This week, the VAI Aerial Work and Safety Conference brought together over 200 operators, regulators, and industry leaders in Boise to address the critical challenges reshaping North American helicopter operations. With insights from eight FAA representatives, the Forest Service, and the Department of Interior, one message stood out: the future of aerial operations hinges on the seamless integration of safety culture, operational efficiency, and technological innovation.
At a time when “fire years” have replaced traditional fire seasons, and operational demands are increasing across the board, the industry finds itself at a turning point. Success will depend on balancing human performance, data-driven systems, and collaborative solutions to navigate this rapidly evolving landscape.
For companies like TracPlus, these discussions reaffirm the transformative role of integrated data systems in meeting these challenges. By enabling operators to turn complex information into actionable insights, we are helping redefine what operational excellence looks like in a high-pressure, high-stakes environment.
As aerial operations adapt to the reality of year-round missions, the focus on human factors has never been more critical. At this year’s conference, discussions about managing stress, pilot wellbeing, and fostering a robust safety culture underscored the vital role of human performance in maintaining operational safety.
A key takeaway was the distinction between acute and chronic stress:
This insight resonated across broader discussions on Safety Management Systems (SMS). Implementing effective SMS isn’t just about procedures and documentation; it’s about creating a culture where teams feel confident reporting concerns and contributing to continuous safety improvements.
The role of medical certifications also highlighted the importance of proactive health management. By supporting pilot wellbeing, organisations strengthen both individual performance and their overarching safety goals.
Modern tracking and analytics systems complement these human efforts by providing actionable insights. By identifying fatigue patterns and tracking operational tempo, these tools enable managers to make informed decisions about crew rotations and resource allocation—supporting human decision-making rather than replacing it.
As the industry integrates more sophisticated technologies and procedures, it’s clear that success ultimately depends on the people behind them. Human factors are the foundation of operational excellence, and fostering a culture that prioritises wellbeing and communication is essential for navigating the challenges ahead.
Regulatory engagement at this year's conference reached new levels, with significant representation from the FAA, Forest Service, and Department of Interior. This collaborative approach signals an important shift in how regulations are being shaped and implemented across the aerial operations sector.
The upcoming SMS mandate dominated many discussions. With the 2027 deadline approaching, operators are navigating the transition from voluntary programs to required implementation. The Department of Interior shared that about 95% of their 200+ aviation contracts already include SMS components, demonstrating the industry's proactive approach. The requirements scale with operation size - from basic safety questionnaires for smaller operators to comprehensive SMS manuals for exclusive-use contracts.
Contract management is evolving significantly. The Forest Service detailed their modernisation efforts, including the transition to the new MATOC (Multiple Award Task Order Contract) system. This includes 29 Type 1 line items awarded in October 2024, and 34 Type 2 line items, with more opportunities coming. Importantly, they addressed concerns about fleet modernisation, acknowledging that while newer aircraft might have lower payloads, they bring enhanced safety features and operational capabilities.
Resource allocation is becoming more transparent. The National Interagency Coordination Center (NICC) has implemented a three-tiered dispatch system, with clear protocols for both urgent and non-urgent missions. Orders are evaluated based on payload category, configuration, location, and price, with different priorities for initial attack versus project work.
A recurring theme was the move from reactive to proactive compliance. The Forest Service and DOI are conducting more frequent audits, focusing on areas like tool control systems, performance calculations, and fuel service vehicle requirements. These audits aim to identify trends before they become issues, with agencies showing willingness to work with operators on corrective actions.
The Department of Interior's approach to SMS evaluation is particularly noteworthy. They're streamlining documentation requirements by creating centralised document repositories, reducing redundant submissions across contracts. Site visits are being coordinated between agencies to minimise disruption to operators who hold multiple contracts.
Importantly, both agencies emphasised their commitment to "just culture" principles. They stressed that safety reporting should be encouraged and non-punitive, focusing on systemic improvements rather than individual blame. This approach has led to increased reporting, with over 1,200 safety reports submitted in the past year through the SAFECOM system.
The maturity of an organisation's safety culture emerged as a critical indicator of operational excellence at this year's conference. Both Forest Service and DOI presentations revealed an evolving understanding of how safety culture progresses from a focus on basic compliance to a state where "safety is just how we do business."
The data tells an important story. While historical trends show sustained improvement in accident rates, recent years have seen concerning upticks. The industry's top three identified hazards highlight the complexity of modern operations: operational fatigue in year-round missions, airspace conflicts (particularly with increased drone activity), and pressure-driven policy deviations.
But numbers only tell part of the story. Real progress in safety culture comes from how organisations handle day-to-day decisions. The right to refuse risk was emphasised repeatedly - not just as a policy, but as a practical tool. Both agencies underscored that turning down a mission for safety reasons isn't a performance issue; it's evidence of good judgment.
Communication emerged as the cornerstone of effective safety systems. Organisations are moving beyond traditional "safety pizza parties" toward meaningful engagement at all levels. The SAFECOM reporting system exemplifies this evolution - it's not just about logging incidents, but creating a feedback loop that drives systemic improvements.
