Fire station open day checklist

A fire station open day needs more than clean trucks and a few demonstrations. You need a clear program, safe visitor routes, trained volunteers, working equipment and enough time for registration, catering and cleanup. Start with the date, permissions and demonstrations, then build the visitor information around them. This checklist covers the less visible work too, such as traffic control, dietary requirements, signage, toilets and testing every microphone, cable and safety item 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
Check permits and notifications
Send invitations
2 people
Publish website post
Process registrations
2 people
Collect dietary requirements
Make reservations
Assign volunteers
2 people
Select demonstrations
3 people
Record demonstration times
2 people
Inform speakers and guides
Determine traffic route
2 people
Mark parking spaces
2 people
Create a visitor map
Design information boards
Print the program
2 people
Prepare name badges
2 people
Prepare the visitor desk
2 people
Place catering order
Check material stock
2 people
Clean the fire trucks
4 people
Clean the barracks rooms
3 people
Check toilets
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare materials
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Mark off the visitor route
3 people
Put up parking signs
2 people
Place information signs
2 people
Set up demonstration areas
4 people
Position vehicles
4 people
Prepare the materials presentation
3 people
Set up children's activities
3 people
Set up coffee station
2 people
Build the catering buffet
3 people
Test sound equipment
2 people
Prepare announcements
Briefing for reception team
4 people
Brief the demonstration team
6 people
Brief the security team
4 people

Event

Welcome visitors
4 people
Distribute program
2 people
Provide guided tours
4 people
Brief vehicle staff
3 people
Demonstrate equipment
3 people
Supervise children's activities
4 people
Guide the photo moment
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Give the first fire-extinguishing demonstration
5 people
Give water demo
5 people
Give smoke detector demonstration
3 people
Give an evening demonstration
6 people
Give the final tour
3 people
Wave goodbye to visitors
4 people

Aftercare

Switch off the demonstration equipment
3 people
Catering breakdown
3 people
Wash dishes
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clear the visitor route
3 people
Clean the barracks
4 people
Clean the restrooms
2 people
Put materials back
4 people
Put the vehicles back in place
3 people
Remove traffic signs
2 people
Clean reusable materials
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover catering
2 people
Archive photos and documents

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Counter table
Coat racksqty 2
Waste binsqty 10
Conesqty 24
Crowd barriersqty 16
Parasol basesqty 3

Equipment

Speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 3
Projector
Projection screen
Walkie-talkiesqty 8
Megaphone
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Smoke detector testersqty 2
Hand-held fire extinguishersqty 6
Fire hosesqty 3
Nozzlesqty 3
Stabilization blocksqty 6
Emergency blanketsqty 10
Compressed air setsqty 3
Protective suitsqty 4
Safety helmetsqty 12
Safety vestsqty 12
Rescue dummy
Children's firefighter helmetsqty 20
Water tubsqty 4
Spray gunsqty 12
Sjoelbaksqty 2
Colored pencilsqty 20

Tableware

Reusable drinking glassesqty 150
Reusable coffee cupsqty 100
Reusable platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Coffee potsqty 4
Milk jugsqty 4
Sugar bowlsqty 4

Decorations

Dutch flagsqty 6
Firefighter balloonsqty 100
Tableclothsqty 10
Directional signsqty 12
Program standsqty 6

Lighting

LED string lightsqty 6
LED work lightsqty 4
Battery lanternsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Serving spoonsqty 6
Coolersqty 4
Thermos flasksqty 6
Rolls of labelsqty 4

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning spraysqty 6
Hand soap dispensersqty 6
Paper towel rollsqty 12
Waste binsqty 6

Catering

Groceries

Tips

Set the program before publishing invitations. Record the exact start and finish time of every demonstration so guides, speakers, volunteers and the visitor desk are working from one schedule.
Plan the visitor route before placing cones and crowd barriers. Mark parking, entrances, restricted areas and the route between the trucks, barracks rooms, demonstrations and toilets on a visitor map.
Check audio and presentation equipment at least one day ahead. Test the speakers, wireless microphones, mixer, projector, extension cords and cable reels in the locations where they will be used.
Do not leave catering until the final week. Process registrations first, collect dietary requirements, then place the order and allow time to chill drinks, set up coffee machines and refill hot-drink urns.
Run a safety and facilities check before opening the doors. Inspect fire hoses, nozzles, extinguishers, emergency blankets and smoke detector testers, and check that toilets, rooms and visitor areas are clean and accessible.

Frequently asked questions

How far in advance should I plan a fire station open day?: Set the date and basic program at least 8 to 12 weeks ahead. Use that time to check permits or notifications, book catering and equipment, recruit volunteers and publish the event information.
How many volunteers do we need for a fire station open day?: Plan at least one volunteer for the visitor desk, one for each active demonstration area and two for traffic or parking control at busy arrival times. Add a small reserve so breaks and unexpected tasks do not leave a post unattended.
When should demonstrations be scheduled?: Fix demonstration times at least 3 to 4 weeks before the event and publish them in the program. Leave 10 to 15 minutes between demonstrations for visitors to move safely and for the crew to reset equipment.
What should be checked on the morning of the open day?: Allow at least 2 hours before opening for the final setup. Check routes, barriers, toilets, signage, audio, power, refreshments, registration materials and all demonstration equipment before the first 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.