What to Buy and Bring for an Air Show

An air show needs more than food and drinks. You also need reliable power, clear communication, crowd-control equipment and visible emergency supplies for a busy outdoor site. Plan purchases around the number of visitors, staff and flight-program areas, then check what the venue already provides. This list helps you prepare the practical items that are often left until the last few days, including cable management, lighting, payment equipment and weather protection.

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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
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 3 boxes
- Hot chocolate - 2 packs
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Cola - 24 liters
- Cola Zero - 18 liters
- Orange Soda - 12 liter
- Iced tea - 12 liters
- Sparkling mineral water - 24 liters
- Still mineral water - 36 liters
- Apple juice - 12 liters
- Alcohol-free beer - 6 crates
- Pilsner - 10 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Bitter lemon - 6 liter
- Tonic water - 6 liter
- Lemons - 3 kilos
- Ice cubes - 30 kilo
- White rolls - 180 pieces
- Multigrain sandwiches - 120 pieces
- Mini croissants - 100 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Aged cheese - 2 kilo
- Back ham - 3 kilos
- Chicken breast topping - 3 kilos
- Vegetarian spread - 2 kilos
- Hummus - 2 kilos
- Egg salad - 2 kilo
- Cucumbers - 4 kilos
- Tomatoes - 5 kilos
- Lettuce - 12 heads
- Bell peppers - 3 kilos
- Herb butter - 2 kilo
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Satay sauce - 2 liters
- Mini hamburger buns - 250 pieces
- Vegetarian burgers - 60 pieces
- Hamburger sauce - 2 liters
- Onions - 4 kilos
- Pickles - 3 jars
- French fries sauce - 3 liter
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Nuts - 6 kilos
- Salt sticks - 8 bags
- Popcorn - 5 kilos
- Apples - 15 kilo
- Bananas - 10 kilo
- Grapes - 8 kilos
- Cookies - 8 packs
- Brownies - 120 pieces
- Muffins - 120 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Vegan spread - 2 kilos
- Nut-free snacks - 6 packs
- Napkins - 1200 pieces
- Paper straws - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Garbage bags - 120 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 8 packs
- Hand sanitizer gel - 8 bottles
- Liquid hand soap - 8 bottles
- Sponges - 12 pieces
- Disposable gloves - 4 boxes

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra water for hot weather and keep chilled stock in coolers rather than relying on a single serving point.
Allow at least one walkie-talkie for each key operating role, such as site management, parking, registration, catering and safety. Charge every unit before arrival and bring spare batteries if the event lasts more than four hours.
Bring one clearly marked first aid kit for each main visitor or crew zone, plus emergency blankets and fire extinguishers. Keep them accessible rather than packed inside locked storage or behind the catering setup.
Use barriers, traffic cones, barrier tape and warning signs to separate parking, public areas, service access and evacuation routes. Pack work gloves and safety vests for the people setting up and moving equipment.
Count power needs before shopping: include speakers, mixer, microphones, cash registers, card machines, coolers and lighting. Take cable reels, extension cords, power strips and generators only after checking the venue supply and placing cables where visitors cannot trip over them.

Frequently asked questions

How many drinks do I need for an air show?: For planning, allow two to three drinks per visitor during the first hour and one per person for every hour after that. Include extra water for staff, performers and warm weather, and keep a reserve of about 10% for late arrivals or higher demand.
What safety equipment is needed for an air show?: Prepare safety barriers, traffic cones, barrier tape, warning signs, first aid kits, emergency blankets and fire extinguishers. Have safety vests available for every traffic controller and setup worker, and place the equipment before visitors enter the site.
How many walkie-talkies are needed for an air show?: Provide one radio for each active coordination role, with at least one spare unit. For example, a small operating team may need six to eight radios covering site management, parking, registration, catering, safety and the flight-program area.
When should I buy or arrange air show supplies?: Reserve generators, tents, tables, chairs, toilets and waste containers several weeks before the event, especially when the date is fixed and suppliers are busy. Complete the main shopping at least two days beforehand, then load and check equipment the day before setup.

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