JPO JET-EVENT SYLLABUS
Background
The original edition of this Syllabus was written by Dave Tyson in 1989 to document procedures used in planning and hosting the Tangerine Fan Fly event. It has been updated by Art ARRO in 1992 and 1999 to reflect his
experiences in attending and coordinating numerous Jet-Events in North America. By no means is this a final version but JPO welcomes any suggestions and/or improvements to be included in future editions of the Jet-Event Syllabus.
Purpose and Scope
The objective of this Jet-Vent Syllabus is to provide guidance to a Contest Director (CD) or Event Coordinator (EC) interested in hosting a jet-type event. Since most of these events are currently in a rally or fly-in format no formal event rules or competition rules are included. Refer to the F4J Jet Scale Rules for provisional rules for a jet scale event category.
Format
The Jet-Event Syllabus is organized in a countdown recipe format referenced to the scheduled date of the planned event. Narrative suggestions are provided where applicable. Again these suggestions or guidelines have been proven successful in actual events but are no way cast in stone. Freedom of change is encouraged to suit your particular situation.
6 Months Prior to a Planned Jet-Event Date
1. ___ Establish a positive desire to host a jet rally, fan fly, etc. within a core group of 3 to 5 individuals preferably active jet pilots. Realistically discuss the pros and cons of holding such an event and establish several candidate dates. Some positive reasons include the promotion of jet modeling, club publicity and possible cash income from food concessions and/or spectator parking. The negative aspects include the loss of a weekend of club flying, some hard work and the use of front money for flyers, sanction fees, postage, etc.
2. ___ Develop a loose plan for hosting the event and bring it before the club membership for discussion, commitment and approval. Event dates can be set in coordination with other events in your local area. Check
with several motels and/or the local Chamber of Commerce for any other public events which may conflict with your candidate dates.
3. ___ Upon club approval have an AMA Contest Director complete and submit an Application for Event Sanction to your District Contest Coordinator. (Do not send to AMA HQ). The Jet-Event falls into the Class C Restricted classification with an explanation provided on the reverse side of the application. Use the statement "This event is a fly-in for ducted fan and/or turbine powered R/C model aircraft." Be sure to include any restrictions on noise, turbine operations and R/C frequencies peculiar to your site. The application must be submitted as early as possible and follow up with AMA HQ-Competition Department after one month. Try to obtain your AMA Sanction Number verbally at this time also. Contact AMA HQ for latest update on Turbine Safety Regulations.
4. ___ Forward event information to JPO representative for publishing in Contrails. If the JPO Speed Traps are desired let the representative know then to verify availability.
4 Months Prior to Jet-Event Date
1. ___ Design an event flyer to include event name, dates, site description, location (plus map) suggested lodging and description of any special events. Also list any R/C frequency restrictions, special site access restrictions and a point-of-contact including day/evening phone numbers. Pre-registration is encouraged by a discount entry fee for R/C frequency allotments. It also assists the cash flow situation. A camera-ready space ad for the AMA Contest Listing Calendar is also advised especially for first-time events. You'll need all the publicity you can get.
2. ___ Draft several form letters for pilot invitations, sponsor solicitations and media press releases. Use club letterhead stationery if available.
3. ___ Submit all flyer and letter layouts to a print shop for duplication. Two or three hundred copies of the flyer and 50 each of the invitation and sponsor letters are recommended.
4. ___ Send media press releases and flyers to all known model magazines especially jet column contributors. Invite them to attend and cover your event.
5.___ Collect mailing lists of all known regional jet pilots and sponsors to make up address labels on peel-off stock. Pilot address lists are available from your local JPO Rep and other Jet-Event CDs in your area.
6. ___ Implement a direct mail campaign to all pilots and sponsors. This step will revisit Christmas card mailings so recruit help and set up a production line. Deliver all stamped mail to a central post office if possible for expeditious handling.
7. ___ Respond to phone inquiries which will come at all times of day and night, seven days a week.
3 Months Prior to Jet-Event Date
1.___ Distribute flyers to all local hobby shops and request prize donations at this time. Jet-related items, fuel and gift coupons are good things to ask for. In return offer a free parking pass or flightline pass to all donors. One good turn deserves another.
2. ___ Apply for JPO sponsorship for a "JPO Top Gun" trophy award. The criteria for sponsorship and application form are available on the web site and through your district representative.
