Airport open day checklist: what to arrange and when

An airport open day needs more than a programme and a few aircraft on display. You need confirmed flight demonstrations, approved safety arrangements, clear visitor routes, organised parking and enough volunteers for tours and information points. Start with the date, programme and permits, then move to registration, suppliers and signage. In the final week, check the forecast, print maps and badges, refrigerate drinks and test every presentation and communication device.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Set the date and program
2 people
Confirm flight demonstrations
2 people
Check permits
2 people
Prepare safety plan
3 people
Map out emergency exits
2 people
Set up audience routes
3 people
Determine parking layout
2 people
Send invitations
2 people
Open the registration form
Send press invitations
2 people
Confirm suppliers
2 people
Process registrations
2 people
Collect dietary requirements
Prepare parking signs
2 people
Print maps
2 people
Make name badges
2 people
Assign volunteers
2 people
Assign tours
2 people
Order catering
2 people
Reserve materials
2 people
Create signage
3 people
Collect presentations
2 people
Check the weather forecast
Do the shopping
3 people
Store drinks refrigerated
2 people
Bring materials to the venue
4 people
Inspect the grounds
3 people
Give the safety briefing
4 people
Set up the parking area
5 people
Build party tents
6 people
Set up tables and chairs
5 people
Set up crowd barriers
5 people
Set up signage
4 people
Set up registration desk
3 people
Set up information stands
6 people
Fence off the exhibition
4 people
Connect sound equipment
3 people
Connect lighting
3 people
Set up the catering buffet
5 people
Prepare coffee and tea
2 people
Lay out tour materials
2 people
Check toilets
2 people
Place waste stations
2 people

Event

Staff the registration desk
3 people
Welcome visitors
4 people
Distribute program
2 people
Arrange parking assistance
5 people
Guide tours
4 people
Announce the flight program
2 people
Monitor audience areas
6 people
Staff info booths
8 people
Serve coffee and tea
3 people
Serve snacks
4 people
Refill drinks
3 people
Empty trash bins
2 people
Check toilets periodically
2 people
Turn on lighting
2 people
Support the evening program
3 people
Inform last visitors
3 people
Safely escort the audience out
5 people

Aftercare

Close catering
3 people
Collect materials
5 people
Dismantle tables and chairs
5 people
Dismantle party tents
6 people
Remove signage
4 people
Remove crowd barriers
5 people
Collect waste
4 people
Clean the venue
4 people
Clean tableware and equipment
3 people
Collect lost and found items
2 people
Return rental items
3 people
Store leftover catering
2 people
Take waste to the collection point
2 people
Answer visitor questions
Send thank-you message

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Folding chairsqty 120
Beer tablesqty 10
Bollardsqty 30
Rope barrierqty 12
Bar stoolsqty 12

Equipment

Portable sound systemqty 2
Wireless microphonesqty 4
Presentation screensqty 3
Laptopsqty 4
Walkie-talkiesqty 12
Power banksqty 8
Extension cordsqty 10
Power stripsqty 10
Coolersqty 8
Coffee machinesqty 4
Kettlesqty 3
Laminator

Lighting

LED light garlandsqty 8
LED construction lightsqty 6
Flashlightsqty 8

Decorations

Buntingqty 12
Airport postersqty 20
Info boardsqty 18
Program standsqty 8
Tableclothsqty 18
Badge holdersqty 100
Name badgesqty 100
Pensqty 40

Tableware

Reusable drinking cupsqty 300
Coffee cupsqty 120
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving spoonsqty 20
Serving plattersqty 24
Thermos flasksqty 12

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Ice packsqty 40
Food containersqty 20
Serving tongsqty 12

Cleaning

Waste binsqty 14
Litter pickersqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12
Paper towel dispensersqty 6
Sanitizer standsqty 8

Safety

Safety vestsqty 25
Traffic conesqty 40
Barrier tapeqty 10
First aid kitsqty 3
Hearing protectionqty 100
Flashlights with traffic coneqty 6

Catering

Groceries

Tips

Confirm flight demonstrations and permits before opening registration. Build the safety plan around the approved programme, including emergency exits, audience routes and restricted areas.
Set up parking and visitor flow before sending invitations. Decide where cars, coaches, queues and accessible parking go, then prepare signs, printed maps and route barriers.
Give registration a clear closing point, ideally 7–10 days before the event. Use the final numbers to collect dietary requirements, assign tours, prepare name badges and order catering.
Assign volunteers to specific time blocks and posts rather than simply listing names. Cover registration, parking, tours, emergency communication and information points, with walkie-talkies for team leads.
Run a full equipment check 1–2 days beforehand. Test the sound system, wireless microphones, screens, laptops, extension cords and power strips; also check refrigerated drinks, lighting and backup power banks.

Frequently asked questions

How early should I start planning an airport open day?: Start at least 8–12 weeks before the event. Confirm the date, flight demonstrations, permits and safety plan first, because these decisions affect registration, suppliers, routes and public information.
When should registration close for an airport open day?: Close registration about 7–10 days before the event. That gives you time to process attendance numbers, dietary requirements, badges, catering quantities, tour groups and parking information.
How many volunteers do I need for an airport open day?: Plan one volunteer for each active position at a time, then add at least 20% cover for breaks and unexpected absences. Allocate separate coverage for registration, parking, tours, information points and safety communication.
When should I check the weather for an airport open day?: Check the forecast 5–7 days before the event and again the day before. Use the final check to confirm tents, outdoor routes, lighting, clothing guidance and any changes needed for flight demonstrations.

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.