Cemetery open day checklist

A cemetery open day needs more than guided tours and a welcome table. You need to coordinate opening hours, speakers, routes, permissions, volunteer shifts, visitor registration, and clear rules around photography and sensitive graves. Start with the programme and access checks, then confirm people and materials before announcing the event. Use the checklist below to keep practical details—such as wheelchair routes, information boards, refreshments, lighting, and weather cover—from being left until the final day.

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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

Confirm the date and opening hours
Plan tours and the program
2 people
Arrange speakers and guides
2 people
Make reservations for materials
Check permits and notifications
Send invitations
2 people
Announce the open day online
Process registrations
Collect dietary requirements
Check accessibility
2 people
Check the wheelchair route
2 people
Check the tour routes
2 people
Check historical information
2 people
Mark privacy-sensitive graves
2 people
Create photography policy
Schedule volunteers
2 people
Create volunteer instructions
Check the weather forecast
Do the shopping
2 people
Collect materials
2 people
Chill drinks
2 people
Prepare information boards
2 people
Lay out attendance lists and badges
Check the venue for safety
2 people
Clean Paths and Entrance
3 people
Check and Refill Toilets
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception desk
2 people
Set up information tables
3 people
Set up signage
2 people
Set up lighting
2 people
Test sound system
2 people
Set up coffee station
2 people
Display snacks
2 people
Brief guides
2 people
Brief volunteers
2 people

Event

Welcome visitors
4 people
Register sign-ups
2 people
Explain the program
Guide tours
4 people
Provide historical explanation
2 people
Answer visitors' questions
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
Keep pathways clear
2 people
Maintain calm and respect
2 people
Monitor photography arrangements
Supervise the final tour
2 people
Guide visitors to the exit
2 people

Aftercare

Close the coffee point
2 people
Cool unused food
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove signage
2 people
Sort and remove waste
3 people
Wash dishes and glassware
2 people
Clean the venue
3 people
Final cleaning of the toilets
2 people
Turn off the sound system
Remove lighting
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Register lost and found items
Securely archive registration details
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
High tablesqty 4
Tableclothsqty 8
Folding Chairs for Toursqty 12

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Thermos flasksqty 6
Clipboardsqty 6
Pensqty 30
Walkie-talkiesqty 6
Power banksqty 4

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 6
Spare batteriesqty 12

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving bowlsqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6
Coolersqty 2

Decorations

Information boardsqty 12
Program standsqty 4
Flower arrangementsqty 4
Name badgesqty 80
Table numbersqty 8
Directional signsqty 12
Fence tapeqty 4
Barrier postsqty 12

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8
Trash bag holdersqty 8
Toilet brushesqty 2
Hand soap dispensersqty 4

Safety

First aid kitsqty 2
Flashlight vestsqty 6
Fire extinguishersqty 2

Catering

Groceries

Tips

Confirm the opening hours, tour times, speakers, and guides before sending invitations. Leave at least 2–3 weeks for registrations and use the final week to confirm volunteer shifts and instructions.
Walk every tour route with a wheelchair and check paths, entrances, signs, and lighting. Do this at least 7 days before opening day so route changes or extra folding chairs can still be arranged.
Decide how photography will work before visitors arrive. Mark privacy-sensitive graves clearly, prepare a short policy for volunteers, and include the guidance in registration or welcome information.
Prepare the welcome area the day before: attendance lists, badges, information boards, programme stands, microphones, and the sound system. Test extension cords and power strips in place rather than assuming they will reach.
Check the forecast 48 hours before the event and keep party tents, coolers, thermos flasks, coffee equipment, cups, glasses, plates, and cutlery together. Chill drinks and complete shopping the day before, not during visitor arrival.

Frequently asked questions

How early should I start planning a cemetery open day?: Start at least 6–8 weeks ahead. That gives you time to confirm the date and hours, check permits and notifications, build the tour programme, arrange guides, and process registrations.
How many volunteers do I need for a cemetery open day?: Plan at least one volunteer for each active tour group, plus two people at the entrance and one person handling practical support. Add a reserve for breaks and unexpected absences, especially if tours overlap.
When should I check the wheelchair route and tour routes?: Make the first route check 2–3 weeks before the event and repeat it within 7 days of opening day. Rain, maintenance work, temporary barriers, or overgrown paths can change access after the initial inspection.
When should I prepare the information boards and visitor materials?: Finish the content and historical information at least 7 days beforehand. Print, assemble, and test the boards, programme stands, attendance lists, and badges the day before so the entrance can open without setup work.

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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.