Airshow Support Pitch Day at AFDW Small Business Summit Event.pdf

Airshow Support Pitch Day Event at AFDW Small Business Summit Event

Who: This pitch day is for small businesses interested in providing comprehensive, turnkey airshow management services for a large-scale public airshow at a military installation. The notice should be directed at potential vendors with experience in large-scale event management, particularly those with experience working with the Department of the Air Force or other military branches.

What: This is an official Pitch Day hosted by the Air Force District of Washington as part of the Small Business Summit. The purpose is to continue market research for airshow management services beyond the RFI posted on SAM.gov on 14 February 2026. Vendors will have the opportunity to present their capabilities directly to contracting officers and other government representatives.

When: The SB summit will be held on 14 May from 0800 - 1630. The pitch event in person event will be held between 1330 - 1630 in 30-minute increments (a total of six slots are available).

Category Details to Include Registration & Deadlines

Pre-registration to the SB Summit must be done via the following link:

https://www.surveymonkey.com/r/GSBT3L9

Pre-registration to the Pitch Event can be done via the following link:

https://forms.osi.apps.mil/r/dex31VrNDg

Day of registration will be available; however, once slots are full, no further slots will be available. Pre-registration is HIGHLY encouraged. Also, in person attendance is preferred; however, if virtual is only option available please contact POCs listed below to coordinate link.

Confirmation If pre-registration occurs, the Government will confirm your time slot NLT 1 business day prior to the event.

Event Day Schedule

Please arrive at least 15 minutes prior to your slot time in case presentations run ahead of schedule. Set-up time is included in the 30-minute time slot.

Post-Event Timeline

The Government will evaluate all pitch ideas and further identification of potential COAs will be published via SAM.gov. The Government reserves the right to no longer pursue this requirement if market research does not support the viability of any COA.

The Government may also pursue future meetings with interested vendors for further clarification of pitch ideas as well as holding additional virtual and in person events to continue to research the requirement viability.

Where: The location of this pitch day is in-person at Andrews AFB at the Smart Center. Once pre-registration is received, specific room information will be provided.

Points of Contact: Prior to the Small Business Summitt, please direct all communications to Major Anita Rochford at anita.rochford.2@us.af.mil and Ms. Heather Roe and heather.roe.1@us.af.mil. For any day of access issues, Airmen Zwe Naing will be located at the Andrews AFB visitor center to help.

https://www.surveymonkey.com/r/GSBT3L9 https://forms.osi.apps.mil/r/dex31VrNDg mailto:anita.rochford.2@us.af.mil mailto:heather.roe.1@us.af.mil

Pitch Event Framework: Key Areas for Vendor Presentations

Vendors should structure their pitches to address the following five categories. Each category has a list of areas the Government would also like companies to address. If a company is unable to address all items, the company is still encouraged to pitch but should address these shortfalls in the pitch.

1. Company Capabilities & Experience

• Airshow Experience: Present a portfolio of large-scale airshows (100,000-200,000 attendees) planned and executed within the last five years.

• Military Collaboration: Detail experience working with the Department of the Air Force (DAF) or other military branches, including familiarity with security protocols and regulations.

• Core Competencies: Describe company's key strengths, such as performer booking, marketing, logistics, and emergency management.

• Certifications: List any relevant industry certifications or memberships (e.g., International Council of Air Shows).

2. Scope of Services & Technical Approach

• Service Offerings: Provide a detailed list of turnkey services, specifying which are standard and which are optional add-ons.

• Planning Timeline: Outline a typical project timeline with key milestones for an 18-month, 12-month, and 6-month lead-up to the event.

• Logistics Management: Explain approach to site layout, managing traffic flow, parking, and transportation of attendees. This should include the strategy for managing both on-base and off-base parking options and any associated shuttle services.

• Performer Management: Describe the process for selecting and booking military, civilian, and warbird performers.

• Marketing and Ticketing: Detail the strategy for developing a marketing and public relations plan, as well as managing ticketing and access control for different groups (VIPs, general public, etc.).

• Kid Zone: Explain plan for a family friendly area with activities and essential services (i.e., lost child area, lactation space, changing tables, etc.).

3. Staffing & Key Personnel

• Team Structure: Present an organizational chart for the proposed event team and provide biographies for key personnel like the Airshow Director and Operations Chief.

• Resource Management: Explain the plan for utilizing and managing volunteers.

• Subcontracting: Describe the approach to subcontracting for services such as concessions, sanitation, or security.

