Balloon Event Ops Setup and Yearly Event Guide

1

Choose the right package

The Event purchases the subscription. Staff, Pilots, and volunteers do not buy separate subscriptions. A Pilot can use one Pilot account at several participating Events.

Vendor Registration add-on

Up to 100 Vendors: $150 per Event year.
101 or more Vendors: $250 per Event year.

This add-on is separate from the Pilot package and keeps Food, Merchandise, and Marketing Vendor applications, approvals, contact details, space requests, and roster exports in a dedicated Organizer workspace. The Organizer purchases it from the secure Event subscription page.

Custom Event Management for vendors, sponsors, entertainment, food service, volunteers, or other workflows is quoted separately.

2

Create the free 14-day trial

1. Open ballooneventops.com and select Start a free 14-day trial.
2. Choose Communications Trial or Complete Registration Trial. Communications does not expose Pilot document packages to the Event. Complete Registration includes Pilot and balloon documents and registration review.
3. Enter the official Event name, city, two-letter state code, time zone, starting date, and ending date.
4. Enter the first Organizer’s full name and mobile phone number.
5. Choose a short sign-in name, such as jill. The system adds the Event code to make the full username.
6. Create a password with at least eight characters, accept the Terms and Privacy Policy, complete the security check, and select Create my Event trial.
7. Save the Event access code and username shown after creation. Store them with the Event’s administrative records, not in a public post.

The Event access code is generated from the city, state, and year—for example, EVENTTX26. This prevents conflicting workspaces and keeps each year separate.

ACCESS

Understand owner and administrator access

Event subscription owner

The person who creates the Event signs in through app.ballooneventops.com/app/ as Event staff using that Event's access code, username, and private password. The Organizer can manage that Event's settings, staff accounts, roles, sessions, waivers, enrollment links, rosters, registration review, communications, acknowledgments, and subscription screens.

Balloon Event Ops business owner

The current release does not yet provide a public platform-owner control panel for viewing every customer Event. Business-owner functions such as issuing complimentary invitations, correcting account provisioning, viewing service health, and support-assisted recovery are performed through protected Cloudflare, Stripe, and administrative tools. Customer credentials must never be shared with the business owner.

Person responsible for several Events

Multi-Event access must stay separate. The planned account selector will let the person choose one Event, then open only that Event's roles and records. Subscriptions, Pilots, Vendors, messages, documents, and reports remain isolated; there is no blended multi-Event roster or operational screen.

3

Sign in and save the web app

Organizer or Event staff

1. Open app.ballooneventops.com/app/.
2. Select Event staff.
3. Enter the Event access code, username, and password.
4. If a new staff member has a setup code, select Use a setup or password-reset code, enter the three supplied items, and create a private password. Staff setup/reset passwords must contain at least 12 characters.

Pilot

1. Open the Event-specific Pilot invitation or scan its QR code. The Event is selected automatically.
2. Choose Create my Pilot profile, or sign in with the Pilot’s existing mobile number and private password.
3. Sign the Event waiver and approve operational messaging. The Event is then added automatically to My Events; Pilots do not enter staff access codes or staff usernames.
4. For Registration & Operations Events, finish the reusable Pilot and balloon documents and approve sharing with that Event.

Save it like an app

• iPhone/iPad: Open in Safari, tap Share, then Add to Home Screen. Open the saved icon before enabling alerts.
• Android: Open in Chrome, open the browser menu, then choose Install app or Add to Home screen.
• Computer: Bookmark the secure app page in a current browser.

On every device, open Settings → Background Event alerts → Enable alerts and approve the browser notification request.

4

Set up the Event workspace

Complete setup in this order so enrollment and operations work cleanly.

A. Confirm Event details

1. Open Settings.
2. Confirm Event name, abbreviation, location, time zone, start date, and end date.
3. Check the Event access code. Treat it as the code for this Event year.
4. Choose the default propane mode: Off, Staffed Check-In, or Pilot Self-Reporting.
5. Save changes.

