government.
The ARFF
Chief will be required to know oil and fuel types, which will be used, and how
to access the variety of aircraft you will have at the air show.
EMERGENCY
Access
routes to display aircraft and participant aircraft will be defined. A route to
and from the air show will be designated as the emergency entrance. A
determination will be made as to the method of evacuation either by helicopter
or by land.