Conducting Aeronautical Special Events at Airports (2013)

Below is the uncorrected machine-read text of this chapter, intended to provide our own search engines and external engines with highly rich, chapter-representative searchable text of each book. Because it is UNCORRECTED material, please consider the following text as a useful but insufficient proxy for the authoritative book pages.

5 “How can we get better exposure, both physical exposure and awareness, of our airport and of general aviation? By inviting the public out to the airport to have a look around, that’s how.” AOPA (2007, p. 2) TWELVE MONTHS PRIOR TO EVENT During this phase, airport and/or event personnel considering hosting an aeronautical special event should be brainstorming on such topics as: • What are the reasons for holding the event? • What are our goals for holding the event? • Who will be responsible for holding the event? • What type of event will we have? • What will be our event theme? • When will the event be held? • Where will the event be held? • What will be the duration of the event? ESTABLISH AN OBJECTIVE One of the first questions to ask during the planning phase is, “What do you and your group hope to accomplish by having an airport open house [or other aeronautical event]?” (AOPA 2007, p. 3). In reality, there may be several answers to this question. One objective may be to promote the use and boost the value of the airport. Another objective may be to display the airport in a positive light. Others might include attracting potential flight training students and aircraft buyers, fundraising, education, entertainment, and the promotion of aviation. Although several objectives may come to mind, it is most effective to prioritize one primary objective. Airports have found that by establishing a general objective, such as “giv- ing back to the community,” several sub-objectives can also be achieved. According to all survey participants, enhancing community relations and provoking interest in aviation are the most common objectives in holding an aeronautical spe- cial event (Figure 2) (AOPA 2007). RESPONSIBLE ORGANIZATION After an objective for the event is determined, discussions will likely center around the organization that will assume respon- sibility for the event. Options for the responsible organization (or event sponsor) include the airport, a local military base, a civic or charitable organization, a local municipality, a flight club, an aviation organization/association, the state aviation agency, the Civil Air Patrol, fixed base operator (FBO), and more. If an organization other than the airport will be respon- sible for organizing the event, it is worthwhile for the orga- nization to seek approval from the airport authority, owner, or other entity that sponsors the airport to garner full support. “Having that official seal of approval will pave the way for cooperation from airport staff, and possible in-kind assistance in the form of manpower supplies and equipment, and perhaps even funding” (AOPA 2007, p. 5). Discussions may also include contracting with a profes- sional event organizing firm. This may be especially helpful for larger events and first-time event sponsors. According to event organizing firms participating in the survey, they are available to assist with almost every aspect of the event, including mar- keting and promotion, public relations, announcing, air boss, concessions, insurance, FAA waivers, performer contracting, photography/video, printing/publishing, and sponsorships. Additionally, various industry associations, including ICAS, AOPA, Professional Airshow Performers Association and the EAA, are available to offer support and assistance to event sponsors. However, many airports report having held successful events without the use of a professional event organizing firm. Regardless of the event sponsor, it is important to include all concerned parties in the planning and organizing phases for the event. In addition to airport management, air traffic manage- ment and controllers, and a representative from the municipal- ity or county, it is advantageous to include airport tenants, such as FBOs, flight schools, user groups, and other interested par- ties. Additionally, local law enforcement, fire rescue, the FAA Flight Standards District Offices (FSDO), and the state aviation agency can prove helpful in the planning and organizing phases of the event. In total, this may involve six to 20 individuals (or more) in the planning and organizing phases of the event. TYPES OF EVENTS The types of aeronautical special events from which the event sponsor can choose will also likely be discussed during this ini- tial planning phase. An airport open house is a relatively simple aeronautical special event that need not involve an air show or even aircraft in flight (although those held at military bases often have an air demonstration). It can simply involve opening chapter two EVENT PLANNING PHASE

6 the doors to the airport and inviting the public to see everything the airport has to offer, including the on-site businesses. Invite [the public] to come take an up-close-and-personal look at a single-engine family aircraft, an experimental design . . . an emergency medical service helicopter, a workaday charter twin, or a proud old warbird [or on-airport businesses]. Offer them a chance to take an inexpensive ride in an airplane or helicopter. Show them an airport control tower, a pilot’s flight-planning area, and an aircraft maintenance shop. Give them demonstra- tions of the expertise and equipment of local fire and rescue squads, educate them with informational and product exhibits, and entertain them with music, clowns, and activities. In short, hold an open house at your airport, and invite the public in (AOPA 2007, p. 2). According to the FAA (1990) and aviation experts, aeronautical/aviation events include: • Air shows • Air races • Aerobatic contests • Fly-ins (Figure 3) • Parachute demonstration jumps • Practice areas designated for aerobatic proficiency or training • Balloon meets and races (Figure 4). In particular, fly-ins may consist of Young Eagle flights, poker runs, spot landing contests, tethered hot air balloon rides, ori- entation flights, airplane rides by commercial vendors, and pilot proficiency events (FAA 1990; EAA 2009). Of the many types of aeronautical special events, air shows have the most appeal. Air shows are, in essence, “sporting events” where aerial performers display aerobatics, formation flights, and other thrilling aeronautical feats on the main stage (Figure 5). An air show may be part of a larger event with static aircraft on display and various aviation-related exhibits and activities; may be free (typically at military bases), or may charge an admission fee and/or a parking fee (Warnick et al. 2009). Revenue for airport Revenue for charity Economic impact to Community relations Enhance interest in aviation community Other 2 2 1 2 3 3 0 4 7 5 5 1 5 2 16 15 20 Non-Air show Air show 10 FIGURE 2 For which of the following reasons did the airport hold the event? FIGURE 3 Fly-in aircraft. (Source: Jon Ross, FAA.) FIGURE 4 Balloon fest. (Source: Gary Shafer, Southern Illinois Airport.)

