Children’s farm open day checklist

A children’s farm open day needs more than activities and animals. You must coordinate opening hours, visitor flow, animal care, volunteers, food, toilets, power and safety before guests arrive. Start with the date, permissions and staffing, then build the visitor route and programme. In the final week, confirm registrations, dietary requirements, deliveries and weather plans. Use the checklist below to keep the site, supplies and team ready in the right order.

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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 date and opening hours
2 people
Check permits and notifications
Inform animal care
Recruit volunteers
2 people
Send invitations
2 people
Publish open day online
Process registrations
Collect dietary requirements
Reserve grocery delivery
Check toilets
Check power outlets
2 people
Check animal enclosures
2 people
Set the route for visitors
2 people
Create the program and floor plan
2 people
Create the volunteer schedule
Check activity materials
2 people
Check animal feed stock
Order shopping list
Receive deliveries
2 people
Store non-perishable stock
2 people
Keep chilled products cool
2 people
Prepare decorations
2 people
Make name badges for volunteers
Check the weather forecast
Inspect the site
2 people
Feed the animals
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up catering tables
3 people
Chill drinks
2 people
Set up coffee and tea station
2 people
Prepare snacks
3 people
Prepare animal feed portions
2 people
Set up cuddle corner safely
2 people
Set up children’s activities
3 people
Place information signs
2 people
Place route arrows
2 people
Place waste stations
2 people
Test sound system
2 people
Brief volunteers
3 people
Conduct a safety check
2 people

Event

Welcome visitors
3 people
Announce the program
Guide tours
3 people
Supervise animal feeding
3 people
Supervise the cuddle corner
2 people
Supervise children's activities
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check grounds and animals
2 people
Announce the final program item
Guide visitors to the exit
3 people
Close off and feed the animals
2 people

Aftercare

Close catering
3 people
Collect tableware
3 people
Sort and remove waste
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the grounds
3 people
Wash dishes
2 people
Check refrigerated products
Remove decorations
2 people
Return materials
2 people
Return borrowed items
2 people
Store leftover stock
Inspect animal enclosures again
2 people
Thoroughly clean the sanitary facilities
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 60
High tablesqty 4
Reception desk
Clothes racksqty 2
Blanketsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pliersqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Sound system
Microphone
Extension cordsqty 6
Power stripsqty 6
First aid kit
Flashlightsqty 4
Rechargeable batteriesqty 16
Cash box
Payment terminal
Power banksqty 3

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Measuring cupsqty 3
Ice packsqty 20
Cold thermometersqty 4
Food boxesqty 12
Thermos bottlesqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 12
Name badgesqty 40
Chalkboardsqty 8
Markersqty 12
Program postersqty 20
Floor plansqty 150
Route arrowsqty 20
Painter's tapeqty 6
Cable tiesqty 200

Lighting

LED light stringsqty 6
Battery lanternsqty 8

Sports equipment

Wooden throwing gameqty 2
Hoopsqty 10
Soft ballsqty 12
Skipping ropesqty 8
Coloring pagesqty 150
Colored pencilsqty 10
Animal quiz cardsqty 100
Water tubsqty 6
Barricadesqty 12
Work glovesqty 12

Catering

Groceries

Cleaning

Bucketsqty 4
Broom setsqty 3
Mopsqty 3
Waste binsqty 10
Glovesqty 12
Paper towel dispensersqty 4

Tips

Set the date and opening hours before inviting visitors, then allow time to check permits or required notifications. Animal care arrangements should be confirmed before the programme is published.
Plan the visitor route around animal enclosures, activity areas, toilets and the reception desk. Mark the route clearly and check that visitors will not block gates, feed stores or volunteer work areas.
Create the volunteer schedule with named cover for reception, activities, refreshments and animal-related duties. Prepare volunteer name badges and share arrival times before the event day.
Order food only after checking registrations and dietary requirements. Reserve grocery delivery early, keep chilled products cold on arrival, and store non-perishable stock separately from animal feed.
Inspect the site during the final week and again on the morning of the open day. Test power outlets, extension cords, coffee machines, kettles, the sound system and microphone before visitors arrive.

Frequently asked questions

How far in advance should I plan a children’s farm open day?: Start at least 6–8 weeks before the event. Use the first two weeks for the date, opening hours, permits, animal care and volunteer recruitment, then confirm food, equipment and the programme as registrations come in.
How many volunteers do I need for a children’s farm open day?: Base the schedule on your visitor numbers and activities, but assign one named volunteer to each active station and keep at least two people available for reception, breaks and unexpected issues. Finalise the rota at least 7 days before opening.
When should I check the weather for an open day at a children’s farm?: Check the forecast 7 days before the event, again 48 hours beforehand and on the morning itself. Use the final checks to confirm party tents, indoor alternatives, visitor routes and protection for food and electrical equipment.
What should I prepare the day before a children’s farm open day?: Set up decorations, tables, signs and the reception area, prepare name badges and check activity materials. Receive and store deliveries, chill perishable food, verify animal feed stock and complete a final inspection before the team leaves.

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