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2015 Air and Scare - 24 Oct 2015
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Bouri-Plwel (Rick Bouwhuis)
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PostPosted: Tue Aug 18, 2015 1:07 am    Post subject: 2015 Air and Scare - 24 Oct 2015 Reply with quote

All,
It is about that time of year again and we have started the planning for this year's Udvar-Hazy 2015 Air and Scare event.

We will be working sign-ups for Air & Scare a bit differently this year. Rather than signing up on the various boards, please complete the following Google Docs spreadsheet:

https://docs.google.com/spreadsheets/d/1H0iPPhNpO8DVi7qgfSDwzPMkdo_f43GyM4YCcAPXltY/edit?usp=sharing

On the one spreadsheet, you can sign up for attendance/parking, let me know your costumes and availability for photo op shifts and handler shifts, sign up for 501st or RL table shifts, volunteer to loan props for the 501st or RL tables, and let us know what food donations you will be bringing.

Please do not post re: attendance on this thread- please complete the spreadsheet which will gather all of the needed information in one place for all groups.

Event Details: Air & Scare
Location: Smithsonian Steven Udvar-Hazy Center National Air & Space Museum
Address: 14390 Air and Space Museum Parkway, Chantilly, VA 20151
Parking: Volunteers for the event who sign up in advance can park for free in a special lot- volunteers who do not sign up in advance will need to park in the main lot, go through the security line, and pay the museum's fee of $15 before 4 PM. Parking after 4 PM is free. I will post up parking details once they are confirmed by the museum (probably the same as prior years, but not yet sure).

Time: Event hours are 2 PM - 7 PM. Volunteers can arrive at noon. We will be recruiting a set-up crew to arrive before noon to do preliminary set-up before most of the volunteers arrive- please contact Anna Mitchell if you are interested in setting up the 501st table, Rick Bouwhuis if you are interested in setting up the RL table, or Lori Frye if you are interested in setting up the green room. Please do not arrive before noon unless you are part of an assigned set-up team- we need time to get ready for you before the crowds of volunteers arrive.

What is Air & Scare? A Halloween trick-or-treat event at the Smithsonian National Air & Space Museum in Chantilly, VA, which features Star Wars characters and photo ops. The 501st, Rebel Legion, Mando Mercs, and R2-D2 Builders were all in attendance last year, as well as the Ghostbusters. This will be the 9th year that the 501st and RL have appeared at Air & Scare. We will have fan tables, formal photo ops, and roaming characters. The Smithsonian provides trick-or-treat stations, activities and movies for the attendees. Attendance has run as high as 26,000 people in past years. Last year we had about 130 total volunteers, including over 90 costumed characters, from the 501st/RL/Mandos combined.

Hotel Room Block: Residence Inn Chantilly Dulles South, 14440 Chantilly Crossing Lane, Chantilly, VA 20151
Reservations may also be made by calling the hotel directly at 1-800-331-3131 1-800-331-3131 FREE FREE or 703-263-7900 703-263-7900 and asking for the Air and Scare Event Oct. 2015 rate.
Reservation Link: http://bit.ly/airnscarehotel
Guests have until Friday September 25, 2015 to make their reservations at the discounted rate of $84 + 12% tax. After that date, the group discount may no longer be available.

After-Party: As usual, we are planning an after-party at Red Robin. Please sign up for the Red Robin dinner at this link: http://whoozin.com/YQY-9GW-GJXK
Red Robin, 14450 Chantilly Crossing Lane, Chantilly, VA 20151
Please remember to sign up any friends or family members you will be bringing who will be joining us at Red Robin so we have good RSVP numbers for the restaurant.

Food Donations: Due to our large number of volunteers, we have outgrown the Smithsonian's ability to feed us all, so we are requesting that you bring food to share. There is a sign-up here: http://www.va501st.com/forum/viewtopic.php?f=320&t=6679 on the Garrison Tyranus board, or you can sign up on the spreadsheet.

