Highlands & Islands Airports Ltd In association with The Museum of Islay Life Islay Airport Open Day & Air Show Saturday 16 th August 2014 Participating Pilots Flying Briefing & Emergency Services Plan 1
Contents 1. Introduction 2. Venue, Date & Time 3. Provisional Flying Programme 4. Site Map 5. Air Traffic Services Information 6. Flying Display Limits / Weather Minima 7. Documentation 8. Aircraft Crewing 9. Procedures for Cancellation / Variation of Programme 10. Aircraft Parking / Re-Fuelling 11. Pleasure Flights / Charity Flights 12. Intentionally blank 13. Emergency Services & Procedures 14. Contact Details 15. Pre-Flying Display Briefing 16. Appendices A. UK AIP Detailed Information on Islay Airport B. CAA Certificate of Permission C. Distribution list D. Maps of Buildings / Apron / Car Parking / Crowd Line / Aerial Photo E. Risk assessment of the event F. Certificate Supplied to the Flying Display Director by a Pilot Participating in a Flying Display G. List of Aircraft (Photos) 2
1 Introduction This document is produced to assist participating Pilot s, Emergency Services officers and relevant Managers to plan their individual programmes for the Islay Airport Open Day / Air Show. It is by no means comprehensive and may need to be adjusted prior to the event. The document has been produced as a joint Pilot brief and an Emergency Services Plan and some sections will not be relevant to some of the readers, however it is easier to produce just one document and will give all parties an appreciation of the others planning. During the planning process guidance was sought from many Civil Aviation and Government sources however the majority of guidance was sought from two documents firstly CAP 403 (Flying Displays and Special Events) and secondly HSE document HSG 195 (The Event Safety Guide). If there are any items that individuals think should be changed or that something may be omitted then please pass your comments to Duncan MacGillivray at Islay Airport. I hope the document is of use to you and that it will help us all to run yet again a safe and successful event. 2 Venue, Date and Time Venue: The venue for the display will be Islay Airport (EGPI) located on the Isle of Islay, Argyll, Scotland. The exact latitude and longitudinal reference for the airport is as follows: 55º 41.00 N 06º 15.34 W The Ordnance Survey map reference for the aerodrome is: Sheet 60 Co-ordinates NR325514. The Airport lies 4.5 miles NNW of the village of Port Ellen and 5.5 miles SSE of the village of Bowmore. These two villages are the closest populated areas to the airport. The Airport is the holder of a Civil Aviation Authority Public Aerodrome License No. P704. Date and Time: The event will take place on Saturday 16 th August 2014. The event will open to the public between 1230 and 1700 local, however AFISOs will provide a Basic Service from 1000 to allow flying participants to arrive prior to the event opening. If any participant wishes to arrive outside these hours then please contact the Aerodrome and arrange suitable times. The aerodrome will try to accommodate any times that you may have. 3
3 This programme is only provisional. At the time of publishing, this is the programme as arranged by the Flying Display Committee. Times are Local Times. Air display timings will be confirmed on 16 th August. 1230 Gates Open Islay pipe band 1300 Official opening by Neil Geddes 1315 1400 Air display begins 1600 Air display ends 1630 Departure of GA traffic To be updated on 16/08/14 4
4 Site Maps Islay Airport Emergency Orders Grid Reference Map The Display Line Grass Runway Parachute Display Drop Zone 5
The Display Line The Display Line will be identified by a row of painted (Yellow) oil drums positioned in the centre of the display line. This line is exactly 230m from the crowd line. The line is located to the edge of the disused runway 04/22. As well as the painted barrels on the display line, the disused runway can be identified from the air as having a large green cylindrical object located in the South Westerly corner of the airfield. This object is the Fire Service Training Module. Located beside this is the Airport Emergency Water Supply (Red Cabin). At the North Easterly corner of the airfield the display line passes over a car park and public road. However although this road has not been closed for previous shows it may be the intention of the Police to close this road to traffic at the times that aircraft are carrying out their aerobatic displays. Running parallel with the display line in the area of the threshold of disused runway 22 is an old perimeter track that is now outside the aerodrome boundary. This track runs from the main public road (A 846) down around the airport boundary to the shore. This part of track running parallel to the display line will require to be kept clear of cars and public during the display and the Police intend to put in place No Parking restriction during the event. The Crowd Line The Crowd Line will be contained to within the fore court of the Airport