PROPEL YOUR EVENTS WITH DRONES…

By Niesha Whitman

An unmanned aerial vehicle (UAV), or “drone,” usually refers to a pilotless aircraft that operates through a combination of technologies. Guided by remote control or onboard computers, these devices can be used in a variety of ways. In the past, drones have been associated with the military, used for anti-aircraft target practice, intelligence-gathering and as weapons platforms. Today, drones are no longer unique to the military, as small unmanned aircrafts are proving themselves useful to everyone from farmers and filmmakers, to real estate developers, and continues to increase in popularity at events and festivals, as well.

As drone use becomes increasingly popular at events and festivals, it is critical for event organizers to follow proper protocol to hire and use properly insured Federal Aviation Administration (FAA) certified pilots to ensure a safe, entertaining event. People want authentic experiences and desire to connect with people in meaningful ways for those brief moments that they’re not on their phones. Festival attendees love enjoying the music, the art, the performance and the food - all those things that connect us as people on the most fundamental level. This article will take a look at rules and regulations governing drone pilots and the usage of drones as well as different ways they can be used for events.

Event-Related Uses Include:

1. Livestreaming

2. Logistics monitoring

3. Sponsorship

4. Photos

5. Videos

Risk Management Uses Include:

1. Surveillance and security

2. Traffic and weather monitoring

3. Lost and found

Rules and regulations for flying drones vary from state to state and whether the drone is used for commercial or business purposes. Before hiring a drone operator, develop a plan of what you wish to capture and ensure the contractor you hire is well-trained with a clear understanding of your goals. Once proper permission has been obtained (we’ll cover that later), map out safe locations onsite from which to take off and land drones during the event. There are many safe, creative ways to capture great footage at festivals, concerts and events without flying over the crowd. Also make sure the hosting facility allows drones, and that the space can accommodate the necessary clearance required to fly a drone. This includes ceiling height for indoor events as well as signs or other displays that could obstruct the drone’s view.

It’s important when looking to hire a pilot that the organizer verifies the pilot is certified and in compliance with FAA standards outlined below. Why? Because A realtor using a model aircraft to photograph a property that he is trying to sell A person photographing a property or event and selling the photos to someone else. in the event something does go wrong, the FAA will expect that you have performed your due diligence when hiring the drone operator. Additionally, look for an operator who has relevant experience and can mitigate some of the restrictions by knowing, for example, to fly along the perimeter of an event or to fly over buildings near stages to allow drones to get closer to the action while remaining at a legal and safe distance from crowds, in compliance with FAA regulations.

In 2014, the National Board of Transportation defined any device used for flight as an aircraft, whether it be manned or unmanned. If you are flying a drone for commercial use, you will need to register the drone with the FAA here. If you are flying for recreation or hobby, you do not.

Recreational or hobby drones can be interpreted as flying for enjoyment and not for work or business purposes, or for compensation or hire. In the FAA’s interpretation of the Special Rule for Model Aircraft, the FAA relied on the ordinary, dictionary definition of these terms. A drone used for hobby is a “pursuit outside one’s regular occupation engaged in especially for relaxation.”

As an organizer you should get familiar with the variety of laws you will need to adhere to while using them at events, although a certified pilot should already know and be familiar with them. Laws can differ from state to state.

Certified drone operators should at a minimum possess the following:

• An FAA 107 certificate in the name of the operator. Also known as Part 107 Small Unmanned Aircraft Rule governs commercial drone pilot operations, it is also known as a “drone license.” The FAA Part 107 drone license allows operators to sell aerial drone photos and videos and to charge money for their services.

• Company must possess Certificates of Waiver or Authorization (COA) to operate in area with airspace in Class E, D, C and B (see chart on next page for airspace classes). The COA is an authorization issued by the Air Traffic Organization to a public operator for a specific drone activity.

• Knowledge of the maximum operating altitude permitted at your location. Being proactive can ensure they will be able to capture the shots you need at the event.

• An unmanned aerial vehicle (UAV) aviation insurance policy. Many municipalities require general liability insurance certificates which provide protection against claims. However, a lot of general liability policies exclude aircraft which poses another challenge – no coverage for bodily injury or property damage. As a result, most drone companies carry two liability policies, hull and liability. The hull provides coverage for any damage to the drone itself while the liability offers coverage for bodily and property damage.

Drone operators should adhere to the following at your event:

• Keep the drone in eyesight at all times. A pilot must always be able to see the drone while it’s in the air. Very few companies have approval to operate at night. If your event requires flying and filming at night, make sure you get a copy of the Part 107 Waiver and check that it’s current. “These waivers allow drone pilots to deviate from certain rules under part 107 by demonstrating they can still fly safely using alternative methods.”

• Remain well clear of and not interfere with manned aircraft operations.

• Cannot intentionally fly over unprotected persons or moving vehicles, and remain at least 25 feet away from individuals and vulnerable property. Sensitive infrastructure or vulnerable property includes power stations, water treatment facilities, correctional facilities, heavily traveled roadways, government facilities, etc.

• Check and follow all local laws and ordinances before flying over private property. Obtain permission before flying within five miles of an airport or heliport, as well as federal buildings and national parks.

