Community garden open day checklist

Use this checklist to organise a community garden open day in a clear order, from scheduling tours and opening registrations to setting up the garden. It covers the details that are easy to overlook, including dietary requirements, volunteer briefings, access and keys, weather planning, route signs, power and refreshments. Keep the programme, floor plans and signs together so guides and volunteers can answer questions consistently. Allow extra time on the day for tents, tables, chairs and entrance markers.

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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

Schedule the program and tours
2 people
Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Reserve extra furniture
Assign volunteers
2 people
Brief the tour guides
2 people
Coordinating access and key
Check paths and access
2 people
Check toilets and water
Determine the weather scenario
2 people
Design route signs
Print floor plans and schedule
2 people
Prepare name badges
Prepare info signs
2 people
Mark garden entrances and booths
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks and fruit
3 people
Set up coffee and tea station
2 people
Test lighting and power
2 people
Bring materials to the venue
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the information desk
2 people
Put up route signs
3 people
Hang decorations
2 people
Set out tableware and cutlery
2 people
Display food and drinks
3 people
Welcome volunteers
2 people
Conduct final safety check
2 people

Event

Welcome visitors
3 people
Register visitors
2 people
Guide tours
4 people
Answer garden questions
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Guide visitors to the exit
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Sort and dispose of waste
2 people
Clean the venue
3 people
Remove route signs and decorations
2 people
Check rented furniture
2 people
Return borrowed equipment
2 people
Store leftover stock
2 people
Store cleaning supplies
Register lost and found items
Follow up on visitor information

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 60
Information desk
Coat racksqty 2

Tableware

Reusable cupsqty 100
Coffee mugsqty 60
Platesqty 80
Bowlsqty 50
Cutlery setsqty 80
Pouring jugsqty 8
Serving plattersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 8
Serving tongsqty 6

Equipment

Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Portable speaker

Lighting

LED lampsqty 8
String lightsqty 4

Decorations

Welcome banner
Buntingqty 6
Route signsqty 12
Information boardsqty 10
Name badgesqty 80
Badge holdersqty 80

Office

Clipboard foldersqty 4
Ballpoint pensqty 20
Registration formsqty 100
Program leafletsqty 100
Floor plansqty 100
Cash box

Cleaning

Waste binsqty 8
Sorting traysqty 4
Broomqty 3
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2

Safety

First aid kit
Flashlightsqty 4

Catering

Groceries

Tips

Set the programme and tour times before opening registrations, then collect dietary requirements as part of the registration process rather than chasing them later.
Assign volunteers to specific jobs and brief tour guides before visitors arrive. Give each guide the printed schedule and floor plan so tours start on time.
Check every entrance, path, toilet and water point in advance, including access for people with limited mobility. Arrange keys and venue access at least one day before the open day.
Choose a weather scenario before setup begins. If rain is possible, build the party tents early and keep signs, badges, snacks and other paper items protected until they are needed.
Test lighting, extension cords, power strips and the portable speaker before visitors arrive. Set up the coffee and tea station, chill drinks and prepare snacks only after the serving area is ready.

Frequently asked questions

How far in advance should I organise a community garden open day?: Start planning at least 4 to 6 weeks ahead. Use the first 2 weeks to set the programme, confirm access and open registrations, then leave the final week for supplies, volunteer briefings and weather checks.
How many volunteers do I need for a community garden open day?: Plan for at least 1 volunteer at the information desk, 1 at each active entrance and 1 guide per tour group. Add 2 to 3 people for setup, refreshments and troubleshooting, depending on visitor numbers.
When should I prepare signs and name badges?: Design route signs and information boards at least 7 days before the event, then print and check them 2 to 3 days beforehand. Prepare name badges and badge holders the day before, sorted by volunteer or guest list.
What should I check the day before a community garden open day?: Confirm the key and access arrangements, inspect paths and toilets, test power and lighting, and check the weather forecast. Also chill drinks, bring materials to the venue and make sure tents, tables, chairs and signs are accounted for.

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.