Farm visit checklist: what to arrange and when

A farm visit needs more than a booking and a list of guests. You need to coordinate the programme with the farmer, confirm transport and dietary requirements, and prepare the site for food, shelter and animal-related activities. This checklist puts the work in a practical order, from the first arrangements to the final safety check. It also covers details people often leave too late, such as parking information, chilled drinks, lighting and a weather backup.

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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

Reserve the farm
Coordinate the program with the farmer
2 people
Send invitations
Process registrations
Collect dietary requirements
Take stock of transport
Finalize the participant list
Share the route and parking details
Check the weather forecast
Print schedule and addresses
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Collect materials
2 people
Remind participants
Inspect venue
2 people
Set up tables and chairs
3 people
Set up party tent
4 people
Hang lighting
2 people
Set up the reception table
2 people
Prepare animal feed
2 people
Prepare the buffet
3 people
Set out tableware and cutlery
2 people

Event

Review the safety instructions
2 people
Receive participants
3 people
Serve coffee and tea
2 people
Lead a tour
2 people
Supervise animal feeding
3 people
Serve break drinks
2 people
Support the farm activity
3 people
Refill drinks
2 people
Open the buffet
2 people
Serve dinner
4 people
Serve dessert
2 people
Check final departure
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clean the buffet and kitchen
3 people
Clear tables and chairs
3 people
Take down the party tent
4 people
Remove lighting
2 people
Leave the site clean
3 people
Return materials
2 people
Clean coolers
2 people
Check and Clear Leftovers
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 36
Party tentqty 2
Buffet tableqty 2
Waste binsqty 4

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable glassesqty 50
Coffee cupsqty 36
Cutlery setsqty 40
Serving spoonsqty 8
Serving plattersqty 8

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Coolersqty 4
Food warmersqty 4

Equipment

Kettleqty 2
Barbecueqty 2
Gas cylindersqty 2
Extension cordsqty 3

Lighting

String lightsqty 4
Battery lanternsqty 6

Decorations

Tableclothsqty 8
Name badgesqty 36
Program overviewsqty 36

Sports equipment

Wheelbarrowsqty 2
Wooden gamesqty 4

Cleaning

Bucketsqty 3
Cleaning spongesqty 6
Hand brushes and dustpanqty 2
Hand soap dispensersqty 3

Catering

Groceries

Tips

Book the farm before sending invitations, then agree the programme, arrival time, animal activities and catering arrangements with the farmer. Allow at least 4–6 weeks if you need a specific date or a larger group.
Close registrations several days before the visit so you can finalize numbers, dietary requirements and transport. Send the route, parking details and a final reminder no later than 48 hours before arrival.
Check the weather 3–5 days beforehand and again on the morning itself. Decide where the party tent, tables and chairs will go, and make sure the ground and access route are suitable before setup begins.
Prepare food, drinks and serving equipment on a timeline rather than on the morning alone. Cool drinks in advance, set out reusable plates, bowls, glasses and cutlery, and keep hot food in food warmers or insulated containers until serving.
Inspect the site before guests arrive, including animal areas, cables, lighting and waste bins. Put out name badges and programme sheets, prepare the animal feed, and give everyone the safety instructions before the activities start.

Frequently asked questions

How far in advance should I book a farm visit?: Aim to book the farm at least 4–6 weeks in advance. This gives you time to agree the programme, arrange catering, collect registrations and find suitable transport.
When should I close registration for a farm visit?: Close registration 3–5 days before the visit. You then have time to confirm the participant list, dietary requirements, seating, food quantities and transport.
When should I check the weather for a farm visit?: Check the forecast 3–5 days before the event and again on the morning of the visit. Make the decision about the party tent, outdoor activities and clothing early enough to inform guests.
How early should I arrive to set up a farm visit?: Allow at least 2–3 hours for setup. You may need time to inspect the location, arrange tables and chairs, put up the party tent, hang lighting, prepare catering and review the safety instructions.

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