Estate open day checklist

An estate open day needs more than an attractive programme. Visitors need a clear route, reliable arrival information and activities that run on time, while your team needs a final list for catering, access, equipment and signage. This checklist puts the work in a practical order, from setting the date and opening registrations to checking deliveries and bringing everything to the venue. Use the final week to confirm numbers, dietary requirements, parking, weather and power before visitors arrive.

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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
Determine visitor route
2 people
Publish opening and closing times
Send invitations
2 people
Open online registrations
Share parking information
Process registrations
Collect dietary requirements
Reserve parking spaces
Check power outlets
2 people
Check the entry and exit routes
2 people
Post the schedule on information boards
Schedule guided tours
2 people
Plan activities by time slot
2 people
Confirm deliveries
Check the weather forecast
Communicate the program again
Create the final visitor list
Pass dietary requirements to catering
Make name badges and crew passes
2 people
Make route and parking signs
2 people
Buy stock of shelf-stable products
2 people
Buy fresh produce
2 people
Store groceries refrigerated
2 people
Bring materials to the venue
3 people
Check patio and lawn
2 people
Remove unsafe obstacles
2 people
Check and Refill Toilets
2 people
Fill coolers
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Build the catering buffet
3 people
Set up the coffee and tea station
2 people
Prepare snacks
3 people
Chill drinks
2 people
Hang up decorations
3 people
Set up lighting
3 people
Put up route and information signs
2 people
Mark tour points
2 people
Place waste stations
2 people
Test sound system
2 people
Brief volunteers
2 people
Prepare registration materials
2 people
Do a final site round
2 people

Event

Welcome visitors
4 people
Register visitors
3 people
Guide parking spaces
3 people
Guide tours
4 people
Supervise activities
4 people
Provide information at stands
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet and tables tidy
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Turn on the lights at dusk
2 people
Supervise the final tour
2 people
Guide visitors to the exit
3 people
Close entrance and grounds
3 people

Aftercare

Store leftover food safely
2 people
Switch off equipment
2 people
Dismantle lighting
3 people
Collect tableware and glassware
3 people
Clear tables and chairs
4 people
Dispose of waste separately
3 people
Clean the kitchen and buffet
3 people
Clean the restrooms
2 people
Dismantle party tents
4 people
Leave the site clean
4 people
Return materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people
Wash dishes and glassware
3 people
Return the deposit and key materials
Send thank-you message to visitors

What to bring

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

Furniture

Party tentqty 3
Buffet tableqty 4
Bistro tableqty 8
Folding tableqty 10
Folding chairqty 100
Lounge sofaqty 6
Bar stoolqty 12
Reception desk
Clothing rack

Tableware

Reusable plateqty 120
Reusable bowlqty 60
Reusable glassqty 150
Coffee cupqty 80
Tea glassqty 60
Cutlery setqty 150
Serving platterqty 20
Serving trayqty 8
Water jugqty 12

Equipment

Coffee makerqty 3
Kettleqty 3
Cool boxqty 6
Ice cube trayqty 6
Speakerqty 2
Microphoneqty 2
Extension cordqty 6
Power stripqty 6
Cable matqty 8
Hand truckqty 2

Decorations

Buntingqty 12
Flower arrangementqty 10
Tableclothqty 20
Cloth napkinqty 120
Lanternqty 20
Chalkboardqty 8
Flower potqty 12
Name badgeqty 120

Lighting

LED light stringqty 8
LED lampqty 12
Battery lanternqty 12
Spare batteryqty 24

Kitchen

Cutting boardqty 6
Chef's knifeqty 6
Bread knifeqty 3
Serving spoonqty 12
Pliersqty 8
Mixing bowlqty 6
Thermosqty 8
Food warmerqty 4
Cooling packqty 24

Cleaning

Waste binqty 10
Waste sorting binqty 4
Mopqty 4
Bucketqty 4
Broomqty 4
Dustpan and brushqty 4
Cleaning gloveqty 12
Microfiber clothqty 24
Soap dispenserqty 6
Toilet brushqty 4

Catering

Groceries

Tips

Set the visitor route before publishing invitations. Mark the entry and exit separately, then use route and parking signs so guests do not have to guess where to go.
Open registrations early enough to process replies and collect dietary requirements. Pass the final requirements to catering before buying fresh produce, rather than trying to adjust the menu on the event day.
Give every tour and activity a time slot, and publish the schedule on information boards at the entrance. Recommunicate the programme once the final visitor list is ready.
Check every power outlet before arranging the coffee maker, kettle, speaker and microphone. Keep extension cords and power strips covered with cable mats, and test the setup before guests arrive.
Confirm deliveries and check the weather forecast during the final week. A party tent, cool boxes and refrigerated storage need to be ready before fresh food and event materials are brought to the estate.

Frequently asked questions

How far in advance should I plan an estate open day?: Set the date and programme at least 8 to 12 weeks ahead so you have time to publish opening hours, open registrations, arrange tours and confirm suppliers. Complete the final visitor list and catering numbers during the last week.
What should be included in an estate open day visitor route?: Plan one clear entry route, a separate exit where possible, and marked stops for tours, activities, refreshments and toilets. Put route and parking signs in place at least 1 day before opening and test the route with a team member.
How many staff passes and name badges do I need?: Prepare one badge for every confirmed visitor, guide and crew member, plus at least 5% extra for last-minute changes. Finish them after registrations close and before the final setup day.
When should I check the weather for an estate open day?: Check the forecast 7 days before the event, then again 48 hours and 24 hours before opening. Use the final check to confirm the party tent, outdoor activities, visitor route and any weather-related changes to the programme.

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.