Care Farm Open Day checklist

A care farm open day needs more than a tidy site and a welcome table. Visitors must be registered, dietary requirements recorded, animal areas checked and walking routes made safe before anyone arrives. This checklist puts the work in a useful order, from invitations and registrations to setting up tents, refreshments and the registration desk. Allow extra time for safety checks, power supplies and signs: these are easy to leave until the last hour.

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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 the registration form
Process registrations
Collect dietary requirements
Print the visitor list
Prepare route signs
2 people
Check animal enclosures
2 people
Clean animal enclosures
3 people
Prepare animal feed
2 people
Check the walking route
2 people
Mark Off Hazardous Areas
2 people
Check power outlets
2 people
Do the shopping
2 people
Stock the refrigerators
2 people
Set up tables
3 people
Set up chairs
3 people
Build party tents
4 people
Set up info booth
2 people
Hang decorations
2 people
Set up the buffet
3 people
Prepare snacks
4 people
Chill drinks
2 people
Set up coffee station
2 people
Check toilets

Event

Staff the registration desk
2 people
Welcome visitors
2 people
Guide tours
3 people
Supervise animal activities
3 people
Serve the buffet
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Empty trash bins
2 people
Clean the toilets in between
Wave goodbye to visitors
2 people

Aftercare

Clear buffet
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the grounds
3 people
Bring the animals back
2 people
Store chilled products
2 people
Dispose of waste
2 people
Store materials clean and dry
2 people
Return borrowed 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
High tablesqty 4
Waste binsqty 8

Tableware

Reusable platesqty 80
Reusable bowlsqty 40
Reusable cupsqty 120
Coffee cupsqty 60
Cutlery setsqty 80
Serving plattersqty 12
Pouring jugsqty 8

Catering

Groceries

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 4
Bluetooth speakersqty 2
Microphone
Portable battery packqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bread knivesqty 3
Measuring cupsqty 3
Serving tongsqty 8
Storage binsqty 12
Coolers with ice packsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 12
Flower arrangementsqty 8
Information boardsqty 12
Name badgesqty 80

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 4
Litter pickersqty 2

Animal care

Feed bowlsqty 8
Hand brushesqty 6
Fence panelsqty 12
Wheelbarrowsqty 2

Safety

First aid kitsqty 2
Barrier tapeqty 4
Work glovesqty 12
Flashlightsqty 4

Information

Route mapsqty 100
Pensqty 20
Clipboardsqty 6
Tapeqty 6
Waterproof markersqty 12

Tips

Close registrations early enough to print the visitor list and review dietary requirements before the event day. A 24-hour buffer gives you time to clarify missing information and prepare suitable food.
Walk the visitor route before setting up tables and signs. Mark hazardous areas clearly and check gates, animal enclosures and uneven sections at least once on the day before opening.
Set up the coffee station, buffet and chilled drinks separately from the registration desk. This keeps arrivals moving and prevents queues forming around the entrance.
Test every power outlet before connecting coffee machines, kettles, speakers or a microphone. Keep extension cords and power strips away from walking routes, and have a portable battery pack ready for essential equipment.
Prepare the site in zones: registration, information, refreshments, seating and waste. Put reusable plates, bowls, cups and cutlery where staff can replenish them without crossing the visitor flow.

Frequently asked questions

How far in advance should I send invitations for a care farm open day?: Send invitations at least 3 to 4 weeks before the open day. Close the registration form 2 to 3 days before the event so you can process registrations, confirm dietary requirements and print the visitor list.
When should I check the animal enclosures before an open day?: Do a full check and clean 1 day before the event, then repeat a quick safety check on the morning itself. Prepare animal feed in advance, but keep it stored securely until it is needed.
How much time do I need to set up a care farm open day?: Allow at least 3 hours for the main setup, including tents, tables, chairs, the buffet, signs and the information booth. Add another 30 to 45 minutes for power checks, route checks and a final toilet inspection.
How many staff are needed at the registration desk?: Plan for at least 2 people during the busiest arrival period. One person can check names and registrations while the other answers questions, handles late changes and directs visitors to the route or information booth.

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.