What you need for an airport open day

An airport open day needs more than displays and flight demonstrations. Visitors need clear routes, shade, seating, information points and reliable announcements, while volunteers need radios, badges and charged devices. Plan separate supplies for the public area, catering points, tours and emergency access. This checklist helps you buy or bring the practical equipment that is easy to overlook, including power distribution, weather protection, lighting and refrigerated storage for drinks.

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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
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Chocolate milk - 6 liters
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 30 bottles
- Cola Zero - 30 bottles
- Orange soda - 20 bottles
- Ice tea - 20 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Ice cubes - 20 kilo
- Mini water - 120 bottles
- Mini croissants - 240 pieces
- Mini chocolate croissants - 120 pieces
- White rolls - 120 pieces
- Brown petit pains - 120 pieces
- Multigrain rolls - 80 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Smoked chicken breast - 2 kilo
- Ham - 2 kilos
- Hummus - 12 tubs
- Cream cheese - 12 tubs
- Peanut butter - 4 jars
- Strawberry jam - 4 jars
- Cucumbers - 20 pieces
- Tomatoes - 5 kilos
- Lettuce - 10 heads
- Bell peppers - 30 pieces
- Apples - 15 kilo
- Bananas - 10 kilo
- Grapes - 8 kilos
- Melons - 6 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salt sticks - 8 bags
- Snack mix - 8 bags
- Mini spring rolls - 10 boxes
- Vegetable balls - 8 boxes
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 jars
- Sweet and sour sauce - 3 bottles
- Garlic sauce - 3 bottles
- Vegan spread - 2 kilos
- Gluten-free rolls - 20 pieces
- Lactose-free milk - 4 liters
- Vegan cookies - 6 packs
- Butter cookies - 8 packs
- Muffins - 120 pieces
- Brownies - 100 pieces
- Napkins - 1000 pieces
- Paper plates - 250 pieces
- Wooden stirrers - 500 pieces
- Teaspoons - 250 pieces
- Coffee filters - 250 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Food containers - 40 pieces
- Freezer bags - 4 boxes
- Garbage bags - 120 pieces
- Pedal bin liners - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer gel - 8 bottles
- All-purpose cleaner - 6 bottles
- Dish soap - 4 bottles
- Rinse aid - 2 bottles
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
- Rubber gloves - 12 pairs
- Bandages - 4 boxes
- Disposable gloves - 6 boxes

Tips

Provide one clearly marked information point with maps, program stands, airport posters and info boards. Prepare enough printed maps for every registered visitor, plus an extra 10–15% for walk-ins and replacements.
For outdoor visitor areas, use party tents over registration, catering and presentation points. Add folding chairs and tables where visitors wait for tours, and keep at least one route clear for emergency access.
Use wireless microphones with a portable sound system for demonstrations and announcements. Test the microphones before visitors arrive, and keep laptops, presentation screens and power banks charged as a backup.
Bring bollards and rope barriers to separate public routes from operational areas. Add extension cords, power strips and construction lights where equipment is outdoors; tape or cover cables so they do not cross walking paths.
Keep drinks in coolers or refrigerated storage and set up coffee machines and kettles near the catering area. Count cups, serving supplies and water for the full opening period, then add roughly 10% for late arrivals and volunteers.

Frequently asked questions

What do I need for an airport open day?: You need visitor furniture, tents, route barriers, signage, presentation equipment, radios, lighting, catering equipment and power supplies. For a medium-sized event, plan seating and printed information for all registered visitors plus 10–15% extra.
How many tables and chairs do I need for an airport open day?: Start with one registration or information table per active entrance, then add tables for catering, presentations and volunteer check-in. Provide one chair per seated visitor you expect at tours or presentations, with 10% spare if space allows.
What equipment is easy to forget at an airport open day?: Power banks, extension cords, power strips, spare batteries, flashlights and walkie-talkies are commonly missed. Check these at least 48 hours before opening and test every powered device at its planned location.
How much extra catering should I buy for an airport open day?: Order for every confirmed attendee, volunteer and supplier, then add about 10% for walk-ins and replacements. Store drinks chilled before opening and keep a separate reserve for staff working away from the main catering point.

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