Fire Station and is indicated by a yellow line on the map attached at Appendix D. Members of the public will have access to all areas within this yellow line except inside certain buildings. The Apron cordon will only be lifted under the instruction of the Flying Display Director and only when aircraft are not operating. Car Parking Car parking will be split between two locations. For disabled people and senior citizens the Airport Car Parks can be used. Volunteer marshals will supervise parking. For all other car parking the grassed area and road opposite the airport entrance will be used. The location on the Airfield Map above is grid squares L7, and M8. Again volunteer marshals will supervise this parking. All these car parks are well outside the 230m Display Line. Access to the Site by Public Access will be via the main entrance gate in the terminal car park. A tollbooth will be in operation within the Bus Shelter at the main gate. The main Airside Gates will be opened to allow public access up to the Crowd Line. 6
Toilet Facilities Toilet facilities for pilots and members of the emergency services are available in the Fire Station Accommodation Block. Toilets for members of the public are available in the Terminal Building. Disabled Toilets are also available in the Terminal Building. Public Announcement / Information Centre This service will be located in the Red and White Inflatable Tent in front of the Fire Station. From this location all public safety announcements will be given. A speaker system will be mounted on a temporary scaffold and will provide omni-directional sound to all areas within the Crowd Area and Apron Area. Located in the RVP will be the Flying Display Director (Duncan MacGillivray). He will have direct communications with the Tower, Police, Fire Service and the Chief Marshaller via telephone and UHF radio. A police officer will also be positioned at the RVP. He will co-ordinate with his colleagues from this location and inform them of events as and when required. Catering Facilities Catering will be provided by fund raising groups, the nippy chippy and the seafood shack. In addition to this The Drome Café will be providing catering facilities in the terminal building. Drinking water will be available at the Terminal Café. 5 Air Traffic Service Information Basic Service Islay Airport provides a Basic Service during the Airports opening hours. The Airport will open at 1000 local on the day of the event and a Basic service will be provided throughout the day until 1700 when the event is scheduled to close. That said, the staff at Islay are flexible and are more than happy to accommodate participant s arrival / departure times out with these hours. If there are any pilots who wish to arrive out with the scheduled times then please contact the Airport to arrange suitable times. Radio Frequencies As the event is not large scale event the radio frequency used will be the designated Islay Airport frequency, which is 123.150mhz. (Basic Service) The Airport Call sign is Islay Information Navigational Aids An NDB and DME are provided for navigational purposes at Islay. The frequencies for these aids are found in Appendix A under the UK AIP information. Islay has discrete procedures however these are for use only by authorised aircraft with specific HIAL permission. Airspace Classification Islay is situated in Class G Airspace. The nearest Regulated Airspace to Islay is ADR N562D which routes from Campbeltown (Machrihanish) on track 289 Degrees (Magnetic) to the Oceanic boundary the base of which is Flight Level 45; at its closest its northern edge is 9nm south of Islay Airport. 7
Minimum Sector Altitudes The minimum sector altitudes at 10 Nm applicable to Islay airport for arriving / departing aircraft are as follows: NE Sector - 3400ft SE Sector - 2600ft SW Sector - 2600ft NW Sector -2600ft Details of all Aerodrome obstacles are listed in Appendix A (UK AIP Information) Runways in Use The runway that will be used for the arrival and departure of Aircraft will be Runway 13/31. This runway will be made available at all times when aircraft are flying for use in an emergency situation. For those aircraft that are required to use a grass runway, one has been prepared running parallel along the right hand side of runway 31. This strip is approximately 250m long by 32m wide. The threshold is located as for runway 31 green on the map in section 4. Participating Aircraft will be parked on the Apron Area. This area will be secured from public access at all times when aircraft are about to arrive or depart from the apron. A cordon will be set up and marshals will patrol the cordon to ensure the apron is kept secure. As the apron area at Islay is of limited size, there is insufficient space to segregate flying and static display aircraft. This will mean that members of the public will have controlled access to all the aircraft attending the event. A Marshaller will be assigned to each aircraft and will maintain a watch over it whilst the public have access. When