B.
All special events require written authorization by the Airport Manager
in the initial planning stage. The authorization will be in the form
of a letter of authorization from the Airport Manager to the special
event coordinator in which the coordinator is recognized as involved
in the planning process for a specific type of special event. The
letter of authorization may be used as an introduction to other local
government agencies, the FAA, potential event sponsors, and local
business leaders. The letter will recognize the special event coordinator
as a legitimate representative of a proposed special event, that the
type of special event is suitable and compatible with the policies
of the Airport Commission, and that the event coordinator is authorized
to pursue the planning process. If the event is a reoccurring activity,
the event organizers must still receive written authorization each
activity year. NOTE: This letter of permission by the Airport Manager
is not a permit or license to proceed with the event. It is merely
an authorization to pursue the feasibility and planning process for
a special event. This step is necessary so that details of the planning
are not allowed to proceed excessively before the Airport Commission
is brought into the process.
C.
All special events, whether an entrance fee applies or not, must
be officially approved by the Airport Manager in the form of a special
event permit or license.
D.
All special events for which a fee is charged for admission must
be coordinated with the Airport Manager prior to the granting of a
special event permit. NOTE: During this step, the Airport Manager
and special event coordinator will agree on the terms and fee structure
for the event, to include the percentage of gate receipts, a percentage
of gross receipts, or a fixed fee to be paid to the Airport Commission,
to both offset additional overhead costs associated with the special
event and to enhance Airport revenues. Any event coordinator not in
good standing with the Town shall not be permitted to obtain a permit.
E.
The special event coordinator will be required to obtain liability
insurance for the event. The insurance policy will name the Town of
Nantucket/Nantucket Memorial Airport and its employees as a "named
insured" for the event.
F.
The special event coordinator is required to arrange for and reimburse
any and all security personnel and costs and other reasonable expenses
incurred by the Airport.
G.
A security deposit will be required for all events.
H.
A copy of all applicable waivers will be provided to the Airport
Manager prior to submission to the FAA. Approved waivers will be copied
to the Airport Manager.
I.
Within 30 days after the event and upon the request of the Airport
Manager, the event coordinator and the Airport Manager will meet to
conduct a debriefing.
J.
The Airport Manager reserves the right for final approval of the
event layout on Airport property, and such layout must be submitted
for approval no less than 60 days prior to the event.
A.
If the special event is expected to attract an attendance of 20 persons
or more, the event coordinator must coordinate parking, road and highway
impacts with local police, sheriff and/or the highway patrol and to
the satisfaction of the Town.
B.
The event coordinator must prepare and present to the Airport Manager
an "adverse weather" plan for the event.
C.
The event coordinator must make arrangements for ambulance, auto
towing, garbage pick up, refuse clean-up, portable rest rooms, and
structural fire and aircraft rescue and fire-fighting (ARFF) services.
D.
The special event must be planned to accommodate the normal ingress
and egress of motor vehicles for those users of the Airport or other
business activities normally conducted at the Airport.
E.
Airport runways and/or landside closure must be approved and coordinated
in advance with the Airport Manager and other users of the Airport.
F.
A special event that involves aerobatic maneuvers by aircraft must
be coordinated with the Airport Manager, Massachusetts Aeronautics
Commission, and the local Flight Standards District Office (FSDO)
of the FAA. All waivers FAA Form 7711-2 must be approved by the Airport
Manager before submission to the FAA.
G.
Failure of the event coordinator to adequately perform trash and
litter clean-up of the Airport and repair or compensation for damaged
property as a result of the special event will be billed for extra
overhead expenses and damages by the Airport Commission at cost plus
20%.
H.
Special events involving aerial activities that are not of a routine
nature for the Airport will require the designation and approval of
an "air boss" who is experienced in directing and controlling the
aerial activities planned for the event. The person designated as
"air boss" must be approved by the Airport Manager. Events such as
regional "fly-ins" will not require an air boss.
I.
Special events involving crowds in excess of 100 people will require
a written emergency plan, which must be submitted to the Airport Manager
for approval before proceeding.