B. Create every operating session

1. Open Operations and select Add Event session.
2. Name the session clearly, such as “Friday Evening Glow” or “Saturday AM Mass Ascension.”
3. Enter session start, Pilot briefing, launch/glow time, location, and propane report deadline when used.
4. Choose whether that session uses the Event’s propane default or has its own override.
5. If propane reporting is used, enter the propane lead’s name and properly formatted phone number.
6. Save the session. Repeat for every briefing, launch, glow, and farewell flight.

A session may be Scheduled, Active, Closed, or Cancelled. Cancelling a session stops additional operational use of that session and cannot be undone from the current screen.

5

Add staff and assign roles

One person can hold several roles. Create one account for that person and check every role they perform.

1. Open Roster → Staff administration → Add staff account.
2. Enter name, mobile phone, real Event position, and staff team.
3. Select one or more Event roles and save.
4. Copy the one-time login details immediately. The one-time code is displayed only once.
5. Send the details privately. The staff member creates their own password.

If staff forget a password, issue a new reset code from Staff administration. Organizers cannot see anyone’s password. Revoke access when temporary staff no longer need it. The system prevents removal of the last active Organizer.

6

Publish waivers and open enrollment

Publish the waiver first

1. Open Settings → Waiver administration.
2. Select Add missing standard waivers to publish the built-in general Pilot and Event Volunteer waiver PDFs, or upload the Event's own waiver.
3. Review the title, effective version, and participant group.
4. Publish it. Enrollment cannot finish when a required waiver is missing or unpublished.

The built-in general waivers keep setup from stalling and may be replaced at any time with Event-specific PDFs. They are operational templates, not legal advice; each Event should have its own requirements reviewed before enrollment opens.

Create and send enrollment links

1. Open Roster → Enrollment links.
2. Create the Pilot link for Pilots and the staff/volunteer link for the appropriate staff group. Optionally set the date and time enrollment will open.
3. Copy the link or show its QR code. Send it only to the intended Event participants.
4. The participant fills out the form, signs the waiver, approves Event messaging, and submits for review.
5. Open Roster → Needs review. Confirm the person and approve or decline the application.

Approving enrollment adds the person to this Event only. Duplicate mobile numbers are not allowed within the same Event because the phone identifies the participant’s connection. When a future opening time is set, the shared page displays the opening date and remains locked until then.

7

Use Registration & Operations

This section appears only when the Event has the Registration & Operations package.

Pilot steps

1. Open Registration & documents.
2. Enter address, Pilot certificate number, rating, insurance carrier, policy number, and expiration.
3. If Commercial Pilot is selected, enter the second-class medical expiration and upload the medical-card file.
4. Add each balloon separately with N-number, make, model, balloon type, size, last annual date, and registration expiration. You may also save a picture with each balloon.
5. Upload the insurance and applicable balloon annual, registration, and airworthiness files. Accepted files are PDF, PNG, or JPEG, up to 10 MB each.
6. Choose whether Balloon Event Ops may offer the saved profile at other participating Events. The Pilot must still approve every Event separately.
7. Select the balloon for this Event, approve Event-specific sharing, and submit.

Organizer/Balloonmeister review

1. Open Pilot registration review.
2. Review the Pilot information, selected balloon, documents, expired items, and items expiring within 60 days.
3. Choose Request changes, Accept registration, or continue review according to Event policy.
4. Approve the Pilot on the Event roster only after the Event’s own review is complete.

ADD-ON

Vendor Registration — separate from Pilots

Vendor Registration is an optional Organizer module and is not part of Pilot registration. When enabled, the Organizer creates a Vendor invitation link or QR code. A vendor submits its business description, category, contact information, returning status, requested space and utilities, social links, photos, and applicable health-permit or insurance files. The submission enters a dedicated Vendor review queue and, after approval, a dedicated Vendor roster.

• Vendor categories begin with Food, Merchandise, and Marketing.
• Vendor records never appear in the Pilot roster or balloon-document review.
• Pilot records never appear in the Vendor roster.
• The preview provides a separate Organizer permission boundary and Vendor roster export.

