Home 

Return to Public Service

 

THE AIR SHOW CHECKLIST

By Robert Sheffield  

 

 

I.        __________         EMERGENCY CONTINGENCY PLAN/ The Emergency Plan:

                                   

                                    _____  Emergency Accident/Incident Plan

                                                            Ensure its' in compliance with the "Airport Emergency Plan"

                                               

                                    _____  Military Aircraft Accident

                                                            Who's in charge?

 

                                    _____  Civilian Aircraft Accident

 

                                    _____  Identify Critical Times

 

                                    _____  Identity Possible Incidents

                                                            Where they might occur

                                                            What kind of situation:

                                                                        Automobile Accidents (On the way in/out)

                                                                        Spectator/Auto Accident

                                                                        Heat Injuries

                                                                        Aircraft on-site

                                                                        Aircraft off-site

 

                                    _____  Termination of Alert

                                                            Whether the show must go on or stopped.

 

                                    _____  Emergency Communications Plan

 

                                    _____  Identify Medical Resources

                                                            City, County, State Agencies

                                                            Law Enforcement Agencies

                                                            Emergency Medical Team(s)

                                                            Fire Rescue Team

                                                            Hospital Emergency Plan

                                                            Life-Flight Helicopter

                                                           

II.      __________         CERTIFICATE OF AUTHORIZATION/FAA form FAA 7711-2:

                                   

                                    _____  Secure and coordinate with the local FSDO 180 to 120 days prior to the first event date.    

In accordance with AC 91-45C, Chapter 2, Section 1, paragraph 18c, an application for an aviation event should be submitted at least 90 days (45 days @ very minimum) before the date of the scheduled event. 


 

                                    _____  Ensure you got what you requested:

                                                            altitudes, 

                                                            wing-walkers (no seatbelts),                                     

                                                            Parachutists

                                                            Jet Team DoD Waiver

                                                            Acro Maneuvers

                                                            Forward a copy to your performers

 

III.     __________         MOA (Military Operational Area) SECURED FOR PRESS DAY

 

IV.     __________         CONTRACTS REVIEWED:

                                   

                                    _____  Performers

 

                                    _____  Concessions and Novelties

 

                                    _____  Independent Contracted Laborers        

 

V.      __________         INDEPENDENT SAFETY OBSERVER:

 

                            Monitors the air show and recognizes potential dangerous or unsafe conditions.

                                     

VI.     __________         PERFORMER PACKETS:

                                               

                                    _____  Maps

 

                                    _____  Show Schedule

 

                                    _____  Important Phone Numbers

 

                                    _____  Accommodation Arrangements

 

                                    _____  Transportation Plan

 

                                    _____  Shuttle Schedule/Routes

 

                                    _____  Party Passes

 

                                    _____  Local Entertainment (Conventioneers Booklets)

 

                                    _____  Scheduled Performer Briefings

 

                                    _____  Emergency Contact Form


 

VII.    __________         STATIC DISPLAY AIRCRAFT:

 

                                    _____  Personnel Sign-In Sheet with phone numbers (In case of emergency)

 

                                    _____  Static Display aircraft list to the FBO

 

                                    _____  Weight of Aircraft (Does not Exceed weight capacity of the Static Display Ramp)              

 

                                    _____  Arrival Plan

 

                                    _____  Departure Plan

 

                                    _____  Aircraft Movement Plan

 

                                    _____  Flight Plan on Departure

 

                                    _____  Parking Plan

 

                                    _____  Barriers/Stanchions

 

                                    _____  Chalks

 

                                    _____  Refueling

 

                                    _____  POL

 

                                    _____  Signage (Information & No Smoking)

 

                                    _____  Stairs (Up and down)

 

                                    _____  Tiedown Availability

                                               

VIII.  __________         TRANSPORTATION:

 

                                    _____  Military Teams Requirements

                                                            Maps in vehicles

                                                            Fill gas tanks

                                                            Special refueling procedures

 

                                    _____  Performer Requirements

 

                                    _____  Bus Schedule for Static Display Aircraft

 

                                    _____  Spectator Transportation from Parking Area

                                                           

IX.     __________         QUARTERS/ACCOMMODATIONS:

 

