Farm open day checklist

A farm open day needs more than a clean yard and a printed programme. You need a clear visitor limit, a safe walking route, timed guided tours, enough volunteers and a plan for parking, food and changing weather. Start with the date and programme, then work through registrations, animal areas, supplies and the final site check. This checklist keeps practical details—such as dietary requirements, power access and route signs—from being left until the last minute.

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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 capacity
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Plan guided tours
2 people
Reserve deliveries
Check power outlets
2 people
Inspect the grounds and animal areas
3 people
Determine a safe walking route
2 people
Plan parking route
2 people
Make tour signs
2 people
Create program posters
2 people
Check animal enclosures
3 people
Clean animal enclosures
3 people
Mow and sweep the grounds
3 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out route arrows
Print the registration list
Check the weather forecast
Cordon off the area
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up buffet
3 people
Set up coffee station
2 people
Refill coolers
2 people
Hang decorations
3 people
Place information signs
2 people
Put up parking signs
2 people
Check toilets
2 people
Prepare first aid supplies
Brief the animal caretakers
3 people
Brief the tour guides
4 people
Brief guest hosts
3 people
Test audio and microphone
2 people
Conduct final safety check
3 people

Event

Welcome visitors
3 people
Check off registrations
2 people
Explain the program
2 people
Guide tours
4 people
Demonstrate how to feed animals
3 people
Supervise children's activities
4 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Restock the buffet
2 people
Clear tables during the event
2 people
Empty trash bins
2 people
Check toilets periodically
Keep walkways clear
2 people
Check animal welfare
2 people
Supervise the photo corner
Inform last visitors
2 people
See visitors out
3 people
Bring the animals back
3 people

Aftercare

Close buffet
2 people
Clear away drinks
2 people
Collect waste
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Wash dishes
3 people
Clean the grounds
4 people
Check animal areas
2 people
Clean the restrooms
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover food
2 people
Dispose of waste
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 80
Buffet tablesqty 3
Stoolsqty 12
Reception desk
Clothes racksqty 2

Tableware

Reusable platesqty 120
Reusable bowlsqty 80
Glassesqty 150
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving traysqty 6
Pliersqty 8
Measuring cupsqty 3
Food warmersqty 4

Equipment

Party speakersqty 2
Wireless microphone
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8
Conesqty 20
Barrier tapeqty 4
Crowd barriersqty 12
Route signsqty 15
Clipboardsqty 4
Pensqty 20
Name stickersqty 150
Walkie-talkiesqty 6
Megaphone
First aid kit
Flashlightsqty 6
Handwashing stationsqty 3
Play strawqty 8
Wheelbarrowsqty 2

Lighting

String lightsqty 6
Outdoor lightsqty 8

Decorations

Buntingqty 10
Balloonsqty 100
Tableclothsqty 12
Farm signsqty 8
Chalkboardsqty 6
Chalk markersqty 12
Flower arrangementsqty 6

Cleaning

Bucketsqty 6
Broom setsqty 4
Mopsqty 4
Cleaning glovesqty 12
Waste binsqty 12

Catering

Groceries

Tips

Set the visitor capacity before sending invitations. Use the registration list to track numbers, dietary requirements and volunteer coverage rather than relying on walk-ins.
Plan guided tours around the farm’s busiest points and allow time between groups. Mark the walking route with arrows and signs, and cordon off any area visitors must not enter.
Check the grounds, animal enclosures and walking route several days before the event. Mow and sweep early enough to fix muddy, blocked or unsafe sections before guests arrive.
Test every power outlet before setting up coffee machines, kettles, speakers and food warmers. Keep extension cords and power strips away from walking routes and wet areas.
Buy and chill drinks ahead of time, then prepare snacks with separate serving equipment for dietary requirements. Print the registration list and check the weather forecast on the morning of the event.

Frequently asked questions

How far in advance should I plan a farm open day?: Start planning at least 6 to 8 weeks ahead. Set the date, programme and visitor capacity first, then send invitations, assign volunteers and arrange deliveries before the final two weeks.
How many volunteers do I need for a farm open day?: Plan at least 1 volunteer for every 15 to 20 visitors, plus separate cover for reception, guided tours, food and animal-area safety. Add extra help if tours run at the same time.
How much food and drink should I prepare for a farm open day?: For the first hour, allow 2 to 3 drinks per person, then about 1 drink per person for each additional hour. Prepare at least one snack portion per visitor and confirm dietary requirements before shopping.
When should I check the farm grounds and animal enclosures?: Do a full inspection 3 to 5 days before the event, then repeat the safety check on the morning itself. Clean enclosures, place route arrows and cordon off restricted areas before visitors arrive.

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.