Fort Open Day Checklist

A fort open day needs more than open gates and a tour route. You need to coordinate visitor registrations, guides, musicians, catering, signs, safety checks and practical equipment before the first arrival. Start with the date, opening hours and permits, then build the programme and assign people to each task. In the final week, confirm numbers, print visitor information and check the fort itself. This checklist keeps the work in a workable order so small details do not become problems on the day.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Publish the date and opening hours
Send invitations
2 people
Register the event online
Process registrations
Collect dietary requirements
Arrange tour guides
Confirm musicians
Calculate catering quantities
2 people
Reserve beverage delivery
Arrange waste collection
Create a map of the fort
2 people
Develop tour routes
2 people
Set the schedule and times
2 people
Check information boards
2 people
Check permits and notifications
Check the weather forecast
Print the visitor list
Prepare name badges
2 people
Print route signs
Brief the guides
Distribute volunteer instructions
Check first aid supplies
Check fire extinguishers
Check toilets
2 people
Pick up groceries
2 people
Check the delivery
2 people
Fill coolers
2 people
Prepare snacks
4 people
Prepare the coffee and tea station
2 people
Clean indoor spaces
3 people
Inspect the outdoor area
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Check power outlets
2 people
Hang lighting
3 people
Test sound
2 people
Hang up decorations
3 people
Set up the information desk
2 people
Set up the catering buffet
4 people
Mark tour points
2 people
Prepare the scavenger hunt
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Register volunteers
2 people
Brief the tour guides
2 people
Brief the catering team
2 people
Clear the access route
2 people

Event

Staff the registration table
2 people
Welcome visitors
2 people
Explain the program
Guide tours
4 people
Guide the scavenger hunt
2 people
Supervise children's activities
3 people
Provide information about the history
2 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Turn on lighting
Announce evening program
Support the performance
2 people
Supervise the final tour
3 people
Guide visitors to the exit
3 people
Collect lost property
Close catering
3 people
Turn off the music

Aftercare

Take down party tents
4 people
Dismantle lighting
3 people
Clear tables and chairs
4 people
Chill leftover food
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the catering area
3 people
Clean the fort rooms
4 people
Clean the grounds
3 people
Remove directional signs
2 people
Return materials
2 people
Return borrowed items
2 people
Empty coolers
2 people
Store leftover stock
2 people
Answer visitor questions
Register lost and found items
Have waste containers emptied
Lock up the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
High tablesqty 6
Beer tablesqty 4
Coat racksqty 3
Blanketsqty 12

Tableware

Reusable platesqty 150
Bowlsqty 80
Reusable cupsqty 250
Wine glassesqty 80
Coffee cupsqty 100
Cutlery setsqty 150
Serving plattersqty 20
Serving spoonsqty 12
Coffee potsqty 4
Teapotsqty 3

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 12
Cash register
Payment terminal
Cash box
Clipboardsqty 8
Power banksqty 4
Camera
Cable reelsqty 4
Walkie-talkiesqty 8
Flashlightsqty 8
Megaphone
First aid kit
Fire blanketqty 2
Business walkie-talkiesqty 4

Lighting

String lightsqty 6
Battery lanternsqty 10

Decorations

Buntingqty 8
Dutch flagsqty 4
Table décorqty 12
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 12

Sports equipment

Scavenger hunt cardsqty 150
Pencilsqty 150
Stamp setsqty 6
Historical game materialsqty 6
Coloring pagesqty 100
Colored pencil setsqty 20
Prize ribbonsqty 30

Cleaning

Waste binsqty 12
Trash bag holdersqty 6
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Cleaning spongesqty 12
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Toilet brushesqty 6
Traffic conesqty 12
Barrier tapeqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 4
Measuring cupsqty 3
Kitchen traysqty 12
Aluminum foilqty 4
Cling filmqty 4
Ice packsqty 30

Catering

Groceries

Tips

Set the date, opening hours and tour schedule before sending invitations. Keep enough time between tour groups for late arrivals, questions and movement through narrow fort areas.
Use registration numbers to calculate food, drinks, name badges and seating. Confirm dietary requirements before ordering catering, and arrange beverage delivery early enough to avoid a last-minute collection trip.
Brief guides and volunteers with the map, route signs, timetable and visitor instructions. Give each guide a clear meeting point and make sure someone is responsible for checking the printed visitor list.
Complete the practical inspection in the final week: check permits and notifications, information boards, toilets, fire extinguishers and first-aid supplies. Check the weather forecast again shortly before the event so tents, lighting and outdoor routes can be adjusted.
Test the sound and power setup before visitors arrive. Check microphones, speakers, the mixer, extension cords and power strips, and place rechargeable lamps or battery lanterns where dark passages could slow down visitors.

Frequently asked questions

How far in advance should I plan a fort open day?: Start planning at least 8 to 12 weeks ahead. Publish the date early, then allow time for permits, online registration, guides, musicians, catering and printed route information.
How many guides do I need for a fort open day?: Plan at least 1 guide for each tour group, plus 1 coordinator for the overall programme. Add extra volunteers for registration, wayfinding and busy access points if tours run at the same time.
How much food and drink should I order for a fort open day?: Base quantities on confirmed registrations and add a small buffer for walk-ins. For drinks, allow roughly 2 to 3 per person during the first hour, then adjust for the event length, weather and whether coffee and tea are served.
What should I check the day before a fort open day?: Check the forecast, toilets, fire extinguishers, first-aid supplies, information boards, route signs and power equipment the day before. Also print the visitor list, prepare name badges and confirm guide and volunteer arrival times.

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.