SOLABASE
Hot Air Balloon Experience for Events
1. Inquiries and quotes (up to about 3 months in advance)
Please feel free to contact us first. We will send you a rough estimate based on the information you provide.
2. Free consultation for the organizer
If you have any concerns or problems during your consideration, please contact us and we will do our best to resolve them. We will hold a detailed meeting in person or online and then send you a final quote.
3. On-site survey and meetings
The pilot will visit the site and make a final decision on whether or not to proceed, after which a meeting will be held.
In particular, we will check the venue size, traffic flow, passenger control such as ticket distribution and reception on-site. If it is determined that it is not possible to carry out the event on-site, we ask that you only cover the cost of transportation. Online meetings are also possible.
4. Contract finalization and issuance of order contract (approximately 1 month in advance)
Please let us know as soon as possible if you have decided to hold the event. Weekends in particular are booked up three months in advance. Please also let us know if you decide not to hold the event.
5. 1 week to 1 day before the event
We will provide weather forecast information one week prior to the event.
Please contact us by email for any meetings up until the day before, as the details will be recorded in writing.
We will check the latest weather forecast the day before the trip and contact you again to confirm. If the location is remote, we will stay the night before the trip.
6. On the day of the event
On the day of the event, we will arrive on site 1 hour and 30 minutes before the event time to prepare for operations and hold a final safety meeting.
7. After implementation
We will send you a completion report and invoice. Once you pay, the job is complete.
Venue conditions
- It must be 50m x 50m in size and capable of accommodating vehicles.
If the space is smaller than this, we may need to check on-site.
*If you have permission from the landowner, you do not need to apply for permission from the police, fire department, Self-Defense Forces, airport, or power company.
Weather conditions
- No rain or snow
・Wind speed must be 3m/s or less
- There are no thermals (upward air currents) or cumulonimbus clouds occurring nearby.
The wind is most likely to be calmest in the early morning, within three hours of sunrise, or in the evening, three hours before and after sunset, so the tours are most likely to be held.
During the day , rising air currents called thermals bring gusty winds.
If such a situation arises, the pilot may decide to cancel or suspend the event.
Organizer preparation
・3 vehicles with front hooks as anchors, standard size or larger
・Balloon support staff: 4 people
・Reception and guidance staff: 2 people
If you are unable to prepare the above, additional costs will be incurred if we prepare it for you.
Insurance for peace of mind in case of an emergency
Our company is covered by Tokio Marine & Nichido's "Business Liability Insurance," which covers a wide range of damages that may occur in the unlikely event of an accident. Therefore, although there is usually a daily limit on the amount of coverage for death, permanent disability, hospitalization, outpatient treatment, etc., we can cover all actual expenses up to 200 million yen .
Insurance coverage
If a hot air balloon rider is injured in the basket due to weather conditions or other reasons and medical expenses are incurred, death or permanent disability, etc.
Compensation for time off work due to injury.
For example, if the aircraft hits and damages facilities around the venue.
*If there is a shortage, the organizer is requested to apply additional insurance.
Pilot and staff structure
Our company employs experienced pilots who hold a hot air balloon pilot license issued by the Japan Balloon Federation and a license issued by the European Aviation Authority (EASA).
In addition, our ground staff undergo safety training twice a year, ensuring a smooth system for guiding visitors and responding to emergencies.
Thorough weather judgment
To ensure safe operation, we will decide whether or not to fly based on the latest weather data and local wind conditions . We will also present the data visualized as clearly as possible to the organizers and inform them of the situation.
If we determine that there is even the slightest risk, the event will be canceled, and the safety of participants and organizers will be our top priority.
Safety of venue setup
At the venue, anchor vehicles will be placed appropriately to ensure the balloons are securely secured.
To that end, we will conduct on-site surveys to confirm passenger routes and balloon placement as much as possible. Furthermore, we will secure routes for emergency vehicles and set up safety fences and restricted areas for spectators to prevent accidents.
Passenger safety measures
Before boarding, you will receive a safety briefing and will be thoroughly instructed on boarding and disembarking procedures and proper posture during the flight.
In addition, we will use a numbered ticket system to prevent overcrowding and ensure that you can participate with peace of mind.
For small children and elderly people, we will guide you as far as possible.
Emergency preparedness
Fire extinguishers and first aid kits will be kept on hand at the venue, and we are prepared to respond immediately in the event of an emergency.
In addition, even if a flight is unavoidably canceled, we will strive to satisfy participants by offering alternative experiences such as burner experiences and workshops .
[Response to weather risks]
Alternative experience during strong winds
If the event is cancelled due to strong winds, we can open up the balloons on-site and hold a "hot air balloon class" or an "experience" where customers can actually light the burners and get a feel for what it's like to be a pilot.
Alternative experience for rainy days
If the event is cancelled due to rain, if you can secure a large space on-site, such as a gymnasium, you can expand the balloon section and hold a "hot air balloon class." If you provide an event tent, you can set up a store selling merchandise and craft balloons to liven up the event.
【Cancellation policy】
Cancellation due to organizer's circumstances
If this contract is terminated for reasons of the organizer, the organizer will be required to compensate us for the preparation costs, labor costs, and opportunity losses that we have already incurred.
timing
Billing rate (basic fee)
remarks
~90 days ago
50%
Temporarily reserve equipment and schedule
89 days before to the day
100%
Preparations are essentially complete, but equipment, personnel, and opportunity losses are incurred.
Weather Cancellation/Suspension
Hot air balloon events are heavily dependent on weather conditions (wind, visibility, temperature, precipitation, etc.), so safety is our number one priority. Depending on the situation on the day, the event may be canceled or the content may be changed. Even if the event is canceled, you will be required to cover the actual costs incurred, such as preparation costs and personnel costs.
Situation and timing
Amount charged (basic fee)
remarks
Up to 7 days in advance
0%
Due to force majeure
6 to 1 day before (cancelled before arriving at the site)
50%
Costs for personnel and equipment preparation are incurred
On the day (cancelled after arriving at the site)
70%
Actual work such as on-site preparation and standby
Partial implementation or alternative experience implementation
100%
Full amount charged because value was provided