Air show checklist: what to arrange and when

An air show needs more than a flight programme and a suitable field. You must coordinate pilots or demonstration teams, permits, insurance, traffic flow, public safety, power, toilets, catering and trained staff. Start with the venue, date and programme, then work through approvals and infrastructure before opening registration. In the final week, confirm the forecast, suppliers and staffing; on the day, inspect the site and keep access and evacuation routes clear.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and venue
2 people
Compile the flight program
3 people
Capture kites and demonstration teams
2 people
Submit permits and notifications
2 people
Develop safety plan
3 people
Check the insurance certificate
Draw up traffic plan
2 people
Arrange parking spaces
2 people
Mark access and evacuation routes
3 people
Make toilet reservations
Make waste container reservations
Book catering
2 people
Send invitations
2 people
Open online registrations
Process registrations
2 people
Collect dietary requirements
Assign staff and traffic controllers
2 people
Create staff briefing
2 people
Publish visitor information
2 people
Check the weather forecast
Final confirmation of the flight program
2 people
Do the shopping
3 people
Bring materials to the venue
4 people
Inspect the site
3 people
Block off the parking area
4 people
Set Up Audience Sections
4 people
Set up safety barriers
6 people
Clear emergency exits
3 people
Set up tents
6 people
Set up tables and chairs
4 people
Set up stage sections
4 people
Connect sound equipment
3 people
Test the PA system
2 people
Connect lighting
2 people
Place information signs
3 people
Hang flags and decorations
3 people
Set up the registration desk
2 people
Lay out wristbands and program booklets
2 people
Set up the catering buffet
4 people
Chill drinks
2 people
Prepare snacks
3 people
Check toilets and wash stations
2 people
Check first aid and fire equipment
2 people
Instruct staff
3 people

Event

Receive kites
3 people
Guide flyers to briefing
2 people
Open the entrance
4 people
Welcome visitors
5 people
Direct parking
6 people
Announce the program
2 people
Guide flight demonstrations
4 people
Monitor audience limits
6 people
Serve catering
5 people
Refill drinks
3 people
Keep buffet and tables clean
3 people
Empty trash bins
3 people
Check toilets
2 people
Turn on lighting
2 people
Support the evening program
3 people
Guide visitors to the exit
4 people
Safely clear the parking lot
6 people
Close off the entrance
2 people

Aftercare

Store leftovers refrigerated
2 people
Collect waste
5 people
Clean the grounds
5 people
Take down tables and chairs
4 people
Take down tents
6 people
Remove safety barriers
5 people
Remove signs and decor
3 people
Disconnect sound equipment
3 people
Wash the dishes and kitchenware
3 people
Sort and count materials
2 people
Return borrowed materials
3 people
Store leftover groceries
2 people
Collect lost property
2 people
Hand over the site
2 people
Collect invoices and deposit documents

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 4
Beer tablesqty 12
Folding chairsqty 80
Buffet tablesqty 6
Bar stoolsqty 8
Stage sectionsqty 6
Coat racksqty 2

Equipment

Wireless microphonesqty 3
Speakersqty 6
Mixer
Extension cordsqty 8
Power stripsqty 8
Generatorsqty 2
Walkie-talkiesqty 12
Megaphonesqty 3
Cash registersqty 2
Card machinesqty 2
Cable reelsqty 4
Coolersqty 6
Flashlightsqty 8

Safety

Safety barriersqty 80
Traffic conesqty 40
Barrier tapeqty 12
Warning signsqty 12
Emergency blanketsqty 10
First aid kitsqty 3
Fire extinguishersqty 6
Work glovesqty 12
Safety vestsqty 20

Tableware

Reusable drinking cupsqty 600
Coffee cupsqty 150
Platesqty 250
Cutlery setsqty 250
Wine glassesqty 100
Serving plattersqty 20
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Scissorsqty 4
Refrigerated display casesqty 2

Decorations

Buntingqty 12
Country and club flagsqty 20
Tableclothsqty 18
Program boardsqty 6
Directional signsqty 20
Name badgesqty 40

Lighting

LED work lightsqty 8
String lightsqty 6
Battery lanternsqty 10

Cleaning

Waste binsqty 20
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Microfiber clothsqty 24
Washing-up bowlsqty 4
Toilet brushesqty 4
Hand soap dispensersqty 8

Catering

Drink dispensersqty 4
Thermo boxesqty 4
Ice packsqty 30
Herb and sauce cupsqty 20
Presentation sheetsqty 30
Coffee filtersqty 200
Groceries

Tips

Set the date and venue before confirming flight teams. The programme affects your safety plan, spectator layout, parking arrangements and the number of staff and traffic controllers needed.
Submit permits, notifications and the insurance certificate early enough for review. Keep the approved safety plan, traffic plan and emergency contacts together so the event team can find them quickly.
Plan the visitor route as carefully as the display area. Mark parking, pedestrian access and evacuation routes with barriers, cones, tape and warning signs before gates open, and assign staff to traffic points.
Check power and communications at the site, not just on paper. Test generators, extension cords, cable reels, speakers, microphones, cash or card equipment and walkie-talkies during the site inspection.
Do the final operational check in the last week. Confirm the flight programme, weather forecast, catering, toilets, waste containers, registrations, dietary requirements and staff briefing, then bring materials to the venue before setup starts.

Frequently asked questions

How far in advance should I plan an air show?: Start planning at least 6 to 12 months ahead, especially if the event needs permits, insurance approval, aviation coordination and a detailed safety plan. Confirm the date and venue first, then build the programme and infrastructure around them.
What should be in an air show safety plan?: Include the flying area, spectator boundaries, access and evacuation routes, emergency response, first aid, fire protection, traffic control and communication procedures. Review it with the responsible team before opening the site and brief all staff on the day.
When should I check the weather for an air show?: Check the forecast daily during the final week and make a formal go/no-go review 24 hours before the event. Check it again on the morning of the show, because wind, visibility and storms can affect the flight programme and visitor safety.
How many staff do I need for an air show?: There is no fixed number: base staffing on the visitor count, entrances, parking layout, programme and site size. Assign named people to traffic control, registration, public information, safety, first aid and supplier coordination, then brief them before gates open.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.