an aircraft is about to depart or arrive all members of the public will be evacuated from the apron until it is safe for them to return. A member of the Airport Fire Service, who will also be positioned on the apron, will supervise all marshals and they will have direct radio communications with the Aerodrome Flight Information Service Officer (AFISO) and the Event Organiser, he will be updated as to when evacuation of the apron is to take place and will inform the marshals accordingly. If any pilot is not happy with this arrangement please contact the Event Organiser and he will arrange an alternative plan. Alternative Airfields The alternative airfields that may be used will be left to individual pilots to decide. The nearest licensed airfields to Islay that will be open and will have fuelling facilities will be Glasgow (EGPF) and Prestwick (EGPK). Runway Inspection and Bird Patrol Regime During the event it will be the intention of the Airport ground staff to conduct regular runway inspection and bird patrols to ensure that the risk to aircraft is kept to an absolute minimum. All pilots are advised of the bird hazards as detailed in the AIP attached at Appendix A. Although the greatest bird hazard at Islay Airport is the increased number of geese in the winter months, it is becoming more common to have geese actually staying on Islay all year round. These geese will tend to fly through the airport in the early morning and again at night flying between their roost areas and their feeding areas. Bird Patrols will include scaring tactics including using rockets to disperse them. At all times that aircraft are conducting aerobatics displays or are approaching / departing the airfield, a watch will be made to ensure that bird activity does not affect this movement. If bird activity is spotted the AFISO will inform the aircraft and avoiding action can be taken by pilots. 6 Flying Display Limits / Weather Minima As always weather will play a major part in whether the show goes ahead or not. At the publication date of this document there are 7 aircraft planned to be flying 6 aerobatic displays on the day. The display limits for each aircraft are not known as yet but details will be available at the Pilots briefing on the day of the event. Realistically however if weather conditions are less than 1000 ft cloud base and visibility less than 8km we do not anticipate aircraft making the journey to Islay for the event. 8
7 Documentation Certificate of Permission A Certificate of Permission has been granted to Duncan MacGillivray (Flying Display Director) at Islay Airport by the Civil Aviation Authority. A copy of the certificate is attached at Appendix B. The certificate reference number is TBA.The certificate will be displayed in the pilots briefing room during the event. This certificate allows up to a maximum of 6 aerobatic displays during the event. At the time of publication there are 7 aircraft carrying out 6 aerobatic displays. Pilots/Aircraft Certification Pilots are asked to forward to Duncan MacGillivray at Islay Airport, prior to the event if possible, a completed Certificate Supplied to the Flying Display Director by a Pilot Participating in a Flying Display. A copy of this certificate is attached to this document at Appendix F. 8 Aircraft Crewing In making reference to the CAA Document CAP 403 (Flying Displays and Special Events: A Guide to Safety and Administrative Arrangements), the carriage of persons other than minimum crew shall not be permitted on board a civil aircraft during a display unless prior written permission of the CAA GAD has been obtained. The minimum crew is that stated in the appropriate aircraft documentation. 9 Procedures for Cancellation / Variation of Programme The Flying Display Committee will meet on the morning of the event and make a final assessment of the plans for the event. Included in this and probably most importantly will be an assessment of the weather conditions. If it is found that the event is to be cancelled the committee will arrange to contact all the participating pilots or their contacts and inform them of their decision. If the weather conditions are unsuitable for the planned air show, the airport will remain open to the public for a limited Airport Open Day programme. This programme will remain the same as the programme of events detailed before except for the participation of the aerobatic display aircraft. This will negate the need to police the site to the same degree as if an air show was being run and Police resources could be scaled down in this event. Again the committee will liase with all the emergency services in this event. With regards to variation of the programme, this will probably change, as the event gets closer. The committee will meet during the week leading up to the event and discuss any changes required. A final Programme will be displayed in the RVP on the day of the event and also in the Pilots briefing room. 9
