Allotment association open day checklist

Use this checklist to plan an allotment association open day in a clear order, from registrations and volunteer cover to the final site check. It helps you coordinate guided tours, activities, refreshments, signage and seating without leaving setup until the last minute. Build in time for checking garden paths, preparing the reception table and chilling drinks before visitors arrive. The full plan covers 48 tasks and 44 items, so the day can run from one shared schedule rather than separate volunteer arrangements.

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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

Send invitations
2 people
Open registrations
Distribute posters
3 people
Reserve materials
Process registrations
2 people
Collect dietary requirements
Create the program and floor plan
2 people
Plan guided tours
2 people
Assign volunteers
2 people
Design signage
Print brochures and name badges
2 people
Buy stock of shelf-stable products
2 people
Prepare decorations
3 people
Set up activities
2 people
Buy fresh groceries
3 people
Prepare snacks
4 people
Chill drinks
2 people
Prepare the coffee and tea station
2 people
Check garden paths
3 people
Clean the grounds
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the reception table
2 people
Set up the buffet and drinks table
4 people
Hang decorations
3 people
Set up signage
2 people
Test sound system
2 people
Set up activity stations
3 people
Brief guides
2 people
Hold a volunteer briefing
3 people

Event

Handle visitor reception
3 people
Guide tours
4 people
Guiding garden activities
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Wash dishes
2 people
Turn on evening lighting
Wave goodbye to visitors
2 people

Aftercare

Clear away food and drinks
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the grounds and paths
4 people
Sort and remove waste
2 people
Clean dishes and materials
3 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Beer tablesqty 4
Waste binsqty 8

Tableware

Reusable platesqty 120
Reusable cupsqty 160
Coffee mugsqty 80
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Megaphone

Decorations

Bannersqty 3
Pennant stringsqty 8
Tableclothsqty 10
Name badgesqty 100
Chalkboardsqty 6

Activities

Children's wheelbarrowsqty 2
Garden glovesqty 20
Plant potsqty 100
Hand scoopsqty 20

Lighting

LED light stringsqty 6
LED lampsqty 4

Cleaning

Broomsqty 4
Litter pickersqty 2
Bucketsqty 4
Cleaning clothsqty 20

Safety

First aid kit

Reception

Registration formsqty 120
Information leafletsqty 150
Pensqty 20
Route arrowsqty 20

Catering

Groceries

Tips

Close registrations early enough to process names, group numbers and dietary requirements before you print brochures and name badges. A final check 3–5 days before the open day gives you time to correct the programme and floor plan.
Plan guided tours in fixed time slots and assign a volunteer to each group. Allow at least 15 minutes between tours if paths are narrow or visitors may stop to ask questions.
Set up the reception table before the buffet and drinks table. Keep name badges, brochures and the programme together so the first volunteer can welcome visitors without searching through boxes.
Check power and cable routes before placing coffee machines, kettles and portable speakers. Use extension cords and power strips only where they cannot cross walking routes or create a trip hazard.
Prepare shelf-stable supplies several days ahead, but leave fresh groceries, snacks and chilled drinks for the final day. Count reusable plates, cups, mugs and cutlery after setup so you can identify shortages before visitors arrive.

Frequently asked questions

How far in advance should we plan an allotment association open day?: Start registrations and volunteer planning at least 4 weeks before the open day. Finalise the programme, floor plan and dietary requirements 3–5 days beforehand, then reserve the last day for food and site preparation.
How many volunteers do we need for an allotment open day?: Assign at least one volunteer to reception, one to each guided tour group and one person to oversee refreshments and activities. Add cover for breaks, so a small event usually needs a minimum of 5–6 people on site at the same time.
When should we set up the tents, tables and chairs?: Build party tents and place tables and chairs on the day before when the weather and site access allow it. Complete the reception, buffet, signs and activity areas at least 2 hours before visitors arrive.
When should we prepare food and drinks for the open day?: Buy shelf-stable products several days ahead and purchase fresh groceries 1 day before the event. Prepare snacks and chill drinks on the final day, with coffee and tea equipment ready at least 30 minutes before opening.

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.