How to organise an airport open day

An airport open day needs a tighter plan than an ordinary public event because visitors, vehicles, aircraft and demonstrations share the site. Start by fixing the date and programme, then confirm flight demonstrations, permits and the safety plan before sending invitations. Build the visitor journey around parking, registration, tours, viewing areas and emergency exits. The final weeks are about suppliers, signage, volunteers, catering and weather checks—not last-minute decisions about access or safety.

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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

1
Set the date and program
2 people
2
Confirm flight demonstrations
2 people
3
Check permits
2 people
4
Prepare safety plan
3 people
5
Map out emergency exits
2 people
6
Set up audience routes
3 people
7
Determine parking layout
2 people
8
Send invitations
2 people
9
Open the registration form
10
Send press invitations
2 people
11
Confirm suppliers
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Prepare parking signs
2 people
15
Print maps
2 people
16
Make name badges
2 people
17
Assign volunteers
2 people
18
Assign tours
2 people
19
Order catering
2 people
20
Reserve materials
2 people
21
Create signage
3 people
22
Collect presentations
2 people
23
Check the weather forecast
24
Do the shopping
3 people
25
Store drinks refrigerated
2 people
26
Bring materials to the venue
4 people
27
Inspect the grounds
3 people
28
Give the safety briefing
4 people
29
Set up the parking area
5 people
30
Build party tents
6 people
31
Set up tables and chairs
5 people
32
Set up crowd barriers
5 people
33
Set up signage
4 people
34
Set up registration desk
3 people
35
Set up information stands
6 people
36
Fence off the exhibition
4 people
37
Connect sound equipment
3 people
38
Connect lighting
3 people
39
Set up the catering buffet
5 people
40
Prepare coffee and tea
2 people
41
Lay out tour materials
2 people
42
Check toilets
2 people
43
Place waste stations
2 people

Event

44
Staff the registration desk
3 people
45
Welcome visitors
4 people
46
Distribute program
2 people
47
Arrange parking assistance
5 people
48
Guide tours
4 people
49
Announce the flight program
2 people
50
Monitor audience areas
6 people
51
Staff info booths
8 people
52
Serve coffee and tea
3 people
53
Serve snacks
4 people
54
Refill drinks
3 people
55
Empty trash bins
2 people
56
Check toilets periodically
2 people
57
Turn on lighting
2 people
58
Support the evening program
3 people
59
Inform last visitors
3 people
60
Safely escort the audience out
5 people

Aftercare

61
Close catering
3 people
62
Collect materials
5 people
63
Dismantle tables and chairs
5 people
64
Dismantle party tents
6 people
65
Remove signage
4 people
66
Remove crowd barriers
5 people
67
Collect waste
4 people
68
Clean the venue
4 people
69
Clean tableware and equipment
3 people
70
Collect lost and found items
2 people
71
Return rental items
3 people
72
Store leftover catering
2 people
73
Take waste to the collection point
2 people
74
Answer visitor questions
75
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

Set the programme before opening registration. Confirm flight demonstrations, tour times and presentation slots first, then use those times in invitations and the registration form so visitors know what they are booking.
Draw the site map around movement, not decoration. Mark parking, audience routes, emergency exits, tour areas and restricted zones; print the maps and prepare signs early enough to correct confusing routes.
Give safety and communications their own check. Test the portable sound system, wireless microphones and walkie-talkies, and make sure volunteers know who handles an incident and where visitors should go.
Assign volunteers to fixed jobs and time blocks. Cover registration, parking, tours and audience guidance separately, and prepare name badges so visitors can identify the team quickly.
Treat weather and catering as deadlines. Check the forecast before the event, keep drinks refrigerated, and confirm tents, tables, seating and catering quantities several days before opening day rather than on the morning itself.

Frequently asked questions

How far in advance should I plan an airport open day?: Start at least 12 weeks before the event, especially if flight demonstrations, permits and multiple suppliers are involved. Open registration only after the programme and safety arrangements are sufficiently confirmed.
What should be confirmed before inviting visitors?: Confirm the date, programme, flight demonstrations, permits, emergency exits, audience routes and parking layout first. Send invitations once visitors can receive reliable information about timings, access and registration.
How many volunteers do I need for an airport open day?: Use at least one volunteer for each active function at a time: registration, parking, tours and audience guidance. Add cover for breaks and busy arrival periods, and publish assignments in time for a briefing before opening.
When should I prepare airport open day signage and maps?: Create the route plan and first sign set at least 2 weeks beforehand. Print maps, parking signs, programme stands and information boards after a site walk-through, then keep a small reserve of blank paper and pens for changes.

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.