Volunteer Opportunities at Air & Scare:

1. Roaming photo ops- no special sign-up is needed for roaming photo ops except for the main attendance sign-up. Costumed characters will roam the museum, interact with guests, and pose for photo ops.
2. Posed photo op stations- We will be organizing posed photo ops at several stations around the museum (usually about 5), which will be coordinated by Lori Frye. If you are interested in one of these, there is a sign-up available on the spreadsheet. Please mark "Y" in the photo op column and complete the photo op spreadsheet on the third tab if you would like to participate in a posed photo op. We usually have a Vader op (including any available Royal Guards, Imperial Officers or techs), a 501st op, a RL op, and some combined groups. We do one hour long photo op shifts. I will be compiling the photo op groups in early October, to give people a chance to sign up.
3. Handlers- We need a lot of volunteer handlers, to work photo op lines, assist with the tables, and escort roaming photo op groups. Please recruit any available friends, family members or coworkers who are 12 years old and up to come and help us as handlers. Please include a sign-up for any handlers you are bringing on the main attendance sheet, and complete the special handler spreadsheet on the second tab of the spreadsheet. I will assign handler shifts and will contact them to make sure time works for them, so please be sure to provide contact info for the handler.
4. 501st and RL table shifts- If you are interested in working a shift at the 501st or RL tables, or helping to break down the tables after the event, please check yes on the main attendance sheet and sign up for a shift on the appropriate tab of the spreadsheet.
5. 501st and RL table costume and prop display items- please post on the spreadsheet if you have costume or prop items that you are willing to loan for use on the 501st or RL display tables. If you have any questions or want to discuss use of the items you would loan, please contact Anna Mitchell (501st) or Rick Bouwhuis (RL).

Please contact me with any questions you have or assistance you may need.
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"It was an honor just to be nominated!"
"Remember - You are UNIQUE....Just like everyone else!"


Last edited by Bouri-Plwel (Rick Bouwhuis) on Tue Aug 18, 2015 2:04 am; edited 1 time in total
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Bouri-Plwel (Rick Bouwhuis)
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PostPosted: Tue Aug 18, 2015 1:12 am    Post subject: Reply with quote

I have spoken with John about table ideas and thought it would be a good idea to go along the same lines as last year with promoting the costuming and costume examples rather than just random SW props and collectibles. I think this is a good idea as well....it drew a lot of interested costumers who could see up close made examples of various categories.

PLEASE PLEASE sign up to bring costumes/props for the table if you have them. Our goal is to try to display at least one example of all the main categories and/or detachments.
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psunuc ()
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PostPosted: Fri Sep 11, 2015 4:48 am    Post subject: Reply with quote

Started on my son's costume. We will definately be there. Trying to work out a schedule so I can help out in addition to taking my kids.


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Jedi Leda (Lillian Emm)
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PostPosted: Fri Sep 11, 2015 7:13 pm    Post subject: Reply with quote

We'll be there!

Rick, I have a female form mannequin, a graflex conversion saber with interesting documentation, and several cardboard lifesize standups... Obi-Wan, stormie, maul.... Also I have a nice display that show how they made jedi food caps out of pen caps...
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Bouri-Plwel (Rick Bouwhuis)
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PostPosted: Sat Sep 12, 2015 5:10 am    Post subject: Reply with quote

Thank you.....we will definitely need the mannequin....bring the rest and we will display what we can in the Jedi portion.
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Shivannd (Joel Webne)
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PostPosted: Sat Sep 12, 2015 4:58 pm    Post subject: Reply with quote

Rick, I posted in the other thread that I will be giving you my torso mannequins for your use this year since I will not be in attendance unfortunately. Anything else that you require is at your disposal and I will give it to you at the first part of the month when I see you.
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Flerndip ()
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PostPosted: Wed Sep 30, 2015 11:16 pm    Post subject: Reply with quote

