Putting on Your First Air Show: Tips and Advice from Veterans

Transcription

1 Putting on Your First Air Show: Tips and Advice from Veterans Moderator: John Cudahy, President, ICAS John Cowman, JLC Air Show Management Phaedra Childers, Thunder in the Valley Air Show Mike Kaufman, Boston-Portsmouth Air Show Jacquie Warda, Jacquie B Air Shows Bobbi Thompson, Minden-Tahoe Aviation Round Up

2 John Cowman JLC Air Show Management

3 Critical Pre-Show Planning ü Air Show Business Is Difficult Requires Community & Local Leadership Support Military vs Civilian Shows De-Confliction with Area Air Shows Avoids Market Dilution & Financial Challenges Increases Professional Behavior & Competitor Cooperation

4 Critical Pre-Show Planning ü Air Show Business Is Difficult Area Population & Economic Data Analysis (75 Mile Attendance Radius) Select Dates From Best Time of Year Analysis (Spring Summer Fall) 5-Year Weather (Rain - Wind - Temp) Other Major Area Events (Golf, NASCAR, Festivals, Football, etc.)

5 Critical Pre-Show Planning ü Air Show Business Is Difficult Non-Profit vs For-Profit Business Models Event Insurance Coverages ($5M $10M Average) Economic Impact Projections Formal Agreement (County City Airport Venue)

6 Critical Air Show Planning ü Airfield & Facility Capabilities Airport Leadership Runway & Available Ramp Area (Teams, Statics, Vendors & Exhibitors) Aerobatic Box, TFR, & Community Impact (Homes, Roads, Business, etc.) Office & Hanger Space Availability (Staff & Team Support) Support Equipment Available (MHE, Fuel Trucks, MX Gear, etc.) Airfield Security Analysis Scheduled Airline Services

7 Air Show Models Three-Day Two-Day One-Day ü 3-5 Hour Aerial Performance Window

8 Team Selections ü Military Jet Teams Blue Angels, Thunderbirds 3000 x Box 6000 & 7000 Runway Lengths Desired Snowbirds & Single Ship Demos 3000 x 6000 Box Mobile Arresting Gear Support Typical 2-year Team Planning Cycle

9 Other Performer Selections ü Additional Teams & Performers 1 Jump Team (Military or Civilian) 1 Formation Demo Team (3-6 Aircraft) 2-4 Aerobatic Acts (Monoplane and Biplane Aircraft) 1-2 Warbirds (Fighters, Bombers, Cargo) 1-2 Fun Acts (Comedy, Wing Walkers, Sailplanes, etc.) 1 Ground Act (Jet Car/Truck)

10 Other Performer Selections ü Additional Teams & Performers Veterans/First Responders Parade of Honor (JLC Specific) ü General Aviation Fly-In Provides Additional Static Display Aircraft

11 Phaedra Childers Thunder in the Valley Air Show

12 Developing & Following a Budget Stick to the budget! Design a budget for revenues/expenses Goal is to be profitable In-kind sponsorships are just as important as paid sponsorships

13 Developing & Following a Budget Stick to the budget! Benchmark with other air shows your size Air shows: great at sharing successful strategies Don t let your emotions take over Only plan for what you can afford and table the other for the next year s planning

14 Developing & Following a Budget Rain insurance Work with your local senior meteorologists Study weather patterns for the last 5 years on the same weekend as your planned event Purchase 10 days from your event, if allowed. Weather is a little more predictable This takes years to accomplish

15 Developing & Following a Budget Performer fees Sponsorships support TITV s acts and statics budget Acts/Statics are 1/3 of TITV s total budget Air boss, ramp bosses, announcer, sound, acts, statics, fuel and oil Sliding scale supports more attractions The more money we raise, the more we can spend

16 Developing & Following a Budget 1-day vs. 2-day air shows Business model supports a 2-day air show -- Day 1 covers the expenses -- Day 2 is the profit During 21 years, cancelled three times -- Single day cancellation each time Site/facility rentals are weekend rates -- Make a great go of it! Months of planning, labor to set-up and take-down

17 Developing & Following a Budget Revenue potential Don t give tickets away! Free admission is lost dollars Place a value to each ticket Staff, exhibitor, vendor, sponsor, preshow sales, day of event, donation to charity or youth organizations, special discounts,.