                                    _____  Hotel Assignments

                                                            Civilian Performers

                                                            Military Team

                                                            Static Display

                                                            Dignitaries

 

                                    _____  Smoking/Non Smoking Rooms

 

                                    _____  Single or Double Requirements

                       

X.      __________         AIR SHOW SITE:

 

                                    __________    Safety Briefing Room

                                   

                                    __________    Designate & Inform participants on arrival

           

                                    __________    Equipment

                                                            Chairs

                                                            Tables

                                                            Charts

                                                            Maps

                                                            Paper and Pens available

                                                            Weather Information

                                                            FAA Available

                                                            Map of Site     

                                                            Brief the Announcer

                                                                        Public Safety Announcements

                                                                        Sponsor Announcements

                                                            Military Teams Brief/Debriefing Room  

 

                                __________    Required Information  in accordance with AC91-45C, Chapter 2, para. 25-27.

 

                                __________    Operations Office/Emergency Command Center

 

                                                            _____  Phone Lines

 

                                                            _____  Fax Machine

 

                                                            _____  Computer

 

                                                            _____  Typewriter

 

            _____  Copy Machine 

                                               

                                                            _____  Office Helpers

                                                           

                                                            _____  Map of the area

 

                                    _____  Establish

                                                            Crowdline

                                                                        Barrels

                                                                        Fencing

                                                                        Rope

                                                                        Security

                                                            Aerobatics Box

                                                                        Drawn on a map an outlined

                                                            Spectator area

                                                                        Position and location of fire extinguishers and type

                                                            VIP Area

                                                            Special Needs Area

                                                            Parking Area

                                                            First Aid Area

                                                            Emergency Medical Equipment

 

                                    _____  Airport Tenants (How does this show infringe on the airport tenants)

                                                            They will need access to:

                                                                        Work Area

                                                                        Parking Area

 

                                    _____  Air Show Insurance

                                                            Air Show Liability

                                                            Accident (volunteers)

                                                            Property Theft/Damage

                                                            Workers Compensation

                                                            Liquor Liability

                                                            Explosives, Fireworks, Pyrotechnics

                                                            General Liability

                                                            Weather Insurance

                                                            Passenger Liability

                                                            Product Liability

                                                            Vehicle Liability

                                                            Vehicle Collision

 

                                    _____  Fire Marshall Permits

 

                                    _____  Concession Company

                                                            Health Permits

                                                            Resupply Area

                                                            Communications

 

                                    _____  Novelty Company

                                                            Program Sales Staff

                                                            Resupply Area

 

                                    _____  Port-O-Lets 

                                                            On Site and Servicing Scheduled

                                                                        Spectator Facilities

                                                                        Handicapped Facilities

                                                                        Commercial Displays

                                                                        Parking Area

                                                                        VIP Facilities

                                                                        Air Boss Portable Tower

                                                                        Military Team Requirements

 

                                    _____  Public Address System

                                                            Power (Generator)      

                                                            Amplifier

                                                            Speaker and Speaker Stands

                                                            Microphones

                                                            Wireless Microphone System

 

                                    _____  Trash Collection Points

                                                            Scheduled Clean-Up after each show

                                                            Dumpsters Required

                                                            Trash Barrels on Site

                                                            Trash Bags 

                    (It maybe easier to pull a full bag out of the trash barrel, tie off to close and replace a trash bag in the barrel.)                                                                               

                                    _____  Volunteer Check-in Point

 

                                    _____  Lost and Found Booth

                                                            Map of the area

                                                            Holding area for lost children

                                                                        Coloring books

                                                                        Stuffed animals

                                                                        Identification Method

                                                                        Log-In Sheet/Who recovered the child?

 

                                    _____  Public Telephones

 

                                    _____  Commercial Booth Space/Exhibits

                                                            Sign-In Area

                                                            Military Recruiters

                                                            Chairs & Tables

                                                            Will fuel in the building be a problem (Remote control airplanes)?  

