Ambulance station open day checklist

Use this checklist to organise an ambulance station open day in a clear order, from setting opening hours and managing registrations to preparing tours and demonstrations. It covers the details that are easy to overlook, including dietary requirements, visitor lists, route marking, radio charging, signage, toilets and refreshments. Plan the public-facing programme early, then leave enough time on the day to check the ambulance, demonstration materials, power supply and catering before visitors arrive.

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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

Set date and opening hours
2 people
Design invitations
Send invitations
2 people
Publish event online
Process registrations
2 people
Collect dietary requirements
Update visitor list
Put program on information board
Arrange waste collection booking
Confirm material reservations
Plan the grocery delivery
Mark out the tour route
2 people
Draw up a demonstration schedule
2 people
Check demonstration materials
2 people
Prepare the ambulance for the demonstration
3 people
Charge walkie-talkies
Prepare name badges
2 people
Print signage
Check groceries
2 people
Do the shopping
2 people
Collect fresh produce
Chill drinks
2 people
Prepare snacks
3 people
Pack diet products separately
2 people
Check venue and toilets
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception desk
2 people
Set up the catering buffet
3 people
Set up the coffee and tea station
2 people
Set up tour guide stations
4 people
Cordon off the demonstration area
3 people
Hang up signage
2 people
Hang decorations
2 people
Check the sound level
Set out plates and cutlery
2 people
Arrange snacks on platters
3 people
Prepare registration materials
2 people
Brief volunteers
3 people
Prepare for opening
2 people

Event

Welcome visitors
3 people
Check off registrations
2 people
Explain the program
2 people
Give the opening speech
Guide tours
4 people
Give an ambulance briefing
3 people
Demonstrate ambulance equipment
3 people
Demonstrate CPR
2 people
Guide children during the demonstration
3 people
Answer visitors' questions
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Empty trash bins
2 people
Check toilets periodically
Guide photo moments
Supervise the final tour
3 people
Wave goodbye to visitors
2 people

Aftercare

Clear away food and drinks
3 people
Collect tableware
3 people
Clear tables and chairs
4 people
Clear the ambulance area
3 people
Remove decorations
2 people
Take down party tents
4 people
Bring waste to the collection point
2 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the restrooms
2 people
Clean the floors
2 people
Return materials
2 people
Return borrowed equipment
2 people
Store leftover stock
2 people
Dispose of waste materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Reception desk
High tablesqty 4
Coat racksqty 2
Waste binsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 150
Platesqty 150
Forksqty 150
Knivesqty 80
Spoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Coffee machinesqty 2
Hot water dispensersqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 6
Speakersqty 2
Microphone
Laptop
Printer
Projector
Projection screen
Power banksqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Mixing bowlsqty 4
Measuring cupsqty 2
Storage binsqty 12
Serving tongsqty 8
Thermos flasksqty 6
Water jugsqty 6

Decorations

Buntingqty 6
Balloon archesqty 2
Tableclothsqty 12
Flower arrangementsqty 6
Photo backdrop

Lighting

LED light stringsqty 6
Outdoor lightsqty 4
Flashlightsqty 4

Safety

Barrier tapeqty 4
Bollardsqty 12
Non-slip matsqty 6
Cable matsqty 8
First aid kitsqty 2
Fire extinguishersqty 2

Information

Information boardsqty 8
Program standsqty 3
Name card holdersqty 30
Pensqty 30

Cleaning

Mop setsqty 2
Bucketsqty 4
Broom setsqty 2
Hand broomsqty 4
Cleaning glovesqty 12
Towel rollsqty 8

Catering

Groceries

Tips

Set the date, opening hours and registration process before promoting the event. Close or review registrations several days before the open day so the visitor list and dietary requirements are usable by the team.
Give the tour route a practical test before opening. Mark entrances, waiting points and restricted areas, and make sure the route still works for groups moving between the ambulance, demonstrations and toilets.
Build a timed demonstration schedule with gaps between sessions. Check every demonstration item in advance, prepare the ambulance, and charge the walkie-talkies before staff briefing rather than during visitor arrival.
Prepare signs and the information board at least one day ahead. Include the programme, registration point, toilets, route direction and any areas visitors must not enter, then print spare copies for weather or handling damage.
Treat refreshments as a separate workstream: arrange grocery delivery or shopping early, chill drinks in advance, keep dietary products separately packed, and check cups, plates, serving utensils, coffee equipment and waste bins before opening.

Frequently asked questions

How far in advance should I plan an ambulance station open day?: Set the date, opening hours and public programme at least 6 to 8 weeks ahead. Send invitations and publish the event early enough to process registrations, then confirm the final visitor list and dietary requirements several days before the event.
How many staff do I need for an ambulance station open day?: Use separate cover for reception, guided tours, demonstrations, refreshments and general safety. For a small open day, plan on at least 5 to 8 people at busy times, with extra support if groups overlap.
What should I check before visitors arrive?: Allow 60 to 90 minutes for the final walk-through. Check the venue and toilets, signage, tour route, ambulance, demonstration materials, charged walkie-talkies, power connections, refreshments, waste bins and the information board.
How much food and drink should I prepare?: For a two-hour open day, allow roughly 2 to 3 drinks per visitor, with extra water and hot drinks for volunteers. Prepare around 2 snack portions per person and keep a separate, clearly labelled supply for registered dietary requirements.

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