Hedgehog shelter open day checklist

A shelter open day needs more than visitor invitations and a clean welcome desk. You also need a safe route around the enclosures, timed guided tours, prepared animal feed, trained volunteers and clear information for guests. Use this checklist to work backwards from opening time, especially for printing, registrations and fresh food. The final setup includes tents, seating, refreshments, a donation point and equipment that must be tested 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
Publish opening hours
Send invitations
2 people
Announce event online
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Plan guided tours
2 people
Check animal enclosures
2 people
Set the route for visitors
2 people
Make print reservation
Design information boards
2 people
Print floor plan
Print volunteer instructions
Check the shopping list
2 people
Do the shopping
2 people
Set up non-perishable supplies
2 people
Keep fresh produce cool
2 people
Clean animal enclosures
3 people
Prepare animal feed
2 people
Mark off the visitor route
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the information desk
2 people
Set up the donation point
2 people
Set up the sales table
2 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare snacks
3 people
Hang decorations
2 people
Place signs along the route
2 people
Check toilets
Test audio and microphone
2 people

Event

Welcome volunteers
2 people
Brief volunteers
2 people
Welcome visitors
3 people
Register sign-ups
2 people
Explain the program
Guide tours
4 people
Demonstrate hedgehog care
2 people
Answer visitors' questions
3 people
Supervise children's activity
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Handle sales and donations
2 people
Collect waste along the way
2 people
Check animals in between
2 people
Supervise the final tour
3 people
Wave Visitors Off Warmly
2 people
Secure donation money
2 people
Store leftovers in the fridge
2 people
Evening check of animal enclosures
2 people

Aftercare

Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
2 people
Wash dishes
3 people
Clean coffee station
2 people
Empty trash bins
2 people
Sweep and mop the venue
3 people
Remove information signs
2 people
Gather borrowed materials
2 people
Check and clean materials
2 people
Return materials
2 people
Put supplies back
2 people
Update donation records
2 people
Send thank-you message
Publish photos and posts

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 50
Beer tablesqty 4
Changing room screenqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Knivesqty 6
Tongs and serving spoonsqty 8
Measuring cupsqty 2

Equipment

Mobile sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Cash register
Cash box
Payment terminal
Camera

Lighting

String lightsqty 6
Battery lanternsqty 6

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 10
Flower arrangementsqty 6
Chalkboardsqty 6
Balloon pumpqty 2

Animal care

Transport boxesqty 4
Feed bowlsqty 12
Water tubsqty 12
Glovesqty 20
Flashlightsqty 4
Measuring tapesqty 2
Digital scalesqty 2
Animal care signsqty 8

Cleaning

Bucketsqty 4
Mopsqty 3
Broom setsqty 3
Dustpan and brushqty 3
Waste binsqty 8
Laundry basketsqty 4

Catering

Groceries

Tips

Set the date, opening hours and tour schedule at least 4 weeks ahead. This gives you time to process registrations, collect dietary requirements and assign enough volunteers to each tour and visitor area.
Finish the visitor route before printing the floor plan and information boards. Walk it once with the enclosure checks completed, then mark off restricted areas so guests cannot accidentally enter animal-care spaces.
Prepare non-perishable supplies the day before, but keep fresh produce chilled until needed. Allow at least 60 minutes before opening to prepare animal feed, check coolers and set out cups, plates and serving utensils.
Give volunteers written instructions before the event and hold a 15-minute briefing on arrival. Cover the guided-tour route, enclosure boundaries, donation point, information desk and who handles questions or incidents.
Test the mobile sound system, microphones, extension cords and power strips before guests arrive. Put up party tents, tables and chairs first, then add signage, lighting and decorations so the working areas remain clear during setup.

Frequently asked questions

How far in advance should I plan a hedgehog shelter open day?: Set the date and publish the programme at least 4 weeks before the open day. Send invitations and announce it online early enough to process registrations and identify dietary requirements.
How many volunteers do I need for a hedgehog shelter open day?: Plan at least one volunteer for the information desk, one for the donation point and one guide per tour group. Add a small reserve team, ideally 2 extra people, for breaks and unexpected visitor numbers.
When should I prepare the animal feed and fresh food?: Prepare animal feed on the event day, allowing at least 60 minutes before opening. Keep fresh produce cool until it is needed, while setting up non-perishable refreshments and tableware the day before.
When should I set up the visitor route and signage?: Set and test the visitor route at least 1 day before the event, then mark it off during final setup. Print the floor plan and information boards only after the route and enclosure access points have been checked.

Start this plan in Lizzt

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