10 Aircraft Parking / Re-Fuelling Aircraft Parking During the event all aerobatic and static display aircraft will be parked on the Apron Area at Islay Airport. The apron will be fenced off from the public during aircraft engine running or when aircraft arrive or are about to depart the apron. The fence will be patrolled at all times. The apron area is not that spacious and an aircraft marshaller will be available to assist aircraft parking during the day. Aircraft that are not taking part in flying displays will be kept to the Southern side of the apron and displaying aircraft to the Northern side of the apron. Pilots are advised that there is a danger of hitting the security fence when parking on the Apron close to the fence. Aircraft wing tips should be kept clear of the white painted hatched area if at all possible. The only exception to these parking arrangements will be for helicopters that may be taking part and they will park on the grassed area prepared to the front of the Fire Station. A map detailing the aircraft parking areas is attached at Appendix D. Any visiting private aircraft that arrive on the day prior to the event starting time will be parked on the grassed area in front of the Fire Station. However a NOTAM will be sent out for the hours that the event will be taking place to inform general aviation flyers that the airport will be closed until the event is over. Limited numbers of private aircraft will be allowed to land prior to 1200 and this will be strictly by Prior Permission Required (PPR). The grass parking will be supervised by a Marshaller who will park all private aircraft. The parking area is marked with marker posts to signify to the Marshaller that aircraft will not be parked to close to the edge of runway 26. Aircraft Fuelling Aircraft fuelling facilities will be available at Islay Airport for this event and a 2000lt trailer bowser of AVGAS 100LL will be made available for the displaying aircraft. The fuel will be supplied in accordance with the CAA document CAP 748. A range of aircraft engine oils are also available to purchase if required. The Airport Fire Service will arrange for this fuel being ready if aircraft require it. If this is the case please contact Duncan MacGillivray prior to the event and tell him the amounts that are required. Because of the limited stock of fuel held the amounts that can be dispensed will need to be agreed with each participating pilot before hand. When aircraft fuelling is to take place a fuelling zone will be established around the aircraft and members of the public will be evacuated from the area. A Kubota Tractor will be used to transport the fuel bowser. It is not guaranteed that sufficient fuel will be available for all private aircraft during the day but we will endeavour to have enough stocks for this purpose also. 11 Pleasure Flights / Charity Flights / Static Display Hebridean air services and Heli Air Scotland will be operating pleasure flights with Islander aircraft And R44 helicopter. Among the aircraft on static display will be a Hebridean air services Islander. As well as the above we expect there may be a number of small private aircraft attending the show also. 10
12 Intentionally Blank 13 Emergency Services & Procedures The Emergency Services procedures for the day are, with regards to any aircraft accidents, the same as detailed in the Islay Airport Emergency Orders and the Multi Agency Initial Response Plan. All Emergency Services have copies of one or both of these documents. It might be the case that the local teams do not hold these documents and they are held in their respective HQ s, in that case each agency should ensure that their respective teams are fully briefed as to their responsibilities regarding the emergency response to Islay Airport. Slight changes to the positioning of emergency service resources and access gates will be required to allow emergency access to the site. On the day many of the Emergency Services will be on site and so make the response that much quicker and easier. A pre determined muster area will be established and is marked on the Map attached at Appendix D. This muster area will be positioned on the airside of the crowd line. Scottish Fire & Rescue Service Scottish Fire & Rescue Service will be in attendance with 3 Appliances, L13A3 from Bowmore, L66C5 from Port Ellen and L65C5 from Port Charlotte. All of these appliances will be on full alert for any domestic calls elsewhere on the island and will respond to them if called by their control. If a call is received the officer in charge should inform the Fire 1 crew manager at Islay Airport and they will provide an escort. In this event the Fire & Rescue Service will respond to Crash Gate 1 in the Northern corner of the airfield and enter the Main road (A846) from here. Fire 1 from Islay Airport will escort them to this location. This will allow them an uninterrupted path to the main road without going through the crowd areas. If this happens during an aerobatics display the AFISO will inform the aircraft to cease the display until the Fire & Rescue Service exit the