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44 APPENDIX B Chronological Event Organizing Checklist
45 12 mos prior ⢠Establish objective(s) ⢠Choose responsible organization ⢠Select event type ⢠Develop event theme ⢠Select date ⢠Select site ⢠Choose duration of event 11 mos prior ⢠Develop organizing timeline ⢠Organize committees ⢠Develop event budget ⢠Determine admission fees ⢠Determine insurance, ideminification, use agreements ⢠Arrange for aircraft rides (if offered) ⢠Arrange for static aircraft display (if offered) ⢠Arrange for non-aeronautical attractions (if offered) ⢠Arrange for performers (if needed) 10 mos prior ⢠Develop marketing and promotion plan ⢠Develop corporate sponsorships and hospitality options ⢠Contact other civic groups and community leaders for participation ⢠Start notifying airport tenants and businesses 9 mos prior ⢠Assign specific tasks to committees ⢠Develop contingency plan for event ⢠Determine need for temporary frequencies and communications ⢠Determine need and arrange for air boss ⢠Develop ground operations plan ⢠Address FAA concerns and coordinate with FAA tower, FAA FSDO, and FAA ADO 8 mos prior ⢠Arrange/Reserve accomodations ⢠Consider concessions, vendors, and fees ⢠Develop security plan ⢠Develop emergency plan ⢠Develop media plan ⢠Coordinate with local officials as necessary 7 mos prior ⢠Develop safety/layout plan ⢠Consider crowd lines ⢠Consider show lines (for air show) ⢠Identify press/media sources for promotion 6 mos prior ⢠Consider signage for event ⢠Arrange for support facilities (portable toilets, water needs, rest areas) ⢠Arrange for volunteers ⢠Consider transportation/auto parking/traffic ⢠Consider an emergency aircraft repair facility 5-2 mos prior ⢠Consider invitations for specific individuals ⢠Continue above planning tasks until complete, including holding regular status meetings ⢠Coordinate with media; circulate prepared press releases 1 mo prior ⢠Review entire checklist and make sure everything is in order ⢠Promote, promote, promote 1 day prior ⢠Notify media, circulate prepared press releases ⢠Final planning meeting with all participants Day of event ⢠Early arrival of volunteers ⢠Morning briefings (volunteers, performers, troubleshooting team) Day after event ⢠Clean-up ⢠Cancel NOTAMs Week/Month after event ⢠Follow-up ⢠Analsysis of success/debriefing ⢠Economic impact analysis
