Request for Information on Airshow Management.pdf

Company Capabilities & Experience

This section will help you gauge the company's stability, experience, and overall suitability for a large-scale public event on a military installation.

Question Number

Question

1.1 Describe your company’s history and experience in planning and executing large-scale airshows. Large scale airshow is defined as a multi-day airshow with an anticipated attendance of 100,000-200,000 people. Please provide a portfolio of at least three events of similar scope and complexity from the past five years.

1.2 What is your experience working with military installations and navigating Department of War (DoW), and Department of the Air Force (DAF) regulations and security protocols?

1.3 Does your company hold any special certifications or memberships in industry organizations (e.g., International Council of Air Shows)?

1.4 Describe your company's core competencies (e.g., performer booking, marketing, logistics, emergency management).

Scope of Services & Technical Approach

These questions will clarify the specific services the vendor can provide and how they would approach the planning process from start to finish.

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Question

2.1 Provide a detailed list of all services your company offers for a turnkey airshow.

Please specify which services are considered standard and which are optional add-ons.

2.2 What is your typical timeline and phasing for planning an airshow of this scale (e.g., 18-month, 12-month, 6-month milestones)?

2.3 How do you approach performer selection and booking, including military, civilian, and warbird acts? What contracts have you held with major performers previously?

2.4 Describe your methodology for site layout and logistics management, including spectator areas, vendor stalls, static displays, traffic flow, parking, and on-site to off-site and vice versa of people to/from event.

2.5 What is your process for developing and executing a comprehensive marketing and public relations plan?

2.6 How do you manage ticketing, credentialing, and access control for various groups (e.g., VIPs, media, volunteers, general public)?

Staffing & Key Personnel

This section will give you insight into the team that would be responsible for your event.

Question Number

Question

3.1 Provide an organizational chart of the proposed event management team.

Include resumes or biographies for key personnel (e.g., Airshow Director, Operations Chief, Marketing Director).

3.2 What is your plan for utilizing and managing a volunteer workforce?

3.3 Describe your approach to subcontracting. What services, if any, do you typically subcontract (e.g., concessions, security, sanitation)?

Safety, Security & Compliance

For an event on a military base, a robust understanding of safety and compliance is non-negotiable.

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Question

4.1 Describe your approach to developing a comprehensive Emergency Response and Safety Plan. How do you coordinate with installation security, fire, and medical services?

4.2 What is your experience with Federal Aviation Administration (FAA) regulations and waiver processes for airshows?

4.3 How do you ensure compliance with environmental regulations and manage post-event cleanup?

4.4 Describe your security plan for performers, static displays, and crowd control in a military environment.

Business & Cost Structure

Understanding the financial aspect is critical for your planning and budgeting.

Question Number

Question

5.1 Describe your business model. Do you operate on a fixed-fee, a percentage of revenue/sponsorship, or another basis? Please provide a rough order of magnitude (ROM) for a multi-day show with an anticipated attendance of 100,000-200,000 people.

5.2 What revenue-generating activities does your company manage (e.g., sponsorship sales, premium seating, vendor fees, concessions)?

5.3 What types of insurance does your company carry, and what are the typical coverage limits for an event of this nature?

5.4 How do you handle financial management, accounting, and reporting for the event? What is the typical payment schedule?