 

                                    _____  Media Booth

                                                            Staffed

                                                            Materials Available

                                                            Map of the area

                                                            Credentials Available

                                                            Show Schedule Available

 

                                    _____  Static Displays

                                                            Roped off (If there is a requirement)

                                                            Fuel Spills

                                                            Signage

                                                            Stairs (Up and down)

 

                                    _____  First Aid Room

                                                            Cots

                                                            Water

                                                            EMS Team properly staffed

                                                            Communications

 

                                    _____  Tents

                                                            Information Booth

                                                            Lost & Found Booth

                                                            Lost Child Booth

                                                            Water Trailers

                                                            Ticketing Area

                                                            Corporate Sponsors

                                                            Performer Autograph Area

                                                            Medical/First Aid

                                                            Parking Area

                       

                                    ____    Air Show Signage

                                                            Aircraft Signage

                                                            Parking Signage

                                                            Special Needs Signage

                                                            Off-Airport Signage

                                                            Ticket Booth Signage and Prices

                                                            First Aid Locations      

 

 


                                               

XI.     __________         AIRPORT:

 

                                    _____  Alternate Airport Landing Facilities (Emergency Landings)

 

                                    _____  FOD (Foreign Object Damage) Determine Clean-Up

 

                                    _____  Fire Extinguisher/Fire Bottles

 

                                    _____  Aerial Photographs

 

                                    _____  Keys to gates and hangers

 

                                    _____  Airport Signage

 

                                    _____  Perimeter Secure

 

                                    _____  Taxiways and Runways Swept

 

                                    _____  Aerobatics-Box Sterile

 

                                    _____  Jet Team Flightline in place

           

                                    _____  Crowdline secure

 

                                    _____  Grass mowed in Parking Area/Pyro Area

                                                            (Be cautious of warm mufflers on the dead grass.)                                            

                                    _____  Hanger Space Requirements

                                                            Civilian Performer Requirements

                                                            Military Team Requirements

                                                            Commercial Display Requirements

                                               

                                                _____  Hanger Servicing

                                                            Floors Swept

                                                            Bird Crap Removed

                                                            Electrical Requirements

                                                            Servicing Hanger Restrooms

                                                            Fire Extinguishers

           

                                    _____  Establish "Fly-In" Policy

                                                            Fly-In Parking Area

                                                            Ticketing procedures/method


 

                                    _____  Hazmat Team Available

                                                            Determine Spills

                                                            Clean-up/plan & procedures

                                                            Reporting Procedures

                                                            Waste Management Procedures

 

                                    _____  Fire and Rescue Team                                                                                                                                                          Aircraft Rescue and Fire Fighter Briefed

                                                                        Air Show Schedule

                                                                        Types of different aircraft involved

                                                                        Map of area in ready room

 

XII.    __________         FIXED BASED OPERATOR (FBO):

                       

                                    _____  Ground Support Equipment

 

                                    _____  Ramp Crew (Qualifications)

 

                                    _____  FBO Re-fuel Plan

                                                            Who pays

                                                            Method of payment

                                                                        Military Credit card

                                                                        Military Standard Forms

 

                                    _____  Tugs available and fueled

                                                            Tow Bars

                                                            Starter Units

 

                                    _____  POL Available

 

                                    _____  Fuel Type & Quantity Availability

 

                                    _____  Type of Trucks and Nozzle Flow rate

 

                                    _____  Fly-In Aircraft Servicing Procedures

                                                           

                                    _____  Smoke Oil

                                                Designated Storage Area

                                                Resupply truck

                                                Dispense method

                                                Hand Pump/motor


 

XIII.  __________         PARKING:

 

                                    _____  Establish "Hot Ramp Parking Area" 

            (Later these vehicles could become a hazard to emergency vehicles or traffic)

 

                                    _____  Parking Plan

 

                                    _____  Alternate Parking Plan 

            (In case you lose your parking because of  excessive rain)

                                                           

                                    _____  How are the Spectators coming in?

 

                                    _____  How are the Spectators going out ?

 

                                    _____  Civilian Police briefed

 

                                    _____  Emergency Routes

 

                                    _____  Military Teams Route

 

                                    _____  Performer Route

 

                                    _____  Adequate amount of Parking Attendants on Site

 

                                    _____  Alternate parking site (Overflow parking)

 

                                    _____  Handicapped Parking Availability

           

                                    _____  Special Needs

 

                                    _____  VIP Parking Area

 

                                    _____  Performer Parking Area

 

                                    _____  Military Teams Parking Area    

 

XIV.  __________         TRAFFICKING

 

