Castle open day checklist

A castle open day needs more than an attractive programme. Visitors need clear arrival information, manageable tour groups and a route that works for both guests and staff. Start by setting the date, opening reservations and checking access through every room. In the final week, confirm catering, drinks, equipment and weather arrangements. On the day itself, printed maps, name badges, access passes and a prepared reception point prevent small delays from affecting the tours.

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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
Plan guided tours
2 people
Open tour reservations
Send invitations
2 people
Publish open day online
Process registrations
Collect dietary requirements
Send visitor information
Divide the tour groups
2 people
Determine catering quantities
2 people
Check the shopping list
2 people
Order catering
Confirm the drink delivery
Determine route through the castle
2 people
Check rooms for accessibility
2 people
Screen off fragile items
2 people
Collect keys and access passes
Check the weather forecast
Do the shopping
3 people
Set aside dietary products
2 people
Store drinks refrigerated
2 people
Print the schedule and maps
2 people
Prepare name badges
2 people
Prepare cash register and change
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up catering tables
3 people
Put up tour signs
2 people
Hang up floor plans
2 people
Hang decorations
3 people
Test the lighting
2 people
Test sound system
2 people
Lay out tour materials
2 people
Prepare coffee and tea
3 people
Prepare snacks
4 people
Check toilets
Place waste stations
2 people
Briefing for reception team
3 people
Give the guide briefing
4 people

Event

Open entrance
2 people
Welcome visitors
4 people
Check off registrations
2 people
Distribute program
2 people
Guide tours
4 people
Guide the open viewing
3 people
Answer visitors' questions
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Check toilets periodically
Empty trash bins during the event
2 people
Check lighting level
Announce evening program
Supervise the final tour
2 people
Guide visitors to the exit
3 people
Close the entrance and cash register
2 people

Aftercare

Catering breakdown
3 people
Clear away furniture
4 people
Remove decorations
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the rooms
4 people
Thoroughly clean the toilets
2 people
Check materials
2 people
Return borrowed materials
2 people
Store leftover catering
2 people
Remove signs and posters
2 people

What to bring

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

Furniture

Tablesqty 14
Chairsqty 180
High tablesqty 8
Tableclothsqty 14
Coat racksqty 2
Clothes hangersqty 120
Bollardsqty 12

Tableware

Coffee cupsqty 180
Glassesqty 220
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving plattersqty 16
Serving spoonsqty 16

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Food containersqty 12

Equipment

Laptopsqty 2
Card machinesqty 2
Handheld microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Rechargeable flashlightsqty 6

Lighting

Atmosphere lightsqty 12
LED string lightsqty 8

Decorations

Welcome bannersqty 3
Buntingqty 10
Flower arrangementsqty 8
Table signsqty 20
Balloonsqty 100
Balloon pumpqty 2
Ropeqty 2
Tapeqty 6
Cable tiesqty 100

Information

Program bookletsqty 220
Floor plansqty 220
Tour signsqty 12
Name badgesqty 50
Badge holdersqty 50
Pensqty 30
Clipboardsqty 8
Directional signsqty 20
Notification formsqty 30
Visitor book
Wristbandsqty 220

Safety

First aid kitsqty 2
Flashlightsqty 6
High-visibility vestsqty 12
Non-slip matsqty 8

Cleaning

Waste binsqty 12
Trash can coversqty 20
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Microfiber clothsqty 20
Glovesqty 20
Hand soap dispensersqty 8

Catering

Groceries

Tips

Open tour reservations early enough to divide visitors into groups before the event. Send practical visitor information with arrival times, meeting points, accessibility details and any dietary information you need to collect.
Walk the full visitor route before setup, including entrances, stairs and narrow rooms. Check accessibility, protect fragile items and use bollards or staff guidance wherever guests could enter a restricted area.
Calculate catering by confirmed registrations rather than a rough headcount. Set aside dietary products separately, keep drinks refrigerated and confirm the delivery time before the final shopping run.
Prepare the reception point before visitors arrive: print the schedule and maps, organise name badges, and test the cash register, change and card machines. Keep laptops, microphones and speakers charged and place extension cords safely.
Check the weather forecast close to the event and adjust the entrance plan, coat storage and outdoor queue. Collect keys and access passes in advance, then set up tables, chairs and signs before the first tour group is due.

Frequently asked questions

How far in advance should I plan a castle open day?: Set the date and basic programme at least 8 to 12 weeks ahead. Open reservations early enough to monitor registrations, arrange tour groups and order catering from confirmed numbers.
How do I organise guided tours at a castle open day?: Set fixed start times and divide registrations into groups before the event. Leave at least 10 to 15 minutes between groups if rooms are small or the route includes narrow stairways.
When should I confirm catering for a castle open day?: Confirm quantities after the registration deadline, ideally 5 to 7 days before the event. Recheck dietary requirements and the drink delivery 24 to 48 hours before guests arrive.
What should I prepare the day before a castle open day?: Print schedules and maps, prepare name badges, check keys and access passes, and test the microphones, speakers and card machines. Store drinks refrigerated and set aside dietary products before opening.

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.