CC5 Staff Handbook

This is the staff handbook for Castle Crash 5: Cinco de Flyo. While it is intended for festival staff, nothing in here is secret.

Event dates are September 4-7, 2026, at Eastwind Castle, 527 Johnston Hwy, Trenton, SC 29847. All times below are Eastern.

Quick reference

  • Staff radio: GMRS channel 4. No privacy tone.
  • Primary staff meeting point: Nubz Pub.
  • Secondary staff meeting point: Check-in.
  • Emergency: Call 911 for severe or life-threatening situations, then call for a director on GMRS 4.
  • Credentials: Staff and attendees must wear their assigned dog tags or wristbands at all times.
  • Photos: Upload event photos and short videos at castlecrash.org/photos. Prioritize flight-line photos and remind people at dinner and in Whoop Hall.

Check-in procedure

Work with one party at a time.

  1. Register: If a person is not registered, direct them to castlecrash.org to buy a ticket. Cash accepted, but change may be limited.
  2. Waiver: Each person must sign a waiver. A parent or guardian must sign for a minor.
  3. Credentials: Issue the correct dog tags for each person.
  4. Attendee list: Check each person off of the sign-in list.
  5. Volunteers: Issue their shirt and activate staff in their app. Check their shirt off the sign-in list.
  6. Parking: Issue one parking pass per vehicle.
  7. Map and app: Direct them to install the app.
  8. Side quests: Explain that check-in and side quests give more chances for the prize drawing on Sunday. Staff or flight-line managers verify flight tasks. Side quests turn in Sunday from 5:00 to 6:00 PM.
  9. Help: Explain how to identify volunteers and directors.
  10. Safety gear: Offer safety goggles for gel blasters.
  11. Signs: Point out the remaining signage.

Admin schedule

Click here to see the festival admin calendar on Google Calendar.

General guidance

  • If you are unsure how to handle a situation, consult a director.
  • Safety comes first. Fun comes second.
  • Keep your radio on and available whenever you are working.
  • Treat attendees and other staff with respect.
  • Festival attendance is a privilege. Directors may remove anyone who violates the rules.
  • Keep staff areas clear and return equipment to its assigned location.

Communications

Radio settings

  • Channel: GMRS 4, 462.6375 MHz.
  • Privacy tone: None.
  • Use plain, short calls. Identify yourself and the area you are calling from.
  • Keep the channel clear during emergencies and director announcements.

PA announcements

The DJ or MC may make announcements approved by a director. Use announcements for safety, schedule changes, lost people, event calls, and information that helps attendees.

Medical emergency

  1. Remain calm.
  2. Ask for a medic in the immediate area.
  3. For a severe or life-threatening injury, call 911 as soon as possible.
  4. Call for a director on the radio. A director will bring the first-aid kit from Nubz Pub.
  5. Stay in the area until help arrives unless it is unsafe.
  6. Do not move the injured person unless they face further danger.
  7. Keep the injured person warm.

Rain and severe weather

Rain plan

If rain starts or directors call for the rain plan, act immediately.

  • Flight lines: Turn off and cover TVs, power strips, cords, speakers, lights, and lasers. Put paper materials somewhere dry. Pilots may continue only when conditions are safe.
  • DJ areas: Turn off and cover DJ equipment and speakers.
  • Wait for directors to give the all clear on the radio before restoring equipment.

Severe weather plan

  • Ground all flights.
  • Unplug and cover all electrical equipment.
  • Move TVs and equipment to Whoop Hall when it is safe.
  • Direct attendees to Whoop Hall.
  • Move DJ equipment and speakers into shelter when it is safe, then cover them.

Lost child or missing person

Child reported missing

  1. Announce the missing child on radio.
  2. Secure the entrance and exit gates.
  3. Record the child's name and physical description.
  4. Dispatch staff to sweep the site.
  5. Ask the DJ or a director to announce the missing child over the PA.
  6. Announce on radio as soon as the child is found.
  7. If a full site sweep does not locate the child, notify local authorities.

Found child

  1. Announce on radio that a child has been found and is being escorted to Nubz Pub.
  2. Escort the child to Nubz Pub.
  3. Announce when the child arrives.
  4. Ask the DJ or a director to make a PA announcement.

Person reported missing

  1. Get the person's name and a short description.
  2. Hospitality and available directors perform a site sweep.

Fire

During setup, confirm extinguishers at Castle Flight Line, the base of the DJ Tower, Village Flight Line, Back Woods Flight Line, and Check-in.

  1. Alert: Announce the fire loudly and clearly.
  2. Evacuate: Clear the area. Tell people to leave belongings behind and go to Nubz Pub or Check-in.
  3. Call for help: Call 911 or request help on radio.
  4. Extinguisher: If the fire is small and you are comfortable using an extinguisher, use PASS. Pull the pin, aim at the base, squeeze the handle, and sweep side to side.

If clothing catches fire, stop, drop, and roll. Cool burns with clean water and seek medical help.