                                    _____  Outside the air show site

                                                Arrival Access Roads

 

                                    _____  Inside the air show site

                                                Intersection traffic to parking areas

 

                                    _____  Hot Ramp Area

                                                Proper vehicle authorization

 

                                    _____  Emergency Routes

 

                                    _____  Performer Routes  

 

                       

XV.   __________         SECURITY:

 

                                    _____  Established Authorized "Person on the Hot Ramp"

 

                                    _____  Perimeter Secure

 

                                    _____  Copy of the Credentials/Security Passes

 

                                    _____  Ticket Sellers

                                                            Start Up Cash/Money Float (Change)

 

                                    _____  Ticket Takers

 

                                    _____  Crowdline Secure

 

                                    _____  24-Hour Security

                                               

XVI.  __________         MEDICAL:

 

                                    _____  Ambulance(s) on site

 

                                    _____  Physician Requirements

 

                                    _____  Life Flight Helo Availability

 

                                    _____  Local Hospitals Advised of Event

                                               

                                    _____  Signage to help locate a medical facility

 

                                    _____  Communications

 

XVII. __________         COMMUNICATIONS:

 

                                    _____  Ground Operations Requirements

 

                                    _____  Air Operations Requirements

 

                                    _____  Medical Requirements

 

                                    _____  Security Requirements

                                                            Law Enforcement

                                                            Crowd Control

                                    _____  Parking Attendants

 

                                    _____  Radio sign out sheet

 

                                    _____  Cell Phones  

 

                                    _____  Back-Up equipment and chargers

 

                                    _____ Communication Net

                                                            Ground Operations Net

                                                            Emergency Net

                                                            Security Net

                                                            Parking Net

                                                 

 

XVIII.         __________         HOSPITALITY:

 

                                    _____  Hanger Party

                                                Equipment

                                                            Tables

                                                            Chairs

 

                                                _____  Caterer

                                                            Contract

 

                                                _____  Band/DJ

                                                            Contract

                                                            Staging

                                                            Electrical

 

                                                _____  Beverages

                                                            Beer and Wine

                                                            Method to identify minors

                                                            Non-Alcoholic

 

                                                _____  Facility Lighting

                                   

                                    _____  Pilots Lounge

                                                            Message Center Board

                                                            Chairs

                                                            Tables

                                                            Phone (to contact unit or family)           

                       


                                    _____  Meal Schedule

                                                            Volunteers

                                                            Staff

 

XIX.  __________         CORPORATE SPONSORS:

                                   

                                    _____  Tents

 

                                    _____  Tables/Linens

 

                                    _____  Chairs

 

                                    _____  Catering

 

                                    _____  Resupply

 

                                    _____  Trash

 

                                    _____  Security

 

                                    _____  Credentials/Passes/Parking

 

                                    _____  Area for military teams guests

                                     

 

XX.   __________         WATER:

                                   

                                    _____  Spectator

                                                            Fixed Faucet Locations

                                                            Water Buffalo(s)

                                                                        Resupply

                                                                        Tent Coverage

                                                                        Cups

                                                                        Trash

                                                                        Ice

                                                                        Signage

                                   

                                    _____  Performers

 

                                                            Ice

                                                            Cold Drinks

                                                            Water

 

XXI.  __________         ON-SITE VEHICLES:

 

                                    _____  Establish "Vehicles on the Hot Ramp Policy"

 

                                    _____  Establish Refueling Plan

 

                                    _____  Key Control & Spare Keys Available

 

                                    _____  Turn-in Plan

 

                                                _____  Golf Carts

                                                                        Rental Agreement

                                                                        Quantity Required

                                                                        Concessions Requirements

                                                                        Medical Requirements

                                                                        Insurance

 

                                                _____  Automobiles

                                                                        Military Teams Requirements

                                                                        Performer Requirements

                                                                        Special Requirements

                                                                        Insurance

                                               

                                                _____  Pick-Up Trucks

                                                                        Performer Requirements

                                                                        Smoke Oil Resupply

                                                                        Trash Collection Crew

                                                                        Hot Pit Transportation for Performers

                                                                        Insurance

 

XXII. ___________       SPECIAL SUPPORT REQUIREMENTS

 

