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REGIONAL SAFECON PLANNING TIMELINE
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ItemStatusNotes
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SOME ITEMS WILL BE DUPLICATED ON THE MATERIALS TAB CHECKLISTS
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Select item status from the status dropdown menu as items are started, in process and completed.
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AT REGIONAL SAFECON BUSINESS MEETING ONE YEAR PRIOR TO SAFECON
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1) Select following years host school and dates
• If able, coordinate with school, NIFA and local organizations to avoid conflicts with other
potential events		Not Started
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2) Determine events for SAFECONNot Started
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3) Select Chief JudgeNot Started
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4) Coordinate "hand-down" of any materials, equipment or information that would be useful to the
next host school		Not Started
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6-12 MONTHS PRIOR TO SAFECON
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1) Identify airport at which to conduct the SAFECONNot Started
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2) Conduct informational discussions with the airport authority at the host airportNot Started
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3) Identify expenses / plan budget
a. Determine expenses
b. Determine food costs (competitors, judges, volunteers, etc.)
c. Determine trophy costs
d. Determine social event and/or banquet costs		Not Started
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4) Set entry/registration fees adequate to cover expenses
a. The use of sponsorships is preferable to registration fees when/if possible.		Not Started
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5) Arrange for banquet speaker (Optional)Not Started
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6) Negotiate room prices and block out hotel rooms at local hotels (If Possible)
a. Can wait to be done during the 3-6 month time period		Not Started
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7) Design and publish a regional website as an informational portal (Optional)Not Started
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8) Locate facility/location for banquetNot Started
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9) Start to line-up sponsors (If Possible)Not Started
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10) Select student officers for SAFECON (Optional)Not Started
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3-6 MONTHS PRIOR TO SAFECON
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1) Arrange a site visit at the Host School's proposed venue with the Chief Judge and NIFA Council
Representative		Not Started
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2) Develop initial schedule of events in conjunction with the Chief Judge and the NIFA Council
Representative		Not Started
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3) Identify Pre-Flight aircraft and a suitable location for holding the eventNot Started
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4) Identify location for general briefings
a) Can be the same as the room where teams will have tables available to sit at during the
competition
b) Arrange for tables and chairs for all teams
c) Arrange for a PA system
d) Arrange for internet access		Not Started
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5) Identify rooms suitable for testing
a. Seating capacity for each team to have five (5) competitors and enough room for supplemental
materials for each competitor in SCAN
b. Computer / Projector / TV(s) / Screen(s) suitable for all competitors to easily see the screens
c. Audio capabilities suitable for the Aircraft ID tests		Not Started
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1-3 MONTHS PRIOR TO SAFECON
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1) Create event sign-up sheetsNot StartedGenerally handled by the Chief Judge
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2) Evaluate and make proper signage, as necessary, to be used during the SAFECONNot Started
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3) Order trophies/plaques (Number will be determined by the events be conducted)
a. 1st, 2nd and 3rd typically get trophies/plaques and medallions
b. 4th and 5th typically get medallions		Not StartedConfirm setup for faceplates/engraving are accurate and correct with the Region Representative
Certificates can be given to the top 20 at the hosts discretion but will not be provided by NIFA HQ
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2-4 WEEKS PRIOR TO SAFECON
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1) Ensure teams have paid their annual NIFA membership dues and are eligible to competeNot StartedThe Region Representative will confirm with the Executive Director
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2) Ensure team and competitor registrations are completeNot StartedThe Region Representative will confirm with the Senior Chief Judge
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3) Coordinate with the Chief Judge to ensure tests and all applicable documents have been received
from NIFA, are printed and verified for accurate printing		Not Started
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4) Pick-up trophies/plagues and ensure the faceplates/engraving are accurateNot Started
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5) Work with the airport authority to issue appropriate NOTAMs and inform local flight schools to
raise awareness of the increased flight activity during the SAFECON		Not Started
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0-2 WEEKS PRIOR TO SAFECON
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1) Confirm headcount for banquet/social event(s)
a. Coordinate with the Chief Judge as necessary		Not Started
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2) Confirm all supplies and materials are on handNot Started
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3) Review the "Materials" portion of this checklist and ensure that there are no
outstanding items that still need to be addressed		Not Started
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4) Coordinate with the Chief Judge and confirm that all teams and competitors are registered for the
event		Not Started
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5) Coordinate with airport operations/manager to arrange to stripe the runway(s) for the landing
events		Not Started
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