gate, which is on the Display Line. Police Scotland The Police will be in attendance and will act as a point of contact with the Flying Display Director. In the event of an accident they will arrange the evacuation of the Fire Station fore court, this will allow access to and from the site. The Marshall s and AMSL staff patrolling the Crowd Line Fence will assist them. Scottish Ambulance Service It is the intention of the Scottish Ambulance Service to be on site for this event. However due to the limited resources they employ on Islay and their need to attend the normal emergency cover on the island, they may not be on site during the event. However if an emergency occurs to which they will attend, they will enter the site via the Main Gate as per the Emergency Orders. HM Coastguard HM Coastguard units from Port Ellen and Port Charlotte will be on site during the day. As with the Fire & Rescue Service they will be on standby for incidents that may happen elsewhere. Their response procedures will be as for the Fire & Rescue Service and they will exit the site via Crash Gate 1. During the event if an accident occurs, the Coastguard will respond as per the Emergency Orders. The Coastguard is usually responsible for mobilising the Airport Emergency Support Unit to incidents. On this occasion however the Unit will be on display on the site in the crowd area and not located in its usual garage. Airport Rescue and Fire Fighting Service (RFFS) The RFFS will pre position 1 Appliance (Fire 1) in the muster zone ready for immediate turnout during the event. The second Appliance (Fire 2) will be available. The RFFS will standby with Fire 1 and crew accordingly at Cat 3. 11
Fire 3, with the All Terrain Vehicle in tow, will be kept on standby through out the day. The hose laying equipment will be mounted at all times and the Fire 3 / ATV will respond with one RFFS operator. All other procedures will be as per the Emergency Orders. First Aid Arrangements All duty RFFS staff are trained in Basic Trauma and Life Support Techniques and will deal with any incidents at the event. For Emergency situations the Emergency Orders procedures will be used to contact the Ambulance Service and Doctors. First Aid Packs and Oxygen resuscitators are available for use in both the Airport Fire Appliances. A fully equipped First Aid Room is located in the Fire Station Appliance Bays, and a rest room is located in the Terminal Building. The local Airport GP Doctor will be on site during the duration of the event. Emergency Planning Meeting An Emergency Planning Meeting is to be held at Islay Airport on Friday 08 th August 2014 at Islay Airport. The heads of each interested organisation are invited to attend this meeting to discuss any matters arising from this document or any other relevant items. As well as this meeting other planning meetings are to be held at intervals leading up to the event if these are thought necessary by the agencies. All items in this document will be discussed at these meetings. If anyone has any concerns at all regarding this event or wishes to raise any question at any time leading up to the event, they should contact Duncan MacGillivray at Islay Airport to discuss them. 12
14 Contact Details Below is a list of persons and organisations that will be taking part in the event, along with their contact details. Name Location Telephone Intentionally blank 13
15 Pre Flying Display Briefing The Flying Display Briefing Room will be conducted in the AFS crew room in the Fire Station. A briefing will be given to all displaying pilots that visit the show prior to them carrying out their display. The briefing will be carried out with Duncan MacGillivray and who will assist all pilots with whatever information they require. A copy of the CAA Permission will be displayed as well as a large map of the Display Line and maps of relevant obstruction data. See the map attached in Appendix D for building layouts. A Rest Room for use by the pilots will be provided in the Fire Station. Refreshments and snacks will be made available in this area also. During the event the Flying Display Director can be contacted at the Rendezvous Point Cabin or by visual contact. He will be contactable by mobile telephone or UHF radio. 14
Appendix A UK AIP Detailed Information on Islay Airport 15
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Appendix C Distribution List NAME COPY TYPE (Paper/E-mail) Intentionally blank Spare Copies 2 x Copies paper NOTE E-mail will be the preferred method of sending all future correspondence. It would be useful for all the people on this distribution list to forward their e-mail addresses to Duncan MacGillivray at islayapm@hial.co.uk 23
Appendix D Maps of Buildings / Apron / Car Parking / Crowd Line & 10,000ft Aerial Photograph of Islay Airport & Display Line 24
AIRPORT FIRE STATION PLAN 25
Display Line 26
Appendix E Risk Assessment of the Event Separate document available on request 27
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Appendix G INTENTIONALLY BLANK 29