Beekeeping Open Day Checklist

A beekeeping open day needs more than a demonstration schedule. Visitors must be kept separate from the hives, guided safely around the site, and given clear information about what they will see. This checklist helps you work through permits, insurance, toilets, volunteers, refreshments, product sales and weather planning in the right order. Start with the site layout and safety arrangements before publishing the programme or accepting registrations.

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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
Set opening and closing times
Check permits and notifications
Check insurance and liability
Make toilet facility reservations
Create site map
2 people
Determine a safe visitor route
2 people
Separate the beehive and the visitor area
2 people
Plan beekeeping demonstrations
2 people
Schedule guided tours
2 people
Choose activities for children
2 people
Determine the product range
2 people
Check honey stock
Check product labels
Send invitations
2 people
Publish open day online
Inform neighborhood and associations
2 people
Process registrations
Collect dietary requirements
Recruit volunteers
2 people
Create the volunteer schedule
2 people
Create volunteer instructions
2 people
Create a safety instruction for beekeepers
2 people
Monitor the weather forecast
Confirm the program with visitors
Check the shopping list
2 people
Purchase honey and products
2 people
Buying fresh catering
2 people
Chill drinks
2 people
Collect materials
3 people
Set out honey products
2 people
Mow and inspect the grounds
2 people
Mark the parking and bike zone
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Mark off the visitor route
2 people
Place information signs
2 people
Set up sales booth
2 people
Set up a tasting area
2 people
Set up kids' corner
2 people
Set up the coffee and tea station
2 people
Test sound system
Set out bee suits and demo materials
2 people
Prepare snacks
3 people
Check toilets
Place waste stations
2 people
Welcome volunteers
2 people
Give the safety briefing
2 people

Event

Staff the entrance
2 people
Welcome visitors
2 people
Explain the program
Guide tours
3 people
Demonstrate bee life
2 people
Lend bee suits
2 people
Guide children
2 people
Offer honey for tasting
2 people
Serve snacks
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Staff the sales booth
2 people
Replenish sales stock
Empty trash bins
2 people
Check toilets periodically
Answer visitor questions
2 people
Announce the final tour
Guide visitors to the exit
2 people
Close sales and cash register
2 people
Close the bee yard again
2 people

Aftercare

Collect tableware
3 people
Store leftovers safely
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations
2 people
Sort and remove waste
3 people
Wash dishes
3 people
Clean coffee station
2 people
Clean the restrooms
2 people
Leave the site clean
3 people
Return materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Folding chairsqty 70
Bar stoolsqty 6
Market tablesqty 3
Tablecloth setsqty 8
Clothes racksqty 2

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 5
Power stripsqty 5
Portable sound system
Microphoneqty 2
Cash register
Payment terminal
Handheld megaphone

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 8
Serving spoonsqty 8
Thermos flasksqty 5
Measuring cupsqty 3
Ice packsqty 12

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Bowlsqty 30
Cutlery setsqty 100
Teaspoonsqty 50
Serving tongsqty 8

Decorations

Honeycomb decorationqty 12
Buntingqty 6
Flower arrangementsqty 6
Chalkboardsqty 8
Table numbersqty 8
Price holdersqty 20
Wayfinding signsqty 10

Lighting

String lightsqty 6
LED lampsqty 10

Safety

Bee suitsqty 8
Beekeeper hatsqty 10
Protective glovesqty 12
Crowd control barriersqty 12
Rolls of barrier tapeqty 4
First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 4

Cleaning

Bucketsqty 4
Cleaning cartsqty 2
Broom setsqty 3
Mopsqty 4
Hand broomsqty 4
Trash binsqty 8

Catering

Groceries

Tips

Draw the visitor route before placing tables, tents or chairs. Keep the hive area physically separate from visitors and mark where guided tours stop, especially if several groups may be on site at once.
Set the programme around fixed time slots rather than promising continuous demonstrations. Allow at least 15 minutes between guided tours for returning one group, checking protective equipment and preparing the next.
Confirm practical capacity before sending invitations. Check the number of toilets, volunteer positions, parking or arrival arrangements, and the maximum group size your route can safely handle.
Give every volunteer a short written briefing before opening. Include the visitor route, who leads each tour, where first aid and toilets are, what to do if the weather changes, and who handles questions about stings or allergies.
Check stock, labels and payment equipment at least one week before the open day. Honey and other products may sell quickly, so count available stock, test the cash register and payment terminal, and prepare a clear serving and packing area.

Frequently asked questions

How far in advance should I plan a beekeeping open day?: Start the main planning at least 8 to 12 weeks ahead. Use that time to check permits and insurance, reserve toilet facilities, recruit volunteers, publish the programme and process registrations. Reconfirm the programme and weather plan during the final 7 days.
How do I keep visitors safe around beehives at an open day?: Create a clearly marked route and keep the hive area separate from the visitor area. Set a fixed maximum group size, use trained beekeepers for demonstrations, brief all volunteers before opening and stop outdoor activities if conditions become unsafe.
How many volunteers are needed for a beekeeping open day?: Plan at least one person for arrivals and registration, one person for refreshments or sales, one guide per visitor group, and one beekeeper for each demonstration. Add a reserve volunteer for breaks and unexpected tasks, particularly during busy opening hours.
When should I check the weather for a beekeeping open day?: Check the forecast daily during the final week and make a firm decision 24 to 48 hours before opening. Prepare an indoor or covered alternative for talks and refreshments, but do not rely on it unless the route, hive separation and visitor capacity have also been checked.

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