ADD-ON

Reuse annual Pilot and Vendor invitation lists

1. Create the current Pilot or Vendor enrollment link and, if needed, set the future registration opening date and time.
2. Open Invitations and download the CSV template, or download the Event's current invitation directory.
3. In a spreadsheet, keep each contact's type as Pilot or Vendor and classify the contact as Preferred, Standard, or Do Not Invite.
4. Import the completed CSV. Review the counts and correct any rejected rows.
5. Select the intended recipients and preview the exact invitation. The message identifies the Event, gives the opening date and time, and includes the correct registration link.
6. Type the Event name and confirm the send. Do Not Invite contacts are excluded automatically.

Imports accept up to 500 contacts at a time. To reduce mistakes and make delivery results easier to review, invitation sends are limited to 50 recipients per batch. Pilot and Vendor links, directories, and applications remain separate.

Carry the list into next year's Event

1. Before archiving, open Settings → Year-end closeout and archive and select Download year-end closeout bundle. The ZIP includes the invitation directory plus administrative CSV reports for the Event.
2. Review the list. Change each row to Preferred, Standard, or Do Not Invite. Remove obsolete rows and correct email addresses.
3. Archive the completed Event year from Settings → Year-end archive.
4. After archiving, select Create the next Event year, enter the new dates, and type the completed Event name as confirmation. Balloon Event Ops creates a separate workspace and emails the new sign-in details to the verified Organizer.
5. Sign in to the new year, review its settings and standard waivers, publish the current Pilot and Vendor links, and preview the current invitation before sending it.

Companies managing more than one Event

Use one separate Balloon Event Ops subscription and workspace for each Event. The management company may include that subscription in its management price and enter its company name in Settings → Managing organization. Vendors may then optionally authorize that company to retain their information for invitations or applications to another Event it manages. The Vendor roster and spreadsheet show whether permission was granted.

This permission does not combine Events. Every Event keeps its own enrollment link, application, fees, documents, waiver requirements, review decision, roster, messages, and archive. Pilots likewise choose whether their private saved profile may be offered when they personally register for another Event, and they approve each Event submission separately.

8

Send messages and operational flags

1. Open Messages and select the correct Event session.
2. For a flag, choose Green, Yellow, Red, Black, Weather Hold, or Supplemental Briefing as allowed by your role.
3. Add optional details, review the audience, and confirm publication.
4. For a custom message, choose the session and an allowed audience: Pilots, balloon staff, organizer staff, leadership, or everyone.
5. Leave Require acknowledgment checked when staff must confirm receipt.
6. Review Message history and acknowledgment totals. Open replies when a response needs attention.

Audience rule: Green, Yellow, Red, Weather Hold, and Supplemental Briefing quick buttons go to Pilots. Black Flag cancels the session and reaches everyone assigned to that Event session so staff also know to clear the field.

9

Choose and operate propane reporting

Off

Use when the Event does not want propane tracking. Propane controls and reports are hidden for that session.

Staffed Check-In

A Balloonmeister, Deputy, or Propane Recorder selects the session, finds the Pilot, and records Fueled or Denied. The record stays attached to that Pilot and session.

Pilot Self-Reporting

The Pilot opens Propane and selects Fueled or Denied once for the open session. Staff view the live list without receiving a separate text for every Pilot.

Not Reported summary

After the configured deadline, authorized propane staff may send one Not Reported summary for the session. The live app list remains the complete source when the list is too long for a single summary.

10

Event-day operating checklist

Before participants arrive

• Confirm every device is signed into the correct Event year.
• Confirm the active session and its times.
• Confirm alerts are enabled on leadership devices.
• Send a non-emergency test message and verify receipt and acknowledgment.
• Confirm the roster and propane method.

At each session

• Open the session before publishing flags or custom messages.
• Check the displayed audience before confirming a message.
• Watch acknowledgment totals and follow up through established field procedures.
• Record propane results or monitor self-reports.
• Close the session after its operational and reporting work is complete.

