Fire Station Open Day Checklist

A fire station open day needs more than a programme and a few parked engines. You need a clear visitor route, safe demonstrations, enough volunteers and a plan for food, drinks and changing weather. Start by setting the date and opening hours, then work through permissions, invitations, registrations and staffing. In the final week, confirm visitor numbers, prepare signs and badges, check equipment and inspect the station and grounds before opening.

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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 date and opening hours
2 people
Determine the program and demonstrations
3 people
Inventory the required spaces
2 people
Make reservations for materials
2 people
Check permits and notifications
2 people
Draft invitations
2 people
Send invitations
2 people
Publish open day online
Process registrations
2 people
Collect dietary requirements
Confirm visitor numbers
Assign volunteers
2 people
Prepare demonstrations safely
3 people
Plan guided tours
2 people
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Chill drinks
2 people
Prepare snacks
3 people
Create the route and signage
2 people
Prepare info signs
2 people
Prepare name badges
Check the weather forecast
Inspect the station and grounds
3 people
Arrange vehicles neatly
4 people
Securely cordon off work areas
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up a presentation area without a stage
2 people
Connect sound equipment
2 people
Check the lighting
2 people
Hang up decorations
3 people
Set up information stands
4 people
Set up registration desk
2 people
Build the catering buffet
4 people
Check and Refill Toilets
2 people
Set up the cloakroom and lost and found
2 people
Give the safety briefing
4 people

Event

Staff volunteer stations
8 people
Welcome visitors
4 people
Register sign-ups
2 people
Explain the program
2 people
Guide tours
4 people
Demonstrate vehicles
4 people
Lead the fire extinguisher demo
5 people
Guide children during activities
4 people
Distribute informational materials
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Announce evening program
Operate lighting and sound
2 people
Serve dinner
4 people
Guide visitors to the exit
3 people
See off the last visitors
3 people

Aftercare

Clean up catering
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Switch off equipment
2 people
Collect and sort waste
4 people
Clean the grounds
4 people
Thoroughly clean the toilets
2 people
Clean the barracks rooms
3 people
Return vehicles and materials
4 people
Store usable stock
2 people
Check materials for damage
2 people
Return borrowed materials
2 people
Handle lost and found
Archive photos and documents

What to bring

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

Furniture

Party tentqty 3
Foldable tablesqty 12
Folding chairsqty 80
High tablesqty 6
Coat racksqty 2
Tableclothsqty 12

Tableware

Reusable platesqty 100
Reusable bowlsqty 80
Reusable cupsqty 150
Coffee cupsqty 80
Cutlery setsqty 100
Serving spoonsqty 12
Serving traysqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Food warmersqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Coolersqty 6
Thermos flasksqty 6
Serving tongsqty 12

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Batteriesqty 24
Barrier postsqty 24
Barrier tapeqty 6
Traffic conesqty 20
Walkie-talkiesqty 8
Clipboardsqty 6
Pensqty 30
Name badge holdersqty 30
Megaphone
Flashlightsqty 8

Lighting

LED work lightsqty 8
String lightsqty 6
Battery lanternsqty 10

Decorations

Buntingqty 8
Balloonsqty 150
Balloon ribbonqty 2
Tapeqty 6
Ropeqty 100

Sports equipment

Children's helmetsqty 20
Water pistolsqty 12
Practice conesqty 20
Obstacle fencesqty 6

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 6

Catering

Groceries

Tips

Set the programme before inviting people. Allow specific time slots for demonstrations and guided tours, and keep a short gap between activities so visitors can move safely between areas.
Confirm numbers no later than 3–5 days before the event. Use the total to calculate catering, name badges, seating and the number of volunteers needed at entrances, tours and demonstrations.
Prepare demonstrations at least one day ahead and assign one responsible person to each activity. Keep visitors behind a clearly marked boundary and check that microphones, batteries and the portable sound system work before opening.
Create the visitor route with signs at every decision point, not just at the entrance. Mark toilets, catering, demonstrations, guided tours and restricted areas so volunteers do not have to repeat directions all day.
Check the weather forecast 48 hours before opening and again on the morning itself. If outdoor activities are planned, have the party tent, lighting, extension cords and power strips ready before visitors arrive, with cables secured out of walking areas.

Frequently asked questions

How far in advance should I plan a fire station open day?: Start planning at least 8–12 weeks ahead. This gives you time to confirm the date, check permits or notifications, reserve materials, publish invitations and recruit volunteers.
How many volunteers do I need for a fire station open day?: Plan for at least one volunteer at each entrance or information point, one person per guided tour group, and two or more people for each live demonstration. Add one floating coordinator for every 50–75 expected visitors.
How much food and drink should I buy for a fire station open day?: For the first hour, allow roughly 2–3 drinks per visitor, then about 1 drink per person for each additional hour. For snacks, plan on 2–4 portions per visitor, increasing the amount if the event covers a normal lunchtime.
When should I set up the fire station open day?: Set up non-perishable supplies, tables, signs and equipment the day before where possible. On the event day, allow at least 2–3 hours for chilling drinks, preparing snacks, testing sound and inspecting the route and grounds.

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.