Farm Day checklist: what to arrange and when

A Farm Day needs more than food, tables and a welcome desk. You are coordinating visitors, animals, activities, weather and volunteers on the same schedule. Start with the date and programme, then manage registrations, dietary requirements and animal care before buying supplies. In the final days, focus on safety routes, enclosures, weather plans, food, power and signage. On the morning itself, set up visitor areas before opening animal feeding and activity stations.

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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
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the participant list
Check the weather forecast
Do the shopping
2 people
Schedule animal caretakers
Check animal enclosures
2 people
Determine a safe visitor route
2 people
Check activity materials
2 people
Measure out animal feed
2 people
Print the program and floor plan
Prepare the registration desk
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Connect power and lighting
2 people
Set up buffet tables
3 people
Set up the coffee and tea station
2 people
Chill drinks
2 people
Prepare snacks and lunch
4 people
Hang decorations
2 people
Set up signage
2 people
Set up animal feeding stations
2 people
Set up craft table
2 people
Set out game materials
2 people
Check toilets and sinks
2 people
Conduct a safety check
2 people
Brief volunteers
2 people

Event

Welcome visitors
3 people
Explain the program
Give a tour of the animals
2 people
Supervise animal feeding
3 people
Host pony brushing
2 people
Guide the craft activity
2 people
Host farm games
3 people
Serve lunch and snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Check animal enclosures periodically
2 people
Serve dinner
4 people
Guide children to activities
3 people
Operate music and lighting
Empty trash bins
2 people
Carry out the final animal round
2 people
See visitors out
2 people

Aftercare

Clear away food and drinks
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Wash the dishes and kitchenware
3 people
Clean the grounds
4 people
Check animal enclosures
2 people
Remove decorations and signage
2 people
Inventory materials
2 people
Take waste to the collection point
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Bar stoolsqty 6
Buffet tablesqty 4
Waste binsqty 6

Tableware

Reusable platesqty 70
Reusable bowlsqty 50
Reusable cupsqty 100
Coffee cupsqty 50
Cutlery setsqty 70
Serving spoonsqty 10

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Scissorsqty 3
Serving plattersqty 12
Coolersqty 4
Thermos flasksqty 6
Water jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Outdoor grill
Extension cordsqty 4
Power stripsqty 4
Portable speaker

Lighting

String lightsqty 6
Outdoor lightsqty 6

Decorations

Buntingqty 8
Tableclothsqty 8
Chalkboardsqty 6
Standing Table Signsqty 8

Sports equipment

Wooden gamesqty 6
Hoopsqty 8
Tug of war rope
Soft ballsqty 8
Conesqty 20
Craft table runnersqty 2
Colored pencilsqty 12
Craft binsqty 6

Cleaning

Dustpans and brushesqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the programme before sending invitations, and give yourself a clear registration deadline. Use the final participant list to plan food, seating, dietary alternatives and the number of volunteers needed.
Check animal enclosures and define a safe visitor route before guests arrive. Keep animal-care duties separate from registration, food service and activity supervision so no essential task is left unattended.
Review the weather forecast several days before Farm Day and again on the morning itself. Party tents, outdoor lighting, extension cords and power strips should be positioned with wet conditions and visitor movement in mind.
Prepare the registration desk with the printed programme, floor plan and participant list before setting out the buffet. Put signage at route changes, activity areas, feeding stations, toilets and the entrance rather than relying on verbal directions.
Measure animal feed and prepare craft and feeding stations before visitors arrive. Chill drinks, fill water jugs and set up coffee and tea early; these are easy to postpone while tables, chairs and decorations are being arranged.

Frequently asked questions

How far in advance should I plan a Farm Day?: Set the date and outline the programme at least 6 to 8 weeks ahead. Send invitations early enough to collect registrations, dietary requirements and the final participant list before shopping and printing materials.
How many volunteers do I need for a Farm Day?: Plan at least one responsible person for animal care, one person at registration and one person supervising activities, then add help for food service and setup. For a small event, start with 5 to 6 people and increase that number as attendance and the number of activity areas grow.
When should I check the weather for Farm Day?: Check the forecast 3 to 5 days before the event to adjust tents, seating and outdoor activities. Check again on the morning itself before connecting outdoor power, setting routes and opening animal areas.
What should I prepare the day before a Farm Day?: Print the programme and floor plan, confirm animal caretakers, check enclosures and activity materials, and complete most shopping and food preparation. Also stage tables, chairs, tents, signage and lighting so the morning setup mainly involves positioning and connecting equipment.

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.