If internet service is poor

Continue using the Event’s radios, briefings, and field command system. The web inbox and Refresh may recover when service returns; never delay an urgent safety instruction while waiting on an electronic notification.

11

Purchase, upgrade, renew, or change Pilot tier

1. Sign in as the Event Organizer.
2. On Overview or Settings, select View subscription options or Continue after trial.
3. Review the four annual plans and choose the correct Pilot-count and service package.
4. Complete payment in the secure Stripe Checkout page. Balloon Event Ops does not receive or store the card number.
5. Return to the subscription page. Access updates automatically after Stripe confirms payment; refresh once if the confirmation is still processing.
6. Use Manage billing later to update the payment method, view invoices, or cancel at the end of the paid period.

Upgrade during the year

An Event may move from Event Operations to Registration & Operations. Open the subscription page and select the new plan when plan changes are available there, or contact support for a prorated change. Existing operations records remain in the Event; registration tools appear after activation.

If Pilot count grows past 200

Move the Event to the 201+ tier before expanding enrollment. Participant accounts do not purchase anything.

Renewal

Subscriptions renew annually unless cancelled. Create the next Event year before distributing its enrollment links. If access expires, records are retained; the Organizer can still sign in to the billing page to reactivate the Event.

12

Archive a completed Event year

Step 1: Finish the year’s records

1. Close completed sessions. Leave cancelled sessions marked Cancelled so the history remains accurate.
2. Confirm final messages, acknowledgments, Pilot approvals, propane results, and waiver records.
3. Download the Event records and signed waiver records required by the Event’s retention policy.
4. Open Invitations and select Download current directory so the Pilot and Vendor contact list can be reviewed and uploaded into next year's Event.
5. Resolve pending enrollment or registration applications. Decline abandoned test records when appropriate.
6. Revoke temporary staff who should no longer enter the Event. Keep the primary Organizer active so the archived record remains accessible.

Step 2: Archive the Event year

1. Sign in as the primary Organizer and open Settings → Year-end archive.
2. Select Review archive readiness. Review any open sessions or pending Pilot, staff, or Vendor decisions.
3. Check the records-reviewed confirmation and type the full Event name exactly.
4. Select Archive this Event year. The workspace immediately becomes read-only for authorized Organizers.
5. Downloads and historical reports remain available. If a correction is required, the primary Organizer can type the Event name and restore it from the same Settings section.

Archiving does not cancel a Stripe subscription. Use the secure subscription page separately when billing must change.

Step 3: Start the next year

1. Create or request a separate workspace for the new Event year.
2. Use the new city/state/year code, such as EVENTTX27. Do not reuse the prior year’s code.
3. Confirm new dates, sessions, waivers, staff access, package, and propane choices.
4. Generate new enrollment links. Pilots with reusable profiles may submit their saved information after approving the new Event.
5. Run the pre-Event message and acknowledgment test again.

Each Event year remains separate so old messages, waivers, acknowledgments, propane results, and registration decisions are not mixed with the new year.

13

Common problems

“Event code, username, or password is wrong.”

Check the city/state/year code and full username. If needed, the Organizer issues a new one-time reset code.

“Enrollment is not open” or a waiver is required.

The Organizer must publish the required active waiver for that participant group before the form can finish.

Notifications do not appear.

On iPhone/iPad, install from Safari to the Home Screen first. Then open the saved app, enable alerts, and allow notifications in device settings. On Android, use Chrome and allow site notifications.

A message appears only after Refresh.

Confirm background alerts are enabled and the device has internet service. Refresh remains the backup inbox update.

A phone number is rejected.

Use a complete mobile number. International storage uses the country code, such as +1 followed by the ten-digit U.S. number.

A Pilot or staff member appears twice.

Do not create a second record with the same mobile number. Correct or remove the incorrect pending record before resubmitting.

Propane controls are missing.

Confirm the selected session is using Staffed or Self-Reporting mode and that the signed-in role is allowed to use that workflow.

The trial ended.

Records are retained and Event operations pause. The Organizer can still sign in, open Continue Event access, and purchase a plan securely.