Carnival association open day checklist

A carnival association open day needs more than a welcome desk and a few activities. Set the date and program first, then secure the hall, check permits, invite visitors and assign volunteers to reception, the bar and activities. In the final week, confirm registrations and dietary requirements, check supplies and shelf life, chill drinks, prepare snacks and print the route and signage. On the day, allow time to inspect the entrance, arrange tables and chairs, test the microphone and speakers, and set up the activity areas before guests 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 the date and program
3 people
Reserve the venue and hall
Check permits and notifications
Design invitations
2 people
Send invitations
2 people
Announce the open day online
2 people
Process registrations
Collect dietary requirements
Assign volunteers for reception
2 people
Assign bar volunteers
2 people
Assign volunteers to activities
2 people
Arrange music and playlist
Work out the program and times
2 people
Prepare the tour
2 people
Choose carnival activities
3 people
Take inventory of supplies
2 people
Finalize the shopping list
2 people
Do the shopping
2 people
Check stock and shelf life
2 people
Chill drinks
2 people
Prepare snacks
3 people
Print the route and signage
Bring materials to the venue
3 people
Check the hall and entrance
2 people
Set up tables and chairs
4 people
Set up bar and serving station
3 people
Set up the coffee and tea station
2 people
Hang decorations
3 people
Build the photo wall
2 people
Set up activities
3 people
Set up information table
2 people
Set up signage
2 people
Test sound equipment
2 people
Prepare snacks and drinks
3 people
Brief volunteers
3 people

Event

Handle visitor reception
2 people
Provide information about the association
2 people
Guide tours
2 people
Lead carnival activities
3 people
Serve snacks
2 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Keep buffet and tables clean
2 people
Empty trash bins
Record registrations and contact details
See off the last visitors
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
3 people
Clean the bar and kitchen
3 people
Clear tables and chairs
4 people
Dismantle decorations and materials
3 people
Clean the hall and sanitary facilities
3 people
Dispose of waste
2 people
Return materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Information desksqty 3
Foldable tablesqty 8
Chairsqty 100
Bar stoolsqty 6
Party tentsqty 2
Coat racksqty 3

Tableware

Reusable drinking glassesqty 120
Reusable coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 8

Catering

Groceries

Decorations

Carnival flagsqty 20
Balloonsqty 200
Balloon pumpqty 2
Buntingqty 20
Confetti cannonsqty 12
Tableclothsqty 12
Photo backdrop
Photo propsqty 20
Decorative masksqty 20
Lighted garlandsqty 6

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Hot drink urnsqty 4
Deep fryersqty 2
Ice traysqty 4
Handheld megaphone

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Small bowlsqty 12
Pliersqty 8
Measuring cupsqty 2
Thermos flasksqty 4
Ice packsqty 20
Storage binsqty 12

Cleaning

Trash binsqty 6
Mop setsqty 2
Bucketsqty 3
Broom setsqty 2
Hand broomsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 4

Lighting

LED lampsqty 6
String lightsqty 6

Sports equipment

Ring toss game
Can toss set
Conesqty 20
Hoopsqty 6
Game cardsqty 4
Prize table
Small prizesqty 40

Information

Program boardsqty 4
Information leafletsqty 150
Registration formsqty 100
Pensqty 20
Name badgesqty 50
Directional signsqty 12

Safety

First aid kit
Non-slip matsqty 6
Cable coversqty 6
Flashlightsqty 4

Tips

Fix the program before sending invitations. Include the opening time, tour times and activity schedule so visitors know when to arrive and volunteers know where they need to be.
Check permits and notifications early, especially if the open day uses outdoor space, party tents, amplified music or confetti cannons. Keep confirmation details with the event documents rather than leaving this until setup day.
Assign separate volunteers for reception, the bar and activities. For a busy arrival period, schedule at least two people at the information desks so one can greet visitors while the other handles registrations and questions.
Use the final week to compare registrations with catering needs. Count reusable drinking glasses, coffee cups, plates and cutlery, then check groceries, drinks and shelf life before shopping.
Bring the route, signage, extension cords and power strips to the venue together with the equipment. Test the portable speakers, microphone, kettles and coffee machines after checking the hall and entrance, not just at home.

Frequently asked questions

How far in advance should I plan a carnival association open day?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Check permits and notifications in the same first week, then send invitations once the program and opening times are confirmed.
How many volunteers do we need for a carnival association open day?: Plan separate coverage for reception, the bar and each activity area. For a small open day, start with at least 6 volunteers: 2 at reception, 2 at the bar and 2 rotating between activities and practical tasks.
When should I send invitations for a carnival association open day?: Send invitations 3 to 4 weeks before the event and publish the announcement online at the same time. Close or review registrations about 7 days beforehand so you can confirm dietary requirements and volunteer coverage.
When should drinks and snacks be prepared?: Check stock and shelf life 3 to 5 days before the open day and do the final shopping then. Chill drinks the day before, while snacks should be prepared on the event day or no more than 24 hours in advance.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.