3. ___ Contact local media (newspapers, TV, radio) to arrange for event publicity and coverage. Locate a reporter covering local interest events and invite them to the field for a pre-event interview. A story on the club is an excellent pretext for media familiarity. Use this opportunity to positively promote aeromodeling especially fan jets.
4. ___ Arrange for an outside food concession to provide lunches and soft drinks. Also, arrange for Port-A-Johns if your site has limited facilities.
5. ___ Also reserve a local restaurant for an informal dinner banquet or plan on a field barbecue or picnic for pilots and their guests
6.___ Coordinate means of fire protection of the facility. Arrange for fire extinguishers, backpack sprayers, or some form of fire wagon should be available and manned for the event. You may want to visit the nearest fire station house, i.e. the most likely fire station to be called on in the event of an accident, to show and explain when the event is and what will be going on.
1 Month Prior to the Jet-Event Date
1. ___ Mail confirmation "form" letters to all pre-registered pilots. Provide any last minute information on number of registrants, "name" personalities, lodging, and updates.
2. ___ Send follow-up letters to sponsors for donations. Remember that some sponsors "hold back" their donations until a week or two before the event. Each donating sponsor should be sent a thank you note and/or an event report.
3. ___ Sign up worker lists and establish a work schedule at a club meeting. Try to limit work shifts to 4 hours per day. Also arrange to provide free lunch/drinks from your food concession.
4. ___ Final purchase of all material required for the event such as a PA system, walkie-talkies, clipboards and boards for signs and frequency control.
5. ___ Begin field preparation and beautification for this open public event.
1 Week Prior to Jet-Event Date
1. ___ Test all equipment thoroughly including PA system walkie-talkies, speed traps, etc.
2. ___ Rehearse worker tasks if necessary.
3. ___ Confirm media coverage and food concession.
4. ___ Perform preliminary field layout to conform to AMA guidelines for pit placement, spectator areas and parking locations. Use measuring tapes and survey stakes for this operation. Pay special attention to turbine fueling and start-up areas.
1 Day Prior to Jet-Vent Date
1. ___ Final field preparation to include trim mowing, impound/registration set up, and erection of safety barrier fencing. Orange construction fencing and/or snow fencing is very suitable. Line all trash cans with plastic garbage bags. Stock Port-A-Johns with extra toilet paper.
2. ___ Note that some events permit test flights prior to the sanctioned times. Be prepared for this and have a frequency control system in place. Brief all pilots on field rules for these test flights.
3. ___ Pray for favorable weather.
Jet-Event Date
1. ___ At dawn's first light set up registration tables, P/A hookup and any final field preparation. Have all AMA Contest Forms handy a long with extra pens, cash for change, etc. Be prepared to accept checks for late
registration.
2. ___Provide for quick unloading of pilot's vehicles near pit area before final parking in a safe location.
3. ___ Conduct all registration procedures in an orderly manner. Check Turbine Waivers of all registered pilots intending to operate a turbine at your event. Verify issuance by a certified turbine supplier and any addendums or upgrades made to the particular turbine unit.
4. ___ Hold a Pilot's Meeting prior to any flying. Prepare an agenda prior to the meet. Emphasize safety, field rules and describe your frequency control system. It is recommended to use a system that is familiar to prevent shoot-downs.
5.___Also at the pilots meeting describe turbine start procedures for the event. Inform the pilots the whereabouts of the fire prevention measures. Also, make sure pilots do not store fuel in the turbine start area. Pilots should not be allowed to taxi out from the start area, but should push, or carry aircraft clear of the area, prior to taxiing.
6. ___ Perform an air worthiness inspection of all models intended to fly. This is difficult on most jets but hinges, control linkages and wheel binding can be checked quite easily.
7. ___ It is recommended that you limit models to 4 airborne with one additional model on deck preparing to start. Large flight facilities and a trained flightline staff will permit up to 7 active flight stations. A 20 minute frequency pin limit is recommended for each flight attempt. A sign up sheet for frequency allocation is recommended over assigning time blocks for pilot's flying slots. Special time slots for unusual models and/or manufacturer demos may be included as appropriate. Be sure to mention these slots at the Pilots' Meeting.
8. ___ Manage your people well, skillfully handle all unforeseen problems and enjoy a perfect Jet-Event. Best of luck.
Post Jet-Event
1. ___ Complete and mail all AMA contest forms to AMA HQ as required.
2. ___ Return or forward the JPO Speed Traps to the designated individual.
3. ___ Write an Event Report for submission to the Contrails editor.