Planning a Discover Aviation event? Please ensure to fill out the form linked here to obtain your Certificate of Insurance and to request marketing materials/background checks for your volunteer pilots. Please see the volunteer pilot section for alternative background checks that accepted by COPA.
ATC/FSS Notification
If the event is to be held at or near an airport that has a Flight Service Station or Control Tower then the facility supervisor should be notified of the event a few weeks in advance. Depending on the expected traffic, NAV CANADA may increase the number of Tower or FSS staff on duty to accommodate the additional traffic. The NAV CANADA facility supervisor will need to know: event date start and completion times approximate number of flights aircraft types involved route and altitude frequency for communications if outside of the Control Zone or Mandatory Frequency area.
Consent waivers
All participants in the Discover Aviation program must complete the following liability waivers. See below for a variety of waiver forms your COPA Flight can use. If your participants are using the online version, please ensure they are aware to either forward their confirmation email to your COPA Flight or are prepared to show your registration desk at your event. The consent waivers do include a photo release component, if the participant does not agree to having their photo released, they can still participate in the program. Please ensure any photographers are aware of their request.
- the print-friendly version / fillable form (please scan and send completed forms to communications@copanational.org or send by mail to the office)
- the online version (participants must show submission receipts to COPA Flight on the day of the event)
Event briefing template
Click here for an event brief template for Discover Aviation event organizers to complete and share with your fellow COPA Flight members. An event brief serves as a map, of sorts, charting the course for you and your COPA Flight from point A (at the very beginning of your event planning journey) to point B (a successful event). By using an event brief, your COPA Flight will ensure all the moving pieces fall into place without any surprises.
Event materials
Upon completion of the form below, COPA may have event materials such as certificates, banners and other marketing items available for use for our local COPA Flights. Many of these are one-time gifts.
Suggested materials and equipment
- Discover Aviation pull-up banner and table cloth
- Tables and chairs
- Signs directing cars to exact location on the airport and for various stations such as sign-up, collecting forms, issuing certificates etc.
- Pencils and pens
- Name tag labels
Event management tool
COPA require COPA Flights to use any particular event management tool. There are many options available, including Eventbrite, Kambeo.io, and a customized tool available to members that was developed by COPA member Jeff Page (BlueSky@DiscoverAviation.org).
Volunteers
For an efficient and safe operation, volunteers should be assigned to various roles such as:
- Checking all pilot and aircraft documents.
- Verifying, completing and checking signed waiver and registration forms.
- Briefing participants on aircraft safety.
- Escorting participants to and from aircraft.
- Completing the Discover Aviation certificate for program participants and present it to them after their flight.
- Monitoring the safety of the ground and air operation (a pilot with no other duties should be dedicated to this role).
- Taking photos to capture the event and to send to communications@copanational.org for COPA to promote
Insurance coverage is provided for all organizers and volunteers.
Ground school/safety briefing
Once registered, participants should go to a designated area for ground school. A static display aircraft or a model should be available. A briefing must be provided to everyone who will fly, emphasizing flight line safety and acceptable behavior. A walk-around of the static display aircraft or model should follow the flight line safety briefing. Aircraft components should be explained to assist the participants being flown in understanding how aircraft work.
As a minimum, the following topics should be covered in the ground school:
- Ramp procedures for approaching and walking away from the aircraft
- Aircraft entry and exit procedures
- How to climb into the aircraft
- How to unbuckle seatbelts and operate the exit door in the event of an emergency)
- In flight procedures
- Use of headphones
- Remaining quiet when the pilot signals to do so for radio communications
- Landing and takeoff
Ground school should be limited to about 15-20 minutes. While the ground school is taking place the registration personnel can allocate the participants to aircraft.
Either the pilot or a designated, qualified person must escort the participants to and from the aircraft. The flight line should be clearly marked with a barricade or other distinctive features and all participants briefed that no one is permitted on the flight line side of the barricade unless they are accompanied by a designated, qualified person.
Program incentives for participants
Participants of the Discover Aviation program are entitled 12-months of free online ground school via COPA’s partner, Hangaaar and a 90-day free trial of Infinite Flight Pro. To sign your participants up, please provide COPA with their first and last names, as well as a unique email address.
Sponsorship materials
COPA encourages our COPA Flights to solicit sponsorship to enhance the overall experience of your events. Please click here for guiding materials your COPA Flight can use to improve start and maintain relationships with local businesses and aviation groups.
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