If it's not too late to sign up on the spreadsheet, I'm thinking of wearing the RFT this year.
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TK87657
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Bouri-Plwel (Rick Bouwhuis)
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PostPosted: Thu Oct 01, 2015 2:02 am    Post subject: Reply with quote

Just follow the links provided and sign up on the different tabs for costuming and tables. Don't forget to sign up for the dinner afterwards if you want to attend.
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IndustrialAction (Patrick Kollar)
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PostPosted: Sat Oct 03, 2015 4:02 am    Post subject: Reply with quote

Count me in!
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oddbodkins (Chris Daly)
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PostPosted: Sat Oct 10, 2015 9:15 pm    Post subject: Reply with quote

Very interested in participating, but my son has a soccer game at 1 pm and a Halloween party to attend that night. However, i'm free until 12:30. What would be the most help? Table set-ups? Let me know, and i'll sign up accordingly.
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Bouri-Plwel (Rick Bouwhuis)
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PostPosted: Sun Oct 11, 2015 12:54 am    Post subject: Reply with quote

We will take whatever help we can get......we can't get in until 10....won't give you a lot of time before you have to leave.....but any help is appreciated
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TGaines107 ()
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PostPosted: Thu Oct 15, 2015 1:45 pm    Post subject: Reply with quote

Thanks for all you do Rick! Your passion is well known to us and this is a greater event because of your service.

I've held off a bit because I really want to wear armor. I think I'll go Jedi the first half of the afternoon and then put the Shocktrooper on for the second half. Like last year, I plan to hangout at or around the Rebel Legion table virtually the entire time unless in transit to the room for a break, etc.
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Shivannd (Joel Webne)
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PostPosted: Thu Oct 15, 2015 1:56 pm    Post subject: Reply with quote

Thanks Troy.
I wish I could be there to hang with you this year. This is going to be a big one and we can definitely use all hands on deck.

To all members, please try to sign up for table shifts so that one or two people are not at the table all day. In saying that, we also need to rotate the photo ops as well.

The Tantive Backdrop will be in full effect again and we will most likely have the roving locations too.

I cant wait to see all of the pictures from this year
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Skywalker2B ()
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PostPosted: Fri Oct 16, 2015 6:39 pm    Post subject: Reply with quote

Like Troy, I really enjoy "working" the table, so whatever time I'm not doing a photo op, I'll be at the table. If it gets too crowded and others want a turn I guess I could take a break in the room or something. Wink
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midichlorianlori (Lori Frye)
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PostPosted: Sun Oct 18, 2015 1:35 pm    Post subject: Reply with quote

Last call for Air & Scare sign-ups!

I am working with Rick to compile the attendance list we're sending to the Smithsonian and to organize the photo op schedule.

If you want to attend Air & Scare and haven't signed up yet, please sign up on the spreadsheet located here:

https://docs.google.com/spreadsheets/d/1H0iPPhNpO8DVi7qgfSDwzPMkdo_f43GyM4YCcAPXltY/edit?usp=sharing

I will be sending the final list for the event parking to the Smithsonian at the end of the day on Monday, 10/19/15. If your name is not on the list, then you can still attend the event, but you will need to park in the public parking, pay the $15 parking fee (if you arrive before parking is free, starting at 4 PM), and go through the security line with your costume. It is much easier to use the event parking, which has no charge and does not require a security screening.

Also, if you are interested in participating in one of the formal photo op stations (RL photo op, C-3PO photo op, and two joint 501-RL photo ops), please remember that you need to go to the Photo Op Sign-Ups tab on the spreadsheet to let me know you want to participate, and give me the additional information I will need to assign you to shifts. Sign-ups for the photo ops will close at the end of the day today, so I will have time to write and publicize the photo op schedule prior to the event. Those who do not sign up for formal photo op shifts will be roaming around the museum for photo ops.

Thanks, and I look forward to seeing everyone on Saturday!
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