Holiday Park Open Day Checklist

A holiday park open day runs smoothly when visitors know where to go, guides know what to say, and refreshments are ready before the first tour. This checklist takes you from setting the date and opening registrations to preparing maps, children’s activities, catering and the site itself. Allow extra time for dietary requirements, delivery checks and weather-dependent setup. The final inspection should cover both visitor routes and practical details such as chilled drinks, name badges and clearly marked parking.

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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
Draft invitations
2 people
Send invitations
2 people
Publish open day online
Process registrations
2 people
Collect dietary requirements
Book tours
Confirm deliveries
Create map and route
2 people
Plan parking route
2 people
Print the activity schedule
Prepare name badges
2 people
Brief guides
3 people
Prepare children's activities
3 people
Gather promotional materials
2 people
Check stock
2 people
Do the shopping
3 people
Pick up chilled products
2 people
Chill drinks
2 people
Prepare snacks
4 people
Portion the catering
3 people
Distribute materials by post
3 people
Check the weather forecast
Inspect the site
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the information desk
2 people
Set up the catering buffet
4 people
Set up kids' corner
3 people
Mark tour points
2 people
Put up parking signs
2 people
Put up route signs
2 people
Hang decorations
3 people
Connect speakers
2 people
Check power outlets
2 people
Restock the toilets
2 people
Set out snacks and drinks
4 people

Event

Staff the registration table
2 people
Welcome visitors
3 people
Distribute program
2 people
Direct parking traffic
2 people
Give the first tour
2 people
Give the second tour
2 people
Supervise children's activities
3 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Staff the information desk
2 people
Answer visitor questions
2 people
Give the third tour
2 people
Give the fourth tour
2 people
Restock activity supplies
2 people
Assist at the photo spot
Inform last visitors
2 people
Close catering
3 people
See visitors out
2 people

Aftercare

Remove decorations
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Switch off equipment
2 people
Collect tableware and glasses
3 people
Wash dishes
3 people
Sort and remove waste
3 people
Store catering chilled
2 people
Clean the grounds
3 people
Thoroughly clean the toilets
2 people
Return materials
2 people
Empty and clean coolers
2 people
Store leftover groceries
2 people
Remove route signs
2 people
Store promotional materials
Return rental items
2 people

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 8
Buffet tablesqty 4
Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 12
Tableclothsqty 14
Information desk
Children's stoolsqty 12

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 100
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving tongsqty 10
Coffee potsqty 4
Teapotsqty 3
Milk jugsqty 4
Sugar bowlsqty 4

Catering

Water jugsqty 8
Drink dispensersqty 4
Coolersqty 6
Ice packsqty 30
Thermos flasksqty 6
Serving traysqty 8
Pastry sticksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Bluetooth speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 8
Photo backdrop
Windsocksqty 4

Information

Information boardsqty 8
Route signsqty 12
Parking signsqty 6
Program flyersqty 250
Floor plansqty 250
Name badgesqty 40
Pensqty 20
Clipboardsqty 8
Registration formsqty 250

Sports equipment

Footballsqty 6
Conesqty 20
Skipping ropesqty 8
Bubble solutionqty 12
Colored pencilsqty 30
Coloring pagesqty 150
Gamesqty 8

Safety

First aid kitsqty 2
Flashlightsqty 4
Barrier tapeqty 4
Non-slip matsqty 8

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning cartsqty 2
Washing-up basinsqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Kitchen scalesqty 10
Frying pansqty 2
Kitchen tongsqty 6
Aluminum foilqty 4
Food storage containersqty 12

Groceries

Groceries

Tips

Set the date and publish the programme before sending invitations. Keep registrations open long enough to collect numbers, dietary requirements and expected arrival times rather than relying on walk-ins.
Plan the visitor flow before printing anything. Use the site map to connect parking, the information desk, tour meeting points, activity areas and catering, then brief guides on the same route.
Prepare visitor materials at least one working day ahead. Sort name badges, schedules and promotional materials by location or group so staff are not assembling packs at the information desk.
Complete the food and drink check in two stages: confirm stock and deliveries first, then shop for missing items. Pick up chilled products close to the event, chill drinks and portion snacks before guests arrive.
Treat weather and tents as a timed dependency. Check the forecast 48 hours before opening, inspect the site, and build party tents only after confirming the ground, access routes and furniture layout.

Frequently asked questions

How far in advance should I plan a holiday park open day?: Start planning at least 6 to 8 weeks before the open day. Set the date and programme first, then allow time for invitations, registrations, tours, deliveries and staff briefings.
When should invitations for a holiday park open day be sent?: Send invitations about 4 weeks before the event and keep registrations open for at least 2 weeks. Set a clear closing date so dietary requirements, tour groups and catering quantities can be confirmed.
When should I check the weather for an open day?: Check the forecast 48 hours before the event and again on the morning itself. Use the first check to confirm tents, routes and activities, and the final check to adjust setup and staff instructions.
How early should catering be prepared for a holiday park open day?: Finish portioning snacks and setting out serving equipment 60 to 90 minutes before opening. Chill drinks beforehand, collect chilled products as late as practical, and leave time to check coffee, tea and water stations.

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