Drones Aloft in the Entertainment Industry (Part 2)
by Doug Bruce, Creative Safety Inc
[Article Part II of II]
Last month, we discussed the ever-increasing use of drones and autonomous vehicles, especially in the live entertainment industry. You can read the first part of this article here.
Drones have become an integral tool for live events, offering dynamic video content, providing entertainment, and even enhancing safety monitoring. But with this innovation comes responsibility, especially for event organizers. While drone operators must fly legally and safely, the overall accountability for ensuring proper drone use at an event begins with the organizers.
Pre-event Considerations
Commercial drone use falls under FAA Part 107 regulations in the United States. Any use of a drone in the furtherance of business activities is likely to be considered commercial by the FAA, which means that even using a drone for a site survey or social media is commercial work. This is a significant consideration, especially for “prosumers” or hobbyists. In other words, just because you can buy a drone easily doesn’t mean it is the only barrier to entry for using it for business purposes.
Local legality
Organizers should verify that any drone activity at their event aligns with local aviation laws, which may include restrictions on flying over people, operating at night, above 400 feet, or flying beyond visual line of sight. Securing the appropriate waivers and permissions well in advance is key to avoiding delays or legal issues. It’s also important to understand if you’re near any airports, national monuments, Federal installations, or anywhere else that may have restrictions.
Insurances & Licenses
Confirming that drone pilots hold valid licenses and insurance is equally important. Drone providers should also evaluate pilots for competency. Not all insurance policies are created equal, so it’s worth reviewing the details. Coverage amounts may vary depending on the scope of the event and the associated risks, but organizers should look for policies issued by reputable carriers with strong reliability ratings. This protects not only the operator but also the organizer's brand reputation and event stakeholders. While it may sound obvious, the insurance must cover drone activity as many insurance companies consider drone use an exclusion unless specifically endorsed.
Planning use on site
A thorough plan should include designated no-fly zones. These areas might encompass crowd-dense locations, emergency access points, stages, pyrotechnics setups, and other critical infrastructure. These restrictions should be clearly mapped out, and all relevant teams—including the drone operator(s), production crew, and public safety personnel—should be briefed in advance. Agreeing on what areas are acceptable to fly and where not is essential. It’s also important to understand limitations like how close the operators can get to structures or performers. The drone operator must visit the site. This visit allows them to scout for hidden hazards or plans for site infrastructure.
Stakeholder inclusion
There are numerous stakeholders in communication around drone use, which stem from the event organizers to drone operators to overall site control or coordination, local authorities, content capture teams, performers, and even site or artist security. Every event organizer should sit down and list “who might need to be aware of or involved in the use of drones on an event site?” and then include those stakeholders in discussions.
Close coordination with local public safety agencies can help integrate drone use into broader safety planning. Sharing flight plans ensures drones don’t interfere with emergency response and allows real-time communication if unexpected changes arise. It’s also essential for event organizers and Public Safety to understand which drones are associated with the event and which are not. Differentiating known and unknown drones can lead to critical safety and security decision-making.
Operational Safety
Organizers should ensure that a risk assessment specific to drone activity is conducted. Weather, other aerial traffic, environmental obstacles, and crowd behavior should all be considered. Drones carry risks beyond the obvious danger of collision, as they can malfunction, lose signal, or even make audiences anxious merely by their presence.
Only experienced and properly licensed pilots should operate drones in live event environments. Organizers working with third-party vendors should do their due diligence: check publicly available information, request references, check insurance, and confirm the pilot(s) experience flying in similarly complex settings. A professional drone team should always include a trained spotter who maintains line-of-sight contact with the drone and helps monitor surroundings for unexpected hazards or intrusions. Many drone teams have multiple people working as a part of safe operations.
Each vendor will have its own specific policies and procedures around manufacturer guidelines of flight and safe use. However, as a baseline, pilots should confirm that batteries are fully charged and secured, firmware is current, GPS and return-to-home functions are active, and propellers and motors are in excellent condition. Pilots should also be sober and rested and in clear communication with their spotter(s) and event control (or similar).
Where possible, organizers can benefit from drones that include geofencing features. These systems help prevent drones from entering restricted airspace or flying too high. However, geofencing is not foolproof; databases may not be updated in real-time, and drones may still physically be capable of breaching airspace.
Emergency Preparedness
Drone operators should have a clear plan for unplanned landings, system failures, or other incidents. Organizers should work these protocols into the event’s broader emergency action plan. Clear communication between drone teams and event control centers is vital if something goes wrong. In general, organizers need to communicate clearly about using drones and protocols for hostile incursions.
Environmental Conditions
High winds, rain, and extreme heat or cold can compromise stability and flight control. Organizers should support drone operators in making conservative calls about whether it’s safe to fly. Night flights introduce additional risks and require special FAA authorization. If flying after sunset, ensure that the drone is equipped with anti-collision lighting and that pilots are trained explicitly for night operations.
Privacy & Data
Privacy is another area that requires careful attention. Drones can easily capture images of sensitive areas or individuals. Securing footage is just as important as capturing it. Extra caution is warranted if the event involves incidents, back-of-house areas, celebrity guests, or proprietary performances. The discussion around data ownership and where it is stored during an after-capture is an essential conversation. Ownership of the data should be expressly defined in the contract process.
Event organizers should also be prepared for drones that are not part of their approved operations. Rogue drones can disrupt event activities or pose safety risks. Organizers may consider drone detection systems to identify unauthorized aircraft entering the event perimeter.
Incidents
Organizers should be ready to act quickly and decisively in a drone-related incident. A crash, equipment malfunction, or injury should trigger immediate response and investigation. Stopping drone activity until the cause can be determined is an essential consideration.
Drones are a growing tool in the live entertainment industry, with good reason. For organizers, understanding risks related to drone use and taking an active role in managing vetting and operations ensures that the benefits of this technology can be fully realized while keeping people safe and operations smooth.
The Event Safety Working Group, operating as part of ESTA’s Technical Standards Program, has considered creating an American National Standard on drone use for live events. A task group within the Event Safety Working Group comprises entertainment safety, aerial cinematography, and public safety experts. If you are interested in learning more or would like to participate in this effort, please complete an application and send it to the ESTA standards office at the address shown on the form.
About Doug Bruce
Doug Bruce leads operations for Creative Safety, an Austin-based event safety consultancy (powered by TESS). Doug is a senior safety professional in the live entertainment industry. He is a BCSP Certified Safety Professional and an NCS4 Certified Sport Security Professional. Doug is also a proud member of the Event Safety Alliance. He also loves to fly drones!