• Do not fly in adverse weather conditions such as in high winds or reduced visibility or under the influence of alcohol or drugs.

Photo courtesy of FFA.GOV

Photographs and video taken with traditional cameras may only catch limited parts of the action, and standard solutions for aerial photography can be difficult and too expensive to use for events. Drone photography is electrifying for events because it enables a bird’s eye view of images and video to be captured that might not be otherwise possible for human photographers and videographers. Capturing the action at a race, concert, festival or other large-scale events may pose challenges. Using drone photography for events gives your audience a spectacular view of the action and scale of your event. Their small size and ability to tolerate harsh environments give them the ability to get much closer to the action than any photographer.

Additional ways drones can be used at your event include:

1. Entertainment – Drones are great for entertainment, particularly visual shows. Visual aerial light shows coordinated with music draw crowds and creates shareable moments. Attendees take videos of drones performing with their smartphones and share them on Facebook, Instagram, and more. Lady Gaga used Intel’s shooting star drone to create a half time show at Superbowl LI which had over 300 dancing drones flying in formation and transformed stars into the flag.

2. Advertising – Drones can create a social media buzz by getting attendees excited about your event with footage posted online before the event. Images can capture aerial photos of the event setup, stages coming together, and décor and signage put on display. Showing your attendees event footage from setup to breakdown makes the event more personable for guests. Attendees, vendors and sponsors will appreciate the ability to see the event space beforehand so that they can become familiar with the event space and have a better idea of how to prepare for the event. Additionally, people love to see progress, and exciting footage encourages those who have already purchased tickets to share the images on their social media, thus increasing word-of- mouth marketing and may get those who haven’t purchased a ticket motivated to do so.

3. Sponsorship – Generally, event sponsorships allow sponsors to place their logos in specific places during events such as banners, posters, fliers, t-shirts etc. Strategically placing a sponsor logo on a drone is a great way to get sponsors in front of attendees. Putting a sponsor’s name on a drone or drone-captured footage brings brand awareness that attendees will remember. Taking it a step further, you could use drones for valet service and to drop off food, drinks or giveaways. Drones can provide a virtual tour of the event space to attendees or sponsors so that they may get a glimpse of behind-the-scene footage and the progression of the event coming together. Essentially, this footage gives your guests a virtual backstage pass, and adding images or video captured by drones brings an extra exciting element.

4. Livestreaming – Keep in mind drones can’t be flown over people but drones can move around the event and add so much more to the experience by making the viewers feel like they are actually part of the event.

5. Logistical Monitoring - Drones can be used to monitor traffic in parking lots and the entry /exit points if lines get long and additional staff can quickly be dispatched.

6. Surveillance and Security – Drones can operate as mobile security cameras allowing you to identify anything that might be out of place or pose a danger to attendees. Drones can also assist with Lost and Found since they can fly over places that are hard to reach by foot, like congested crowds.

7. Videos – You can capture gorgeous aerial footage and scout potential event locations by capturing the entire site and hard to photograph areas with drones. This could be particularly useful if working on a team where you need to share visuals of the possible venue and details of each location.

8. Traffic and Weather Monitoring - Drones are better able to predict storm forces than traditional methods. Today, meteorologists employ radar, satellites, mobile measurements and weather balloons to surround storms and collect as much data as possible. Nothing ruins an outdoor event faster than inclement weather. However, intentional planning for weather conditions is key for a successful outdoor event or meeting.

When it comes to hiring a pilot or launching your own drone, consider your intention. Plan ahead, consult the resources available to you and be cautious. Do your homework, understand the laws, work with a licensed, properly insured pilot who understands the rules and your event. Once you have an understanding of the laws and start looking for a drone pilot, start with your multimedia/audiovisual staff or contractor for referrals as there’s not necessarily a website where you can find pilots. If you don’t have in-house media look into your local production association. In Arizona, we have the Arizona Production Association. Many pilots operate by word-of-mouth; they are a small tightknit community but the word gets out and word-of-mouth makes effective connections. At the end of the day, you are putting an object in the sky that has the potential to come crashing down to earth or making impact with something, so exercise extreme caution. Always remember to respect your attendees and their privacy. While drones are new and exciting, they can be disruptive or bothersome to some. Everyone wants to have a good time and create memories, not end up in jail or on a YouTube drone fails compilation such as this. Be smart, and you will have a great time taking to the skies.

Niesha Whitman, CPRP is the Special Event Coordinator for Community Services for the City of Maricopa in Maricopa, Arizona.

Resources & References:

https://www.faa.gov/uas/getting_started/ user_identification_tool/

https://www.faa.gov/uas/getting_started/ register_drone/

https://www.newegg.com/insider/faadrone-regulations-you-must-know/

https://www.parks.ca.gov/?page_ id=29229

https://www.embroker.com/blog/drone-insurance/

https://www.extremeaerialproductions. com/post/why-hire-certified-drone-operator

https://www.faa.gov/uas/commercial_operators/part_107_waivers/

https://www.faa.gov/uas/commercial_operators/

WWW.KALIFF.COM