                                    _____  Heavy Equipment

                                                            Crane (Big enough to lift the largest aircraft, Doesn't                                                                                                      necessarily have to be on hand, however on-call may be good  planning)

 

                                    _____  Generator(s) Requirements for electricity

 

XXIII.         __________         ACCOUNTING:

 

                                    _____  Determine Performer Method of Payment Schedule

 

                                    _____  Advance Payments to Performers

 

                                    _____  Military Teams Advance Payments

 

                                    _____  Arrange for the handling and accounting of cash payments

 

                                    _____  Checks signed on short notice  

           

                                    _____  Arrange for Novelties Closeout

 

                                    _____  Arrange for Concessions Closeout

 

                                    _____  Prepare Air Show Profit/Loss Statement

 

                                    _____  Cash Pick-Up at Ticketing Booths

                         

 

XXIV.         __________         TICKETING:

 

                                                Prior to the Air Show

 

                                                            _____  Establish Advance Ticket Sales

 

                                                            _____  Monitor Advance Ticketing Sales

 

                                                            _____  Establish Coupon Redemption

 

                                                During the Air Show

 

                                                            _____  Arrange For Qualified Staffing

 

                                                            _____  Staff Each Booth Accordingly

 

                                                            _____  Heavy Flow Areas/Low Flow Areas

                       

                                                            _____  Arrange for Cash Pick-Ups

 

                                                            _____  Arrange for Cash Advance

 

                                                            _____  Cash Drawers/Money Bags/Aprons

 

                                                Tentage

 

                                                            _____  Tents at each Ticketing Area

 

                                                Signage

 

                                                            _____  Ticket Prices

 

                                                Support

 

                                                            _____  Water/Ice/Coolers

           

                                                            _____  Food/Lunches for Staff                                    

 

XXV. __________         MEDIA

 

                                    _____  Advance Publicity

 

_____  Coordinate Commercial Television & Radio) Time Availability                          

                                                _____  Research Media Buy

 

                                                _____  Determine Media Plan (Budget)

 

                                    _____  Television Commercials (30-Second Spots)

 

                                                _____  Video

 

                                                _____  Background Music Track

 

                                                _____  Voice-Over Talent

                                                _____  Video Production Studio

 

                                                _____  Sponsors Logo/Placement/Number of time shown

                                                _____  Produce "Raw Footage" Tape for News Stations

 

                                                _____  Acquire "On Air" Interview Schedule

 

                                    _____  Radio Commercials (60-Second Spots)

 

                                                _____  Voice-Over Talent

 

                                                _____  Background Music Track

 

                                                _____  Sound Recording Studio

 

                                                _____  Acquire "On Air Interview Schedule

                                   

                                    _____  Secure Advance Publicity Materials

 

                                                Jet Team

                                                Performers

                                                History of Air Show

                                                Interesting Numbers and Facts

 

                                                _____  Photographs (8" X 10")

 

                                                _____  Video  (3/4", Beta)

 

                                                _____  Narratives

 

                                    _____  Publish the Air Show Advance Publicity Packet

 

                                    _____  Photographs

                                   

                                    _____  Narratives on Performers

 

                                    _____  Particular Specifications

                                                            Flight Time

                                               

                                                            Hometown

                                                            Aircraft/Make, Model, Engine Type, Use

 

                                    _____  Media Booth Location

           

                                    _____  Show Schedule/Times

 

_____  Establish and inform the media of a "Briefing Room"  (This is helpful in gathering the media in case of an emergency)

 

XXVI.         __________         SIGNAGE:

 

                                    _____  Outside the Airport

 

                                                _____  Direction Signs to the Parking Area

 

                                                            General Public

                                                            Performers

                                                            VIP

                                                            Special Needs

 

                                                _____  Direction Signs to the Ticketing Booths

 

                                                _____  Ticketing/Prices

 

                                    _____  Inside the Airport

 

                                                _____  Commercial Booths

 

                                                _____  Static Displays

 

                                                _____  Medical Stations

 

           


                                    _____  General Public Signage

 

                                                            Rest Rooms

                                                            Telephones

                                                            Baby Changing Area

                                                            Information

                                                            Lost & Found

 

                                    _____  Exiting the Airport

                                   

                                                _____  Direction Signage to Control the Flow of Traffic  

 






Pubs & Manual

 

Home