Children's farm open day checklist

A children's farm open day needs more than animal care and a welcome table. You need a clear programme, enough volunteers, prepared feed, safe visitor routes and a backup plan for changing weather. Start with the date, opening hours and registrations, then confirm animals, supplies and deliveries. Use the final week for labels, signs, payments and enclosure checks so setup day is about placing tables and chairs—not solving missing details.

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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
Publish opening hours
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Make reservations
Confirm deliveries
Check the weather forecast
Check the animal program
2 people
Inspect animal enclosures
2 people
Extra animal care
2 people
Prepare feed portions
2 people
Do the shopping
3 people
Collect materials
2 people
Chill drinks
2 people
Prepare snacks
3 people
Make allergen labels
Prepare route signs
2 people
Prepare children's activities
3 people
Test the cash register and card terminal
2 people
Prepare cash float
Hang up signage
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the information booth
2 people
Set up the checkout point
2 people
Set up the catering buffet
3 people
Set up coffee and tea station
2 people
Fill coolers
2 people
Hang decorations
3 people
Mark off the play area
2 people
Set up cuddle corner safely
2 people
Check toilets
Brief volunteers
2 people
Create animal rest before opening
2 people
Carry out opening check
3 people

Event

Welcome visitors
4 people
Explain the program
Staff the information booth
2 people
Staff the cash register
2 people
Guide animals around
2 people
Facilitating Feeding Time
3 people
Supervise the cuddle corner
3 people
Supervise children's activities
4 people
Guide pony rides
4 people
Moderate the quiz round
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Check animal welfare
2 people
Provide animal rest breaks
2 people
Inform last visitors
2 people
See visitors out
3 people

Aftercare

Bring the animals back
3 people
Clean up catering
3 people
Wash dishes
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations
2 people
Collect waste
3 people
Clean the grounds
4 people
Final cleaning of the toilets
2 people
Check animal enclosures
2 people
Count inventory
2 people
Clean materials
3 people
Return materials
2 people
Return borrowed items
2 people
Deposit cash proceeds
2 people
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Beer tablesqty 4
Bar stoolsqty 6
Clothes racksqty 2

Tableware

Reusable drinking cupsqty 150
Reusable coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Serving traysqty 6

Equipment

Card machinesqty 2
Cash box
Extension cordsqty 6
Power stripsqty 6
Mobile phoneqty 2
Megaphone
Handheld microphone

Lighting

LED light stringsqty 6
Outdoor lightsqty 4

Decorations

Buntingqty 8
Balloon archesqty 2
Tableclothsqty 10
Info boardsqty 8
Chalkboardsqty 4
Directional signsqty 12

Sports equipment

Conesqty 20
Barrier tapeqty 4
Wooden wheelbarrowsqty 3
Hoopsqty 8
Ballsqty 10
Ring toss setsqty 3
Face paint setsqty 3
Colored pencilsqty 24
Coloring pagesqty 150
Pony bridlesqty 4
Grooming kits for poniesqty 4

Cleaning

Waste binsqty 10
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 4
Dustpan and brushqty 3
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the programme and opening hours at least 4–6 weeks ahead, then give registration staff a fixed deadline for dietary requirements. This lets you plan snacks, volunteer shifts and activity capacity before invitations go out.
Assign volunteers to specific areas and time slots, including animal care, registration, refreshments and visitor questions. Build a written handover for the busiest first hour and keep one person available for unexpected problems.
Prepare feed portions and inspect every animal enclosure before visitors arrive. Check gates, signs and barriers on the same morning, because a safe route can change after cleaning, deliveries or wet weather.
Plan food and drinks by service period rather than one large pile. Chill drinks, label allergens and set out reusable cups, plates and serving tools before opening; keep coffee equipment, kettles and thermos flasks together at one station.
Test the card machine, cash register and cash float before guests arrive, and check extension cords, power strips and outdoor lighting at setup. Put route signs up before placing tents and tables so furniture does not block the visitor flow.

Frequently asked questions

How far in advance should I plan a children's farm open day?: Set the date, programme and opening hours 4–6 weeks before the event. Send invitations and begin registrations early enough to collect dietary requirements and assign volunteer shifts at least 1 week before opening day.
How many volunteers do I need for a children's farm open day?: Plan one named volunteer for each active area—registration, animal care, activities, refreshments and visitor support—and add at least 2 floaters for breaks and unexpected issues. Finalise the rota 7 days before the event.
When should I check the weather for an open day on a farm?: Check the forecast 7 days before the event for planning tents and outdoor activities, then check again 24 hours and 2 hours before opening. Use the final check to adjust signs, furniture, lighting and the animal programme.
What should I prepare the day before a children's farm open day?: Prepare feed portions, snacks, allergen labels, route signs and activity materials the day before. Also chill drinks, confirm deliveries, charge the phone and test payment equipment so the morning is reserved for enclosure checks and setup.

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