18 Developing & Following a Budget Revenue potential Dedicated committees to work towards positive revenue strategies: Set a budget for ticket sales, concessions, vendors, exhibitors, parking/transportation and sponsors Plan for the unplanned Damages deductibles have to be met and repairs made

19 Mike Kaufman Boy Scouts of America Boston-Portsmouth Air Show

20 Importance of Engaging Your Government and Political Leaders What s The Benefit? How To Engage Them

21 The Benefits Government and political leaders help to bring credibility of your air show to the general public and can serve as incredible ambassadors promoting good will of the event. With the need for government services support for your show, top government leaders will appreciate your show giving them recognition for provided services.

22 The Benefits.. Government leaders can give the public assurances through their department s engagement, that safety, ingress-egress etc. are interwoven with the air show planning. If possible obstacles arise of several kinds, government leaders can use their ability to affect solutions within and outside of government services.

23 How to Engage Bring into fold early in your air show planning (commensurate with their leadership role). Doing so will have them feel they are a part of the air show - they have a vested interest in seeing it be successful as well. Look at them as an asset, not just a necessity. Create the reasons for periodic, continual touchpoint opportunities.

24 How to Engage Depending upon relative importance, recruit into air show roles possibly Honorary. VIP treatment, provide a measured amount of goodwill commensurate to the value of your air show. Attendance requests, ensure they are timely and provide specific details.

25 How to Engage Consider allowing them to participate in press announcements and -- depending of level of office -- join the air boss for some comments to the crowd. Offer the opportunity for a welcome letter placed within the front page or two of the your air show program.

26 By making it a priority to engage government and political leaders early in your air show planning, you will identify the best and most effective use of their time, talent and leadership.

27 Jacquie Warda Jacquie B Air Shows

28 Assembling your Air Show Team Ø Do your homework/take many notes Ø Does your show have a theme/message? Ø Your Team will deliver message for you Ø Give your Team as many Tools as you can

29 Now that You ve Got us, What are You Going to Do with Us? Ø Knowledge is power; give us the power to deliver as a team Ø Remember we don t live here Ø Communicate with us as often as possible; tell us what you need/expect from us Ø The more we know

30 Tools We ll Need What we need some days prior to arriving at your show site Ø Where to park after landing Ø Name of person greeting us upon arrival with phone number Ø Location of air show office for check-in upon arrival Ø Hotel name, physical address Ø Ramp layout Ø Aerobatic box layout/diagram

31 Tools We ll Need Suggested items for the performer packet Ø Welcome letter so we know who s who Ø Schedule of events for all days Ø List of key personnel with cell numbers (smoke oil, fuel, parking, hangar access) Ø List of press / TV / radio that will be available and when Ø Keys to and location of rental car

32 Tools We ll Need ØWhere/when is daily briefing ØDo you have an autograph booth / schedule of appearance ØSocial events planned: Dress code? Is our crew also invited? ØIf social events are held on airport after hours, how do we gain access? Which gate to use?

33 Tools We ll Need Ø Water / food location PLEASE DO FEED US ON FRIDAY IF YOU CAN Ø Parking pass for car PERFORMER ALL ACCESS Ø Performer credentials lanyard or wrist band Ø Ramp layout

34 Tools We ll Need Ø Hangar aircraft parking who goes where? Ø Are we invited to chalets? Can we eat there? Ø Possible alternate gate access on show days Ø Having our car near our aircraft is vital to us everything we landed with is in our car everything we need to do our job is in our car

35 The Money You Spend on Your Team is an Investment in Your Show s Success Ø Invest in Ø SAFETY Ø QUALITY ENTERTAINMENT Ø SHOWCASE EACH PERFORMER ONLY ONCE Ø PROFESSIONAL ANNOUNCER Ø PROFESSIONAL AIR BOSS

36 When You Succeed, The Entire Industry Succeeds BUILD YOUR PLAN FLY YOUR PLAN

37 Bobbi Thompson Minden-Tahoe Aviation Round-Up

38 Did You C3 Common Pitfalls Communicate Coordinate - Contract

39 The Airport Agreement in writing Security training Credentials Access Layout Weight Bearing Insurance Parking

40 ARFF/Paramedics/First Aid üpersonnel cost üschedule ütraining & Training grants ütable Top üexperience üegress Training üoptions

41 Police & Security ü Where ü How Many ü How much ü SWAT ü Authority ü Coordination ü ICO ü Mobility

42 Vendors Contracts Master vendor Individuals Local Air show booth What is best Food Drinks Trinkets Memorabilia/clothes

43 Putting on Your First Air Show: Tips and Advice from Veterans Questions?