Archaeological excavation open day checklist

An excavation open day needs more than a tour schedule. Visitors must move safely around an active site, guides need clear talking points, and children need suitable activities and supervision. Use this checklist to work through permissions, registration, site protection, route signs, equipment, catering and the final weather check. Start planning at least six weeks ahead so you have time to confirm supervisors, prepare information boards and arrange safety equipment before invitations go out.

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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 the date and program
2 people
Check permits and notifications
2 people
Determine tour routes
2 people
Mark off audience areas
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Schedule supervisors
2 people
Brief guides
3 people
Prepare the volunteers briefing
2 people
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
2 people
Purchase fresh produce
2 people
Set up cold storage area
2 people
Prepare route signs
2 people
Check information boards
2 people
Make worksheets for children
2 people
Review the tour script
3 people
Check the weather forecast
Secure the excavation site
3 people
Remove loose materials
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Place crowd barriers
3 people
Hang route arrows
2 people
Set up information stands
3 people
Set up finds display
3 people
Set up children’s activities
2 people
Test sound equipment
2 people
Set up lighting
3 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up registration desk
2 people
Hold a volunteer briefing
8 people
Check toilets
2 people
Conduct a safety check
2 people

Event

Welcome visitors
3 people
Check off registrations
2 people
Explain the program
Provide guided tours
4 people
Demonstrate excavation work
3 people
Explain the finds
2 people
Supervise children's activities
3 people
Answer visitors' questions
2 people
Staff the photo booth
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
Adjust lighting
2 people
Host evening lecture
2 people
Check the sound level
Give the final tour
3 people
Wave goodbye to visitors
3 people

Aftercare

Store finds safely
3 people
Switch off equipment
2 people
Clean up catering
3 people
Wipe down tables and chairs
3 people
Collect waste
4 people
Clean the grounds
4 people
Take down party tents
4 people
Remove public barriers
3 people
Remove route signs
2 people
Wash dishes
3 people
Empty the coolers
2 people
Inventory materials
2 people
Dry and clean materials
3 people
Return borrowed materials
2 people
Store leftover catering
2 people
Process visitor data
Register lost and found items
Archive photos and files

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Folding chairsqty 80
Registration desk
High tablesqty 4
Tableclothsqty 10
Waste binsqty 8

Equipment

Portable speakerqty 2
Wireless microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Lighting

LED lampsqty 8
Work lightsqty 4
String lightsqty 4

Safety

Barrier fencingqty 12
Barrier tapeqty 6
Traffic conesqty 12
First aid kitsqty 2
Safety vestsqty 12
Work glovesqty 20
Safety gogglesqty 12
Children's helmetsqty 20

Archaeology

Trowelsqty 20
Archaeological brushesqty 25
Hand broomsqty 12
Scoopsqty 10
Bucketsqty 20
Bottom sievesqty 6
Finds containersqty 40
Measuring tapesqty 6
Measuring tapesqty 6
Finds labelsqty 200
Pencil setsqty 12
Notepadsqty 20
Camerasqty 2
Tripodqty 2
Finds binsqty 12

Presentation

Info boardsqty 12
Route signsqty 16
Directional signsqty 12
Presentation displaysqty 6
Flip chartsqty 3
Markersqty 24
Clipboardsqty 12
Worksheetsqty 120

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Drinking glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Kettlesqty 2
Soup kettlesqty 2
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 6
Food containersqty 12

Decorations

Buntingqty 8
Welcome sign
Name badgesqty 20
Table décorqty 10

Cleaning

Hand soap dispensersqty 4
Towel dispensersqty 4
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Cleaning clothsqty 30

Catering

Groceries

Tips

Set the visitor route before you write invitations. Mark audience areas, protect the excavation with barrier fencing or tape, and check that every route has clear signs and a safe alternative if conditions change.
Plan supervision by activity, not just by visitor total. Assign named supervisors to the registration desk, each tour group and the children’s activity area, then brief guides and volunteers before the day.
Prepare the site and visitor equipment the day before. Remove loose materials, test the portable speaker and microphone, charge power banks, and place work lights or LED lamps where visitors may need extra visibility.
Keep finds and tools separate from general event equipment. Count trowels, brushes, scoops, buckets, sieves and finds containers before opening, and provide gloves, goggles and children’s helmets where the activity requires them.
Finish catering quantities after registration closes, then check dietary requirements before shopping. Set up cold storage before fresh produce arrives and keep a written backup plan for rain, including the party tent and indoor briefing space.

Frequently asked questions

How early should I start planning an archaeological excavation open day?: Start at least six weeks before the event. Confirm the date and programme first, then allow time for permits or notifications, route planning, invitations, registrations, volunteer scheduling and equipment checks.
How many supervisors do I need for an excavation open day?: Assign at least one named supervisor to every active visitor area, in addition to the registration desk and tour leaders. Final numbers depend on your site layout and attendance, so complete the route and registration process before fixing the rota.
When should I check the excavation site and weather forecast?: Do a full site safety check the day before, including loose materials, barriers, signs and access routes. Check the weather forecast again on the morning of the open day so you can adjust tents, lighting, tours or activities in time.
When should I close registration and buy catering supplies?: Close registration early enough to calculate quantities and review dietary requirements, preferably several days before the event. Buy fresh produce as close to the event as practical, then move it into cold storage immediately.

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