7 Thus, a major consideration in planning for an aeronauti- cal special event is whether or not to make an air show part of the event. This decision cannot be made lightly, as an air show will affect the event’s finances, insurance require- ments, waiver requirements, anticipated number of attend- ees, etc. Indeed, two things are certain if an air show is held: Larger crowds are assured; and the complexity of planning the event and the cost of staging it will rise significantly. Although those involved with planning an aeronautical event may believe that incorporating an air show is a necessity, it is important to determine during the planning phase whether an air show will contribute to the objectives established for the event. The experiences of many airports indicate that an air show will increase revenues for the event and the airport, which is important if profits are an objective. “If the primary objective of having an open house is to educate the commu- nity about the transportation, economic, public safety, and lifestyle benefits of having a vibrant local general aviation airport, however, then it can be argued that an air show may actually be a distraction” (AOPA 2007, p. 4). One option is to incorporate some fly-by demonstrations, rather than a comprehensive air show. A benefit to this option is that no FAA waivers are required if the aircraft do not perform aero- batic maneuvers. Another option which may not require an FAA waiver is a parachute jump (AOPA 2007). Among the events held by survey participants, air shows were the most common type of aeronautical special events, with fly-ins the second most common. Open house with air- craft, EAA Young Eagles or Eagle Flight events, and “other” (including aviation summer camps and tours) were the third most common type of aeronautical special events (Figure 6). DEVELOP A THEME Once the type of event is decided, a theme for the event may be developed. Used properly, a theme can enhance interest in the event among pilots and nonpilots alike; and can be integrated into the name of the event as well, such as Sun ‘N Fun, Planes ‘n Pancakes, or Wings and Wheels, which can pique public interest and has more marketing value than Airport ABC Fly-In, for instance. DATE OF EVENT Although an exact date for the event may not be decided at this stage, potential dates will likely be discussed. Aeronautical events are held throughout the year; however, there are some general issues to consider when selecting a date for the event. First, weather: Generally, aeronautical special events are more enjoyable during moderate temperatures, making late spring and summer popular seasons for these events. Second, fami- lies often take vacations during the summer and although that may mean more families vacationing in the area where the event will be held (if it has tourist attractions), it may also mean that local residents are vacationing out of the area, resulting in lower attendance at the event. Third, it is important to consider FIGURE 5 Airshow performer in flight. (Source: Jon Ross, FAA.) FIGURE 6 Most common aeronautical events. 10 8 4 4 4 0 2 4 6 8 10 12 Airshow Fly-in Open house with aircraft EAA Young Eagles or Eagles Other

8 the dates of other events, aeronautical and nonaeronautical, that may conflict with the event. Some of these competing events may actually cost less and offer more opportunities for active involvement; as the number of air shows and aero- nautical special events continues to increase, they may also affect the availability of performers, static display aircraft, and exhibitors. Therefore, appropriate advance planning is integral to ensuring that preferred performers, static display aircraft, and exhibitors are secured. SITE SELECTION Possibly one of the most important decisions to be made in organizing the event involves the site for the event. Although some initial thoughts about this likely occur during the initial planning, final decisions regarding the site are generally made during the organizing phase. It is essential that the site be able to accommodate the anticipated types of aerial demonstrations without derogating safety or causing a hazard to any non- participating aircraft or attendees. It is also important to evalu- ate areas adjacent to the show site, including homes, businesses, roads, or any occupied vessel, vehicle, or structure in selecting the site. Generally, three types of sites may be selected: • Airports—Probably the best site for an aeronautical event, the local airport will typically be given first con- sideration as a potential site. • Fairgrounds—If the airport is not an ideal location, a fairgrounds may be. Fairgrounds provide such assets as fencing, grandstands and/or bleachers, concession stand areas, first-aid stations, police, and possibly fire services on-site. Additionally, a fairgrounds may be better able to accommodate the large volume of vehicular traffic expected during the event. • Other sites—In addition to airports and fairgrounds, lakes, rivers, parks, and other open areas may suffice (although it is important to consider potential wildlife hazards). DURATION OF EVENT Although major aeronautical events such as the Sun ‘N Fun International Fly-In and Expo in Lakeland, Florida, and EAA AirVenture at Oshkosh, Wisconsin, are week-long events, most aeronautical events are either one or two days in duration. Past experience indicates that expenses are recov- ered during the first day and net profits are earned during the second day. However, there are plenty of one-day events that also cover expenses. Once permits and approvals are secured, volunteers are in place, and vendors, equipment, aircraft, and performers are scheduled, extending a one-day event into a second day requires little more commitment on the part of the event sponsor. However, the second day will require volunteers, pilots of static aircraft, performers, and other personnel to return. There will also be additional cost involved for rentals of equipment, as well as lodging, meals, and transportation for performers. These additional expenses will need to be considered in deciding whether to extend the event to two days (AOPA 2007).