Harbor open day checklist

A harbor open day combines public access, working port areas, company visits and scheduled tours. Start with the date, participating companies and program, then confirm permissions, insurance, emergency contacts and traffic arrangements before inviting visitors. Registrations, dietary requirements and tour bookings need their own tracking, especially when capacity is limited. In the final week, walk the visitor route, mark hazards, brief guides and volunteers, and check the forecast before setting up tents, signs and equipment.

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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
Contact participating companies
2 people
Compile tours
2 people
Prepare safety plan
2 people
Check permission for the open day
Check insurance and liability
Inform first aid and emergency services
Make a parking plan
2 people
Determine traffic route
2 people
Send invitations
2 people
Publish event online
Process registrations
2 people
Collect dietary requirements
Process tour registrations
2 people
Book catering
Arrange waste collection
Check toilets
2 people
Map out the visitor route
2 people
Mark off risk areas
2 people
Create floor plan
Draft sign texts
Assign volunteers
2 people
Brief guides
3 people
Coordinate demonstrations
3 people
Check the weather forecast
Create an alternative rainy-day program
2 people
Order banners and printed materials
Check material stock
2 people
Do the shopping
2 people
Freeze cooling packs
Print tour lists
Prepare name badges
2 people
Prepare the welcome table
2 people
Inspect the site
3 people
Sweep the site
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the catering area
3 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare snacks
4 people
Place signs and direction arrows
3 people
Set up safety barriers
3 people
Put up barrier tape
2 people
Put up parking signs
2 people
Hang lighting
3 people
Check power outlets
2 people
Test microphones
2 people
Prepare first aid supplies
Restock toilets
2 people
Register volunteers
2 people
Safety briefing for volunteers
3 people
Gather the tour guides
2 people
Conduct final safety check
3 people

Event

Welcome visitors
4 people
Register visitors
3 people
Distribute program
2 people
Guide tours
6 people
Demonstrate harbor activities
5 people
Supervise children's activities
3 people
Serve catering
4 people
Refill drinks
2 people
Refill coffee and tea
2 people
Keep buffet and tables clean
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Guide to the parking area
2 people
Guide visitor flow
2 people
Carry out safety checks
2 people
Check evening lighting
See off the last visitors
3 people

Aftercare

Close catering
3 people
Chill leftover food
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
2 people
Remove signs and route arrows
3 people
Remove safety barriers
3 people
Collect and sort waste
4 people
Clean the grounds
4 people
Clean the restrooms
2 people
Switch off equipment
2 people
Store materials dry
3 people
Return borrowed items
2 people
Return deposit and refundable containers
Record damaged materials
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 8
Buffet tablesqty 6
Information desksqty 4
Chairsqty 80
Bar stoolsqty 12
Clothes racksqty 2
Tableclothsqty 10

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 120
Dessert platesqty 100
Forksqty 120
Knivesqty 80
Spoonsqty 100
Serving tongsqty 10
Soup ladlesqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 3
Mobile phone chargersqty 4

Safety

Safety barriersqty 20
Bollardsqty 20
Barrier tapeqty 6
Traffic conesqty 20
Safety vestsqty 20
First aid kitsqty 2
Flashlightsqty 6
Work glovesqty 12

Decorations

Harbor bannersqty 6
Flagsqty 20
Balloonsqty 100
Balloon ribbonqty 2
Table décorqty 12
Notice boardsqty 4
Chalkboardsqty 6

Communication

Program leafletsqty 500
Floor plansqty 400
Name badgesqty 80
Badge holdersqty 80
Pensqty 30
Clipboardsqty 8
Route arrowsqty 30
Information boardsqty 12
A4 printing paperqty 2

Lighting

String lightsqty 8
Outdoor lightsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 4
Broom setsqty 4
Mopsqty 4
Cleaning spraysqty 6
Hand soap dispensersqty 6
Paper towel holdersqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 12
Measuring cupsqty 3
Cooling platesqty 8
Aluminum foilqty 4
Cling filmqty 4

Catering

Groceries

Tips

Set the program before publishing invitations: list each tour, demonstration and company activity with a start time, duration and maximum group size. Keep a separate count for general visitors and tour places.
Complete the safety and access plan before suppliers arrive. Mark restricted areas with barriers or barrier tape, identify the emergency route, and confirm who contacts first aid and emergency services on the day.
Give parking and traffic planning the same attention as the visitor route. Assign signs and volunteers to arrival points, and decide at least one week ahead how you will handle peak arrival and accessible parking.
Close registrations with enough time to process tour bookings and dietary requirements. A final attendee list 48 hours before the event gives catering, guides and information desks a usable headcount.
Test the practical setup during a site walk, not on opening morning. Check power for coffee machines, kettles, speakers and microphones, secure cable reels and extension cords, and confirm that toilets, waste collection and weather cover are ready.

Frequently asked questions

How early should I start planning a harbor open day?: Start at least 12 weeks before the event. Use the first 2–3 weeks to confirm the date, participating companies, program, permissions, insurance and the main safety plan.
When should registrations and tour bookings close?: Close them 3–5 days before the open day if tours have fixed capacity. Keep the final attendance, dietary requirements and tour lists ready at least 48 hours before opening.
How many volunteers do I need for a harbor open day?: Plan at least one volunteer or staff member for each entrance or information point, plus one person per tour group and a small reserve for breaks. Add extra coverage during the busiest arrival hour rather than leaving the route unattended.
When should I check the weather for a harbor open day?: Check the forecast 7 days ahead for major decisions and again 48 hours before setup. Use the final check to confirm tents, visitor routes, demonstrations, equipment protection and any changes to the program.

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.