Life Flight

Your arrival time depends on whether you’ll have a vehicle accessing the event space. We’ll contact you via email a couple of weeks before the event to confirm your specific access time. However, please note there is a mandatory safety briefing at 9.15am.

There will be a mandatory safety briefing in Hangar 3 at 9.15am. Please aim to have all displays ready by then, as the doors will open to the public shortly after, at 10 am.

We will post a map online the day before the event, and staff (in high vis) will be onsite to direct you. Please stick to your allocated area.

Half of the event space is held outside on our tarmac with barriers to ensure safety from the airport’s operational zone. Because of this, you must be escorted via an aviation security vehicle to access the event space.

Please arrive at your allotted time and follow the directions of Life Flight staff (in high vis) and Aviation Security, who will meet you at the entry gates (more details to come in final email communications).

A large retail park with ample parking is directly beside the Life Flight Airbase – this is best for those arriving for setup. We’ll send you a sign to place on your dashboard, as local parking wardens have been informed to waive time-limited car parks for those with the sign displayed.

Doors close to the public at 2.30pm sharp, we must return the tarmac to fully operational ASAP post event to comply with Civil Aviation Authority restrictions.

You can start to pack down straight away, this also helps indicate to stragglers that the event is over and it’s time to leave.

If your vehicle is less than 3 metres high: When indicated by a Life Flight Crew member that it is safe to do so, leave via Hanger 2 (through the food court).

If your vehicle is more than 3 metres high: Please line up at the same place used for entry and AVSEC (Aviation Security) and a Life Flight crew member will indicate when it is ok to leave.

If you have a food truck or other vehicle within the event zone, remember to only move at walking pace through the event zone.

The Life Flight Open Day will go ahead unless there is a major weather event we do not have a postponement date. If the weather is unfavourable, most displays will be moved undercover, inside the three large hangars.

Keep an eye on our Facebook page. Should there be the need to cancel the event at the last minute, this will be your best way of keeping informed.

Please ensure you wear appropriate outdoor clothing, sunhat, sunscreen, and since this is Wellington, bring a rain jacket and warm clothes.

Please provide details of what you’ll bring, including vehicles and giveaways, in the vendor form.

Since we’re on an active tarmac at an International airport, certain hazards must be considered, and we need to meet criteria from the Civil Aviation Authority.

Prohibited items include stickers, balloons, and anything that could easily fly onto the tarmac. For further questions, please email events@lifeflight.org.nz.

We can provide 8-foot trestle tables; please indicate in the vendor form if you require one (or more).

You can bring signage/flags and giveaways, but please ensure you put this in the vendor form so we know what you will be bringing.

You should also bring some lunch, snacks and a water bottle. You will be entitled to 2 free sausages from the Mitre 10 BBQ. Please note it can get very busy, so it’s always good to have something to keep you going.

If you require power for your activity during the event, please clearly indicate this on the Vendor Information Request form. It’s very important we know this up front as space and access to power is very limited.

If you do have a generator let us know – note, we may still be able to offer plug–in power depending on demand. 

If you’re a food truck, you must manage your own waste and dispose of offsite.

As part of our approved waste management plan with Wellington City Council vendors must do their best to supply food in recyclable materials.

There will be recycling and waste bins available throughout the event for the public to utilise.

We will have volunteers clearing tables and keeping the event space as clean as possible. If you see something that needs cleaning up please help where you can or let a volunteer or staff member in Life Flight Hi-Vis know.

A marquee is great for brand awareness and gives some extra shade if your display is outside on the tarmac.

Please indicate on the vendor form if you are bringing a marquee and include the size.

Make sure you’re aware of your marquee’s wind tolerance and bring suitable weights/sandbags to ensure it’s secure. If it is too windy on the day to put your marquee up the Event Coordinator will let you know.

Please bring some lunch, snacks and a water bottle. You will be entitled to 2 free sausages from the Mitre 10 BBQ; however, please note it can get very busy, so it’s always good to have something to keep you going. There will also be a range of delicious food vendors available to purchase from.

We do not have a specific area for vendor breaks as our crew will still be on call during the event, so we need to avoid their spaces (which will be sign posted).

However, the main boardroom opposite reception is allocated as a “Quiet Zone”. It will also be available to the public for those that require it.

A toilet trailer will be available that will be utilised for the public and vendors/exhibitors. The crew toilets aren’t available to the public or vendors as the crew require them and space from the public for mandatory rest breaks between missions.

Absolutely! Feel free to promote it on your social media channels, and please tag us so we can also spread the word:

• Instagram @lifeflightnz
• Facebook @LifeFlightTrust

We’ll also run a campaign on our Facebook and Instagram pages – feel free to share.

No, there is no fee for vendors to attend the event.

However, Open Day involves costs for us due to its size and scale. It serves as a significant fundraising event, and we kindly request that if your activities or sales generate revenue, you consider donating a portion of the earnings to support our fundraising efforts. We suggest a contribution of 10-20% of your takings.

You can drop off any donations at the reception staff at the end of the event or get in touch with our Event Manager for further discussions.

If you do choose to donate, we can provide signs for you to display, informing guests that a percentage of sales will be donated to Life Flight or that 100% of profits will go to supporting Life Flight.