4. Safety, Security & Compliance

• Emergency Planning: Describe the approach to creating a comprehensive Emergency Response and Safety Plan and coordinating with installation security, fire, and medical teams.

• FAA Compliance: Detail experience with Federal Aviation Administration (FAA) regulations and the waiver process for airshows.

• Security and Environmental: Explain the security plan for protecting performers, static displays, and managing crowds, as well as ensuring post-event cleanup and environmental compliance.

5. Business & Cost Structure

• Business Model: Explain proposed fee structure (e.g., fixed-fee, percentage of revenue).

• Cost Estimate: Provide a Rough Order of Magnitude (ROM) for a multi-day airshow with an anticipated attendance of 100,000-200,000 people.

• Revenue Generation: Describe experience with managing revenue-generating activities like sponsorship sales, vendor fees, and premium seating.

• Financials: Outline insurance coverage, financial reporting processes, and typical payment schedules.

• Partnership & Revenue Model: Please describe your proposed partnership model detailing how the base and the vendor would share responsibilities and financial outcomes.

• Profit-Sharing Potential: Outline any opportunities for the government/installation to share in the event's profits. Describe the proposed methodology for calculating and distributing these shares.

• Concessions Management: Detail the proposed model for managing on-site concessions, including food, beverage, alcohol, and merchandise. Specify the revenue split or fee structure between the vendor, subcontractors, and the installation.

Historical Context for Pitch Preparation

To aid industry in preparing a relevant and specific pitch, the following historical data and context from the most recent Joint Base Andrews Air & Space Expo (2025) are provided. Vendors should use this information to tailor their pitch to the unique scale and requirements of an AFDW airshow. The pitch should be focused on providing services for potential airshows within the scope and scale of prior AFDW/National Capital Region airshows (i.e., less than $5M) along with the information below.

Operational and Logistical Summary

• Event Footprint: The airshow utilized the main airfield ramp for all static displays and spectator areas.

• Parking and Traffic Management: A comprehensive on-base parking plan was implemented, utilizing multiple color-coded lots. Public access was managed through designated gates (Virginia and Pearl Harbor Gates), with a structured traffic control plan to mitigate congestion.

• Concessions and Commercial Activity: A formal concessions plan was in place, with designated areas for food, beverage, and merchandise vendors across the event site.

• Emergency Response: A robust Emergency Response plan coordinated base security forces, fire, and medical teams, with clearly defined incident command posts and procedures.

Scope of Performers and Displays

• Headline Acts: The U.S. Air Force Thunderbirds.

• Military Demonstrations: The F-35A Lightning II Demo Team, the U.S. Army Golden Knights, and the U.S. Navy F/A-18 Super Hornet Legacy Flight.

• Civilian and Warbird Performers: A diverse lineup of civilian aerobatic performers and historical warbird aircraft.

• Static Displays: An extensive collection of modern and historic military aircraft for public viewing.

Attendance and VIP Engagement

• Estimated 150,000 spectators over the three-day event.

• Distinguished guests may include the Secretary of War, Secretary of State, Secretary of the Air Force, Under Secretary of the Air Force, and Congress members and staffers.

Financial and Revenue Highlights

• The event was executed with a $2-5M budget.

• Over $770,000 in revenue was generated, with profits distributed to private organizations and morale and wellness activities across the National Capital Region.

Logistical and Resource Scale

• Operational execution involved the procurement and deployment of 5 miles of fencing and 420 porta-johns.

• Event support required the movement of 108,000 tons of cargo and 344 vehicles.

Performance and Display Scope

• The show featured an uninterrupted daily lineup of 15 aerial acts and 31 static displays from 18 states and two continents.

• A dedicated Science, Technology, Engineering, Art, & Mathematics (STEAM) expo featured 74 exhibitors across three hangars.

Security and Inter-agency Coordination

• Security efforts were extensive, involving more than 300 Defenders and local law enforcement officers, supplemented by more than 700 security augmentee personnel.

• Successful execution required liaison with more than 20 local, federal, and private agencies.

Public Affairs and Media Reach

• The Public Affairs team supported 32 media engagements and 77 media personnel escorts.

• Public engagement yielded 267 articles written about the show and reached an estimated 5 million people, supported by a six-camera livestream.

Performer charts, site maps, parking plans, and the public guide from the 2025 event will be made available to the vendors signed up to pitch to further align pitches with prior airshow scopes.