Tower controller described a loss of separation event when special event procedures were not followe...

Narrative:

I was providing OJT with an unusually high amount of ZZZ departures. Each departure requires 4 separate calls to coordinate. So all the coordination was keeping us very busy. We have special procedures for these special event operations; but were not being utilized. We were not provided with a hand off or any help. Aircraft X was an IFR inbound to ZZZ1 which is within 5 miles of ZZZ. He was being vectored for a visual approach to ZZZ1 and reported the airport in sight. He was cleared for the visual approach to ZZZ1 and switched to tower about 10 miles from the airport. We were busy and did not notice him descending for ZZZ. Then ZZZ called on the land line and asked if we knew who was on short final. Aircraft X landed at ZZZ airport without a clearance. Recommendation; use the procedures we have for these special activities or at least provide a hand off to coordinate.

Original NASA ASRS Text

Title: Tower Controller described a loss of separation event when special event procedures were not followed with regard to staffing a hand off position and required coordination with an adjacent facility was not accomplished.

Narrative: I was providing OJT with an unusually high amount of ZZZ departures. Each departure requires 4 separate calls to coordinate. So all the coordination was keeping us very busy. We have special procedures for these special event operations; but were not being utilized. We were not provided with a hand off or any help. Aircraft X was an IFR inbound to ZZZ1 which is within 5 miles of ZZZ. He was being vectored for a Visual Approach to ZZZ1 and reported the airport in sight. He was cleared for the visual approach to ZZZ1 and switched to Tower about 10 miles from the airport. We were busy and did not notice him descending for ZZZ. Then ZZZ called on the land line and asked if we knew who was on short final. Aircraft X landed at ZZZ airport without a clearance. Recommendation; use the procedures we have for these special activities or at least provide a hand off to coordinate.

Data retrieved from NASA's ASRS site as of April 2012 and automatically converted to unabbreviated mixed upper/lowercase text. This report is for informational purposes with no guarantee of accuracy. See NASA's ASRS site for official report.

Attributes
ACN	921985
Time
Date	201012
Local Time Of Day	1201-1800
Place
Locale Reference	ZZZ.TRACON
State Reference	US
Aircraft 1
Make Model Name	Any Unknown or Unlisted Aircraft Manufacturer
Flight Phase	Landing
Flight Plan	IFR
Person 1
Function	Approach Instructor
Qualification	Air Traffic Control Fully Certified
Events
Anomaly	ATC Issue All Types Deviation - Procedural Landing Without Clearance Deviation - Track / Heading All Types

Tower controller described a loss of separation event when special event procedures were not followed with regard to staffing a hand off position and required coordination with an adjacent facility was not accomplished.