SAE Aero Design West

April 6-8, 2018

Van Nuys, California USA

Spectator Policies and Procedures

Drone use is prohibited at all SAE Collegiate competitions unless under contract with SAE International

Spectator Policy

"Spectator" - A "spectator" is defined as anyone who is not (a) a volunteer with event operating responsibilities, or (b) a member of a team with the proper credentials/identification. In most cases event operating volunteers and team members can be identified by their t-shirts, uniforms or credentials.

Spectators are welcome to observe CDS competitions from within the designated spectator areas and other parts of the site to which they are granted access. Spectators may not enter the course area. Spectators must obey the spectator rules and site use rules at all times and follow the instructions of the competition organizers and marshals.

Permitted Access - Spectators may enter:

  1. Designated spectator areas - Spectator areas are always outside the course.
  2. Team paddocks
  3. Parking lots, food vendor areas, rest rooms and connecting walkways, roads or paths

Restricted Access - Spectators may not enter:

  1. Technical Inspection Area including practice and testing sites
  2. Static Event Areas and areas where planes are operating/running
  3. Any Flying field and runways
  4. Any area with signs indicating "Restricted Access" or "No Access"

Spectators may not sit or stand on any barriers or fences.

Spectators who enter a restricted area may be ejected from the site.

Intrusion Shut Down - If a spectator intrudes on to the flying field area during an event then immediately shut down the event until the course is clear. Intrusion Shutdown Procedure - Display a red flag and radio the SAE Staff, Flight Boss and event organizer that the event is being shut down because of an intrusion. SAE Staff has ultimate authority. Restart - Only the Flight Boss, organizer and SAE Staff can restart the event after a shut down.

Team Members - Student team members who are not part of the flight operating crew are considered to be spectators and must be treated like all other spectators. There are no exceptions for students. No matter what the reason student spectators may not enter the flying field unless authorized by the flight boss.

No Exceptions - There are no exceptions to the spectator rules. If a spectator does not follow the rules then he/she can be asked to leave the site.

Removal - If a spectator crosses into an operating area or event course he/she must immediately be asked to return to the spectator area and, if appropriate, can be asked to leave the competition.

Photographer Policy - Except for credentialed press photographers all photography must be done from within the designated spectator areas. Credentialed press photographers may be granted access to a designated photographer area under the terms of the separate Photographer Policy. Credentialed press photographers must identify themselves to the organizers and/or CDS staff in the registration area and comply with the photographer rules in effect at the event. Photographers who wander outside the spectator and photographer areas will be asked to leave.

Spectator Maps - Maps showing the general layout of the competition site and the location of the Spectator Areas must be available to spectators. The Spectator Map must include the Permitted Access and Restricted Access list (above) and the location of those areas.

(The below applies at CDS events only if and where applicable)

Spectator Marshal Instructions

Each spectator area will be staffed by a Spectator Marshal and issued a radio.

Authority - All volunteers have the responsibility and authority to make sure spectators remain in the spectator areas and to ask any spectator who violates the spectator policy to leave the event.

Behind Fences - Spectators must keep all parts of their bodies behind the barriers or fences at all times.

Off Barriers - Spectators are not allowed to sit, or stand, on barriers or climb on fences. Highway "Jersey" barriers can be inviting places to sit and stand - do not allow that to happen!

Be Polite - Spectators may inadvertently cross into a restricted area. Politely point out the spectator area and ask that they stay inside the lines. Remember that spectators do not know the site… or may not be paying attention… so be polite, but be firm.

If spectators are on the flying field portion of the spectator area then the event should be shut down (red flagged) until the area has been cleared. Red flags must be authorized by the Flight Boss and/or SAE staff or organizer before being displayed.

Boundary Lines - Maintain or replace the area boundary lines so there is no ambiguity about the limits of the spectator area. Maintain the signs so they are easily read by the spectators.

Get Help - If, for any reason, you are having trouble keeping spectators within the boundaries then ask for help. Keeping spectators off the course is essential to the operation of the competition and if you need additional volunteers in your area do not hesitate to ask.

Questions - If you have any questions ask any SAE staff or one of the organizers.