Dairy Farm Open Day Checklist

A dairy farm open day needs more than a clean barn and a tour route. You need a clear programme, timed registrations, enough volunteers, chilled cheese, working coffee equipment and a plan for parking and changing weather. Use this checklist to work backwards from opening time. The tasks cover preparation from publishing the date through setting up the reception desk, tasting area, signs, tents, tables and visitor route.

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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

Publish the date and program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Order cheese deliveries
Reserve coffee makers
Arrange waste collection
Set tour times
2 people
Create the volunteer schedule
2 people
Send route and parking information
Check the weather forecast
Do the shopping
2 people
Check cheese stock
2 people
Prepare the cheese tasting
3 people
Clean the barn and yard
3 people
Check the tour route
2 people
Lay out clothing and name badges
Mow the grounds and remove obstacles
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Connect power supply
2 people
Hang lighting
2 people
Place information signs
2 people
Mark parking route
2 people
Set up the reception desk
2 people
Set up cheese stand
3 people
Fill tasting boards
3 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Check and restock toilets
Brief volunteers
2 people

Event

Welcome visitors
3 people
Check off registrations
2 people
Guide tours
3 people
Serve the cheese tasting
3 people
Sell cheese and products
3 people
Serve coffee and tea
2 people
Refill snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Wave goodbye to visitors
3 people

Aftercare

Chill cheese and food
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the grounds and stable
3 people
Dispose of waste separately
2 people
Count and store materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 8
Folding chairsqty 80
Reception desk
Stoolsqty 12
Clothes racksqty 2

Tableware

Platesqty 180
Dessert platesqty 180
Coffee cupsqty 120
Drinking glassesqty 180
Wine glassesqty 80
Knivesqty 180
Forksqty 180
Spoonsqty 120
Cheese knivesqty 24

Kitchen

Tasting boardsqty 24
Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 18
Serving tongsqty 12
Measuring cupsqty 4
Coffee machinesqty 3
Kettlesqty 3

Equipment

Refrigeratorsqty 2
Coolersqty 6
Extension cordsqty 6
Power stripsqty 6
Cash registersqty 2
Card machinesqty 2

Decorations

Buntingqty 8
Chalkboardsqty 10
Directional signsqty 12
Name badgesqty 30

Lighting

String lightsqty 6
Outdoor lightsqty 8

Cleaning

Waste binsqty 10
Waste binsqty 4
Broom setsqty 3
Mopsqty 3
Cleaning glovesqty 12

Catering

Groceries

Tips

Set tour times before sending invitations, then limit registrations for each slot. Send route and parking details with the confirmation so visitors do not arrive at the reception desk at once.
Order cheese and collect dietary requirements early enough to adjust the tasting. Check the cheese stock again on the day before serving, and keep chilled products in refrigerators or coolers until needed.
Build the volunteer schedule around the busiest points: reception, parking, guided tours, cheese tasting and cleanup. Give each role a named person and a handover time rather than relying on whoever is available.
Test the power supply before connecting coffee machines, kettles, lighting and payment equipment. Keep extension cords and power strips away from visitor paths, and check that card machines and cash registers work before opening.
Walk the full tour route after mowing and removing obstacles, then place information signs and mark the parking route. Check the weather forecast the day before and again on the morning, especially before putting up party tents.

Frequently asked questions

How far in advance should I publish a dairy farm open day?: Publish the date and programme at least 4 to 6 weeks ahead so visitors have time to register. Close or review registrations 3 to 5 days before the event, when you can finalise tours, dietary requirements and volunteer shifts.
How many dairy farm tours should I schedule in one day?: Set tour times based on the route length and group size rather than running one large group. Leave at least 15 minutes between tours for the previous group to return and for the guide to reset the route.
When should I prepare the cheese tasting?: Check stock and prepare boards, knives and serving platters on the day of the event, but keep cheese chilled until shortly before each tasting. Allow at least 30 minutes before the first group for portioning and setup.
What should I check the day before a dairy farm open day?: Recheck the weather, tour route, parking signs, power supply, tables, chairs, tents and reception equipment. Also confirm volunteers, coffee equipment, waste collection and the final registration list at least one day beforehand.

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.