Requests from Operator
All requests must be made in writing to SXSW LLC Sixty (60) Days prior to first date of activation, requests recieved after this date may be considered on a case-by-case basis.
If this UAV request includes capturing content of any kind (video, audio, photography, etc.) then a SXSW Content Capture Request form must also be submitted. Do not fill out the Content Capture Request form if the UAV is for flight demonstrations only. If you have questions regarding which forms to fill out, please reach out to your SXSW main contact.
UAV Flight Zones
1. Operators must adhere to the following if their request is approved
- Within contracted space/booth only as approved by SXSW and the facility.
- The Austin Convention Center (ACC) and other SXSW contracted pre-function spaces, shared and common areas will be considered for approval on a case-by-case basis.
- All UAVs operating inside a facility must operate entirely within a fully enclosed protective net or cage that has no persons inside except (if necessary) the UAV pilot/operator.
2. Restricted/Off-Limits: UAVs shall not be used in any locations or at any times not specifically approved by SXSW including, but not limited to:
- All ACC operational areas including but not limited to security, maintenance, storage, foodservice serving areas, foodservice preparation areas, production workspaces and administrative areas are considered "No-Fly Zones".
- All other areas where UAV operation is prohibited by federal, state or city regulations.
3. Any other proposed use of UAV's during any SXSW or SXSW sanctioned events is at the sole discretion of SXSW.
Safe Operations
- SXSW may require a pre-event meeting(s) with the requesting party to demonstrate the intended use of the UAV.
- Only electrically powered UAV's weighing less than 10 lbs. will be considered for operation inside the ACC or other enclosed facility.
- Use of UAVs outside the ACC, but on ACC property will be handled on a case-by-case basis. The approval for UAVs for outside use is a separate process. Reach out to your SXSW main point of contact for more details on outdoor use.
- Approved Operator(s) must submit to SXSW a schedule of flight times and events no later than 72 hours before operating any UAV's approved by SXSW and the facility.
- Pilot/Operator:
- Must be a minimum of 18 years old and remain in visual line of sight (VLOS) at all times of UAV and meet all FAA/regulatory/safety guidelines for UAV pilot or operator.
- Shall immediately report any contact/collisions with any property to Operator SXSW management and main point of contact, even if no damage/injuries are observed. SXSW and facility safety teams will then be notified.
- Shall not operate overhead any attendees, employees or individuals and shall remain a minimum of 25 feet away from sensitive infrastructure.
- Shall not operate UAVs under the influence of drugs/alcohol or in a reckless manner as determined by appointed representatives of SXSW, the facility or law enforcement agencies.
- Shall notify SXSW main point of contact when the UAV is on-site so that facility check-in process for the UAV may begin.
- Shall provide SXSW with a certificate of insurance (COI) for comprehensive or commercial general liability listing with SXSW, LLC (and the ACC or other premises if within a facility) as additional insured for the following coverage limits:
- Comprehensive or commercial general liability for bodily injury or death with coverage of no less than $5,000,000 for any one occurrence.
- Policies must include provisions and coverage for unmanned aircraft, operators / pilots of unmanned aircraft and cannot contain any exclusions related to electronic or power malfunctions.
- Operator represents and warrants that (i) it has the full power and authority to enter into this agreement and to carry out the provisions thereof; (ii) the person executing this Agreement on behalf of Operator is authorized to do so; (iii) the excecution, delivery and performance of this Agreement by Operator does not violate any agreement, to which it is a party, nor violate any law or regulation of any court, govermental body or administrative or other agency having jurisdiction over it; and (iv) Operator's use of any UAV is in full compliance with all state, federal, and local laws.
- Operator hereby agrees to indemnify, defend and hold harmless SXSW and its successors, assigns, parents and subsidiaries, and the officers, directors and employees of each of them, from and against any and all third-party claims, losses, action, damages, expenses and all other liabilities, including, but not limited to, costs and reasonable outside attorneys' fees arising out of or in connection with (i) any acts or omissions of Operator or any of its agents, assigns, contractors or their employees associated with the rights granted herein or the performance by Operator of an UAV's hereunder, (ii) breach of any warranty or representation amde by Operator hereunder, or (iii) Operator's material breach of this Agreement.
SXSW reserves the right to allow or disallow, at its sole discretion, UAVs on the premises of any SXSW event or facility including, but not limited to ACC, and may revoke such authorization at any time.