Technology is playing an increasingly vital role in safety culture development. Real-time tracking and analytics aren't just tools for operational oversight; they're enabling proactive risk management and creating transparency that builds trust between operators and agencies. When everyone sees the same operational picture, safety becomes a shared responsibility rather than a top-down mandate.
The reality of "fire years" replacing traditional fire seasons dominated operational discussions at this year's conference. This shift is fundamentally changing how aerial firefighting resources are managed and maintained. Recent operations in New England during what was historically off-season underscore this new reality.
Fleet modernisation presents both opportunities and challenges. The Forest Service's introduction of new Type 1 and Type 2 aircraft has demonstrated that while modern platforms may have different payload capabilities, they bring enhanced safety features and improved operational efficiency. The transition requires careful management - particularly in programs like helicopter rappel operations, where crews must adapt standard operating procedures to new aircraft configurations.
Resource management is evolving to match these operational changes. The conference highlighted new approaches to national resource ordering and allocation, moving away from the traditional "my aircraft" mindset toward more flexible, need-based deployment models. This shift aims to improve efficiency but requires significant cultural adaptation from both agencies and operators.
Maintenance challenges received particular attention. The industry is grappling with service bulletin compliance, parts availability, and the need to maintain aging aircraft alongside modern platforms. The discussion of inspector standardisation and maintenance documentation requirements revealed ongoing efforts to streamline these processes while maintaining rigorous safety standards.
Contract adaptability emerged as a key theme. Agencies are working to build more flexibility into their agreements, recognising that operational needs can change rapidly. The introduction of payload categories in contract specifications shows how agencies are trying to better match aircraft capabilities to mission requirements.
As operations become more complex, technology is emerging as a critical enabler of both safety and efficiency. The conference sessions showcased how technical innovation is helping operators adapt to increasing demands while enhancing safety margins.
Real-time operational data has moved from a "nice to have" to a mission-critical requirement. With year-round operations and distributed resources, agencies and operators need immediate visibility of aircraft location, status, and mission progress. Modern tracking systems now provide not just position data, but comprehensive operational insights - from bucket drops to cycle times to maintenance tracking.
Data integration is solving long-standing operational challenges. By bringing together aircraft tracking, mission data, maintenance records, and safety reports into unified platforms, operators can spot trends and make proactive decisions. This integration is particularly valuable for maintenance planning, where predictive analytics can help prevent unscheduled downtime.
The conference's technical sessions highlighted practical innovations in aircraft maintenance and safety systems. Detailed discussions of elastomeric bearing maintenance and wire strike prevention systems demonstrated how seemingly small technical improvements can have outsized safety impacts. These sessions emphasised that while new technology is important, its value comes from supporting rather than replacing sound operational practices.
Perhaps most significantly, technical innovation is enabling better collaboration between agencies and operators. Standardised data formats and sharing protocols mean that different organisations can now work from the same operational picture, improving both safety and efficiency. This standardisation is particularly important as the industry moves toward more flexible resource allocation models.
The 2024 VAI Conference revealed an industry in transformation. The convergence of regulatory changes, operational demands, and technological capabilities is creating new opportunities - and challenges - for aerial operators and agencies alike.
Looking ahead, several key trends are shaping the industry's direction. The transition to formal Safety Management Systems by 2027 will accelerate the adoption of data-driven safety practices. But this isn't just about compliance - it's about building more resilient operations. Organisations that embrace this change now will be better positioned for the increasing operational demands ahead.
Fleet modernisation continues to reshape operational capabilities. The Forest Service's experience with new aircraft types demonstrates that this isn't a simple matter of replacing old with new - it requires rethinking everything from training to maintenance to mission profiles. This evolution will continue as agencies balance enhanced safety features against traditional performance metrics.
The industry's approach to resource management is becoming more sophisticated. The move toward national-level coordination and transparent allocation processes suggests a future where resources flow more efficiently to where they're needed most. This shift requires both technical infrastructure and cultural change, but the benefits in operational efficiency make it worthwhile.
Perhaps most encouraging is the strengthening collaboration between agencies, operators, and technology providers. The presence of eight FAA representatives at this year's conference signals a new era of partnership in solving industry challenges. This collaborative approach, combined with advances in data sharing and operational visibility, points toward a future where safety and efficiency are truly integrated goals.
As providers of mission-critical tracking and analytics technology to many of North America's leading aerial firefighting and emergency response organisations, we're encouraged by the industry's embrace of data-driven operations and integrated safety systems. Our recent launch of enhanced aerial firefighting analytics directly supports the data-driven decision making highlighted throughout the conference, bringing diverse data streams into unified operational views that enable transparent, efficient operations across agencies and operators.
As we move into 2025, success will come to organisations that can effectively combine human expertise, operational excellence, and technical innovation. The challenges ahead are significant, but the discussions at VAI made clear that our industry has the tools, expertise, and collaborative spirit to meet them.
The key now is turning these insights into action - implementing robust data systems, strengthening safety cultures, and building the operational capabilities needed for an evolving mission landscape. The foundations laid at this year's conference provide a clear roadmap for this transformation.