Conducting Aeronautical Special Events at Airports (2013)

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30 The Event Phase occurs only while the event is being held, and despite the many months of planning and organizing, the success of this phase alone will determine the success of the event. Further, this phase is the only phase generally visible to event attendees. First, on the morning of the event, several briefings or meetings will be held. This may include an initial meeting of volunteers to make certain everyone is aware of their respon- sibilities for the day. It may also include a mandatory briefing for pilot performers. Handled by the air boss, the pre-show pilot briefing is detailed in FAA Order 8900.1, which speci- fies that all performers, key operations/support personnel, the FAA or assigned monitor, and weather briefer should attend. This agenda will include: • Roll call—Attendance by performers is mandatory • Introduction of key officials • Time hack • Current weather and forecast • Review of NOTAMs • Review of waiver and special provisions • Review of area map—Including hold points, turn direc- tions, altitudes, noise abatement procedures, sensi- tive areas, special areas of operation, remote recovery airports, obstructions, controlled/emergency bail out/ ditching procedures • Airport status—Including airspace, runways in use, facilities, arresting cables • Air show layout—Including show lines, spectator areas (primary/secondary), ground-based pyro, hazards, taxi routes, CRS runway watch locations, unique local items/ conditions • Communications—Including primary/backup/discrete, tower/UNICOM, procedures for aircraft without radios, transponders • Specialty briefings—Warbird formation, fuel/smoke oil, marshallers, CRS runway watch, maintenance, pyro, announcer • Emergency briefings—Communication failure, stuck microphone procedures, no radio aircraft (NORDO) pro- cedures, ground/in-flight emergencies, runway closures, hold/divert locations, recall/stop show/divert procedures, aircraft in pyro area, deteriorating weather conditions • Performance safety—Stall speeds vs. “G” load vs. den- sity altitude, personal physical condition, minimum alti- tude, show line • Review/distribute flying schedule by act • Administrative notices • Questions/comments—Resolve all conflicts and require all performers to sign the waiver and/or participants briefing signature document (FAA 2007, pp. 23–26). Additionally, AC 91-45C provides topics for the preshow performer briefing (Figure 24): • Weather briefing – Who gives the briefing; that is, sponsor, Flight Ser- vice Station specialist, etc. – Source of information – If forecasts are involved, the valid time of forecasts • Runway in use • Taxi instructions • Performer aircraft parking • Aviation event radio communication frequencies • Emergency procedures • Show lines • Area avoidance • Review of provisions on the FAA waiver • Review of the schedule • Aircraft departure plan • Next briefing (if necessary) • Questions • Credential check and signing area • ALL participants sign waiver • Fueling procedures (FAA 1990, p. 15). To make certain the event is successful, it is important to outline responsibilities and tasks to be carried out during the event, as well as safety guidelines. Everyone, volunteers included, should understand his/her specific role during the event (Appendix G). Guidelines may be developed that cover areas such as: • Admissions • Communications • Concessions • Electrical • Financial • General aviation and runway safety • Ground operations and non-aircraft refueling • Hot pit • Motorized vehicles • Parking • Performer requirements chapter four EVENT PHASE

31 • Unattended property • Seating • Static display requirements • Sterile corridor/aerobatic box • Weather, insects, and other natural environmental concerns. As various issues will likely arise during the event that need addressing, it is beneficial to have a troubleshooting team with authority to make on-the-spot “executive” deci- sions. Without such a team, volunteers may either make decisions that are not in the best interest of the event or event sponsor, or have to chase down the one person who has the authority (such as the airport manager), which for large events can be difficult. Experience indicates that providing each member of the troubleshooting team a brightly colored shirt or vest with the event logo and a cellular telephone is advantageous. Rather than congregating in the same tent all day, the members of this team should be highly visible and dispersed during the event (AOPA 2007). Additionally, it is very helpful to assign one person or several individuals the task of making sure all event spon- sors are well taken care of during the event, ensuring that tents, chairs, refreshments, and any other items called for in the sponsorship agreement are in place at the start of the event and maintained throughout. If a sponsor does not have a good experience, he or she is unlikely to sign up again next year. Finally, a point should be made to stay hydrated and keep an eye out for safety hazards, but also enjoy themselves. Aeronautical special events are a lot of work and volunteers may need to be rotated, allowing for appropriate rest breaks to get off their feet and into some air conditioning. FIGURE 24 Pre-show briefing. (Source: Anonymous.)