Conducting Aeronautical Special Events at Airports (2013)

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39 The purpose of this synthesis was to present a compilation of literature and current airport and event sponsor practices regarding planning, organizing, and holding aeronautical spe- cial events. In addition to separating the process of aeronauti- cal special events into four phases and presenting the various components of each phase, the report also presented five in- depth case examples of aeronautical special events. The goal was to integrate guidance on this topic with actual industry practices for the benefit of readers. Aeronautical special events are indeed “special” in that they provide airports and other event sponsors an oppor- tunity to showcase aviation to the community, resulting in goodwill and possibly profits to the sponsor. Although air shows were included in the report, other types of aeronau- tical events also received attention. The synthesis did not examine the degree to which events are considered a success by event sponsors (other than those characteristics common to a successful event); thus, additional research could be con- ducted in this area. It would also be enlightening to gather the results of economic impact studies for aeronautical special events nationwide. In conclusion, the four phases of conducting an aeronauti- cal special event include the planning phase, the organizing phase, the event phase, and the return to normal operations and event analysis phase. The event organizing phase is the most complex and lengthy, typically the phase with which most event sponsors—airports, Experimental Aircraft Asso- ciation (EAA) chapters, etc—are most familiar. However, neglecting the three other phases may result in a less success- ful event. Beginning the process up to one year in advance to allow sufficient time for all phases to be completed is a recognized best practice. Additionally, although including an air show may ensure higher numbers of attendees, staging an air show is more complex and expensive. Thus, an aeronautical event that does not contain an air show may suffice. Indeed, numerous fly-ins are held across the country each year and meet the objectives of event sponsors in enhancing public awareness of the airport, stimulating interest in the airport and aviation, fostering community support, providing community ben- efits, and possibly generating revenue. Especially for first- time event sponsors, holding an aeronautical special event without an air show component may be worthwhile. Although aeronautical events are as unique as the airports and venues at which they’re held, there are common themes that were identified from survey responses: • Common complaints of attendees revolve around auto- mobile parking/traffic, seating, toilets, food/beverage concessions, and long lines. According to one survey participant, “Traffic and parking are the first and last thing that people think about after the event.” Accord- ing to another, “Make sure your food concessions are a top priority.” • Common methods of increasing attendance include more and enhanced marketing (including social media, website, and e-mails) and adding more high-profile performers or an air show component. Regarding mar- keting, one survey participant encourages event spon- sors to “Publicize, publicize, publicize.” However, as one event organizing firm cautioned, “Be careful with the advertising or you may get more of a crowd than you initially planned for, which will result in unsatis- fied customers, i.e., not enough parking, too little bath- room access facilities, not enough food/beverage or services, etc.” • The most common reason for holding an air show was to improve community relations, whereas the most common reason for holding an event other than an air show was to enhance interest in aviation. • Both air show and non-air show event sponsors estab- lished numerous committees to organize the event, with parking/traffic, emergency response, finance, marketing, performers, and security committees being the most com- mon among air show event sponsors, and parking/traffic and safety committees being the most common among non-air show event sponsors. As one participant warned, “Organization can’t be underestimated—be specific and hold people accountable.” Yet one participant advised, “Keep the controlling committee small enough to be focused and effective.” • Although various functions, such as parking and con- cessions (or the entire event) can be contracted out, most events appear to be organized with in-house per- sonnel and/or volunteers. • Almost all events held by survey participants are pro- moted as child-friendly, with attractions such as inflat- ables, games, face painting, and rock climbing. One participant enthused, “We had a lot of young children.” chapter seven CONCLUSIONS AND FURTHER RESEARCH

40 • Ensuring a financially self-sufficient event requires the event sponsor to limit expenditures and enhance revenues. Common methods of limiting expenditures include relying on volunteers and trading tickets/passes for goods and services. Common methods of enhanc- ing revenues include adding more nonaeronautical and aeronautical attractions, increasing food/beverage/ retail concessions, and securing a jet team. Even so, it is desirable to have some funds in reserve before holding the event. As one participant reported, “We learned not to expect to pay for the air show entirely on admission fees. You must have your money up front to know that financially you’ll end up in good shape.” • Corporate and community sponsorships of the event are crucial to ensuring “buy-in” as well as financial support. Although the sponsors will expect something in return, such as promotion of their organizations, free passes to the event, and possibly a chalet, the expense involved in providing these benefits to the sponsor should be less than the sponsor’s donation. As one participant recommended, “Obtain at least one major sponsor who is committed to the event’s success and is enthusiastic about making it happen.” • Developing plans specific to parking, emergencies, safety and security, ground operations, and handling the media during a crisis is beneficial and recommended by the majority of survey participants, especially those holding air shows. Particularly if fly-ins by numerous aircraft are expected, developing an aircraft parking plan is also important. • The International Council of Air Shows specializes in assisting event sponsors with organizing an air show, whereas the Aircraft Owners and Pilots Association and the EAA can assist event sponsors in organizing non-air show events. • Volunteers are extremely important and allow an event sponsor to hold an event at a lower cost, but training for volunteers should be provided. According to one survey participant, “Carefully assign tasks to volunteers based on their interests [however] plan on 20% no-show vol- unteers on event day.” The most common sources of volunteers among survey participants are community groups, airport tenants, EAA chapters, and individuals. • Planning one year or more in advance is very important. According to one survey participant, “The best advice I received was probably to start work a year before the event.” According to another, “Most of the work was behind the scenes in preparation for the event.” • Conducting an aeronautical special event must not be undertaken lightly. As one survey participant put it, “This requires a lot of work. . . . There needs to be a team of people willing to work on it for several months [or more] all together.” • It might be beneficial to attend aeronautical special events at other airports for ideas and insight. • Consider sponsorships as a fund-raising tool. • Arrange for sufficient water and food for spectators and performers. • Develop an emergency plan that includes having para- medics on scene. • Wear comfortable shoes the day of the event. • If relying on volunteer fire departments for event mutual aid, coordinate an opportunity for these first respond- ers to see the aircraft, particularly experimental, so that they are familiar with the extraction and safety specifics for each aircraft. • Be aware that local FAA Flight Standards District Offices personnel can attend an event for the purpose of observ- ing event activities (as specified in FAA Order 8900.1), but should focus on event participants, rather than specta- tors and/or nonparticipants. Possibly all of the comments regarding conducting aeronau- tical special events can be summarized in this one statement made by a survey participant: “It is a LOT of work, but [it is] extremely rewarding.” Indeed, the planning and organizing required to conduct an aeronautical special event, whether a large air show or a small fly-in, can be all-consuming, especially with a small staff handling all aspects in-house. However, for those who love aviation, aeronautical special events have proven to (1) enhance public awareness of the airport, (2) stimulate interest in the airport and aviation, (3) foster community support, (4) provide community benefits, and (5) potentially generate revenue for the airport or community/charitable organization. Airports and event sponsors across the country agree: These are goals worthy of the time and expense neces- sary to conduct an aeronautical special event.