How to organise a beekeeping open day

Start by fixing the date, opening hours and the main visitor journey before arranging activities or refreshments. A beekeeping open day needs a clear separation between the hives and public areas, with demonstrations and guided tours timed around the available beekeepers. Then check permits, insurance, toilets, weather plans and volunteer cover. Confirm registrations and dietary requirements early, because these details affect seating, food service and staffing on the day.

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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

1
Set the date and program
2 people
2
Set opening and closing times
3
Check permits and notifications
4
Check insurance and liability
5
Make toilet facility reservations
6
Create site map
2 people
7
Determine a safe visitor route
2 people
8
Separate the beehive and the visitor area
2 people
9
Plan beekeeping demonstrations
2 people
10
Schedule guided tours
2 people
11
Choose activities for children
2 people
12
Determine the product range
2 people
13
Check honey stock
14
Check product labels
15
Send invitations
2 people
16
Publish open day online
17
Inform neighborhood and associations
2 people
18
Process registrations
19
Collect dietary requirements
20
Recruit volunteers
2 people
21
Create the volunteer schedule
2 people
22
Create volunteer instructions
2 people
23
Create a safety instruction for beekeepers
2 people
24
Monitor the weather forecast
25
Confirm the program with visitors
26
Check the shopping list
2 people
27
Purchase honey and products
2 people
28
Buying fresh catering
2 people
29
Chill drinks
2 people
30
Collect materials
3 people
31
Set out honey products
2 people
32
Mow and inspect the grounds
2 people
33
Mark the parking and bike zone
2 people
34
Build party tents
4 people
35
Set up tables and chairs
4 people
36
Mark off the visitor route
2 people
37
Place information signs
2 people
38
Set up sales booth
2 people
39
Set up a tasting area
2 people
40
Set up kids' corner
2 people
41
Set up the coffee and tea station
2 people
42
Test sound system
43
Set out bee suits and demo materials
2 people
44
Prepare snacks
3 people
45
Check toilets
46
Place waste stations
2 people
47
Welcome volunteers
2 people
48
Give the safety briefing
2 people

Event

49
Staff the entrance
2 people
50
Welcome visitors
2 people
51
Explain the program
52
Guide tours
3 people
53
Demonstrate bee life
2 people
54
Lend bee suits
2 people
55
Guide children
2 people
56
Offer honey for tasting
2 people
57
Serve snacks
2 people
58
Serve coffee and tea
2 people
59
Refill drinks
2 people
60
Staff the sales booth
2 people
61
Replenish sales stock
62
Empty trash bins
2 people
63
Check toilets periodically
64
Answer visitor questions
2 people
65
Announce the final tour
66
Guide visitors to the exit
2 people
67
Close sales and cash register
2 people
68
Close the bee yard again
2 people

Aftercare

69
Collect tableware
3 people
70
Store leftovers safely
2 people
71
Take down tables and chairs
4 people
72
Take down party tents
4 people
73
Remove decorations
2 people
74
Sort and remove waste
3 people
75
Wash dishes
3 people
76
Clean coffee station
2 people
77
Clean the restrooms
2 people
78
Leave the site clean
3 people
79
Return materials
2 people
80
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Folding chairsqty 70
Bar stoolsqty 6
Market tablesqty 3
Tablecloth setsqty 8
Clothes racksqty 2

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 5
Power stripsqty 5
Portable sound system
Microphoneqty 2
Cash register
Payment terminal
Handheld megaphone

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 8
Serving spoonsqty 8
Thermos flasksqty 5
Measuring cupsqty 3
Ice packsqty 12

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Bowlsqty 30
Cutlery setsqty 100
Teaspoonsqty 50
Serving tongsqty 8

Decorations

Honeycomb decorationqty 12
Buntingqty 6
Flower arrangementsqty 6
Chalkboardsqty 8
Table numbersqty 8
Price holdersqty 20
Wayfinding signsqty 10

Lighting

String lightsqty 6
LED lampsqty 10

Safety

Bee suitsqty 8
Beekeeper hatsqty 10
Protective glovesqty 12
Crowd control barriersqty 12
Rolls of barrier tapeqty 4
First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 4

Cleaning

Bucketsqty 4
Cleaning cartsqty 2
Broom setsqty 3
Mopsqty 4
Hand broomsqty 4
Trash binsqty 8

Catering

Groceries

Tips

Set the programme around the hive demonstrations first, then add guided tours and children’s activities. Leave at least 15 minutes between activities so groups can move safely without blocking the visitor route.
Draw the site map before hiring or placing tents, tables and chairs. Mark the hive boundary, entrance, toilets, refreshments, sales area and an alternative route for visitors who cannot join a demonstration.
Recruit enough volunteers for separate roles: welcome and registration, visitor-flow control, refreshments, sales and beekeeper support. Give each person written instructions and a shift schedule at least one week before the open day.
Check honey stock and product labels before publishing the product range. If visitors can buy honey or other products, test the cash register and payment terminal and prepare a clear way to handle queues.
Watch the weather forecast from seven days before the event and make the final call 24 hours ahead. Confirm the programme with registered visitors if a demonstration, tour or outdoor activity must change.

Frequently asked questions

How far in advance should I plan a beekeeping open day?: Start planning at least 8 to 12 weeks ahead. Use the first two weeks to set the date, programme and opening hours, then allow time for permits, insurance, volunteers, invitations and site planning.
How do I keep visitors safe around beehives?: Create a marked visitor route and keep the hive area physically separate from public space. Assign at least one trained person to each demonstration group and brief all beekeepers and volunteers before visitors arrive.
How many volunteers do I need for a beekeeping open day?: For a small open day, plan on at least 1 volunteer for every 15 to 20 visitors, plus the beekeepers leading demonstrations. Add separate cover for registration, refreshments, sales and visitor-flow control rather than asking one person to do everything.
When should I confirm the programme with visitors?: Send the initial programme with the invitation and confirm it again 2 to 3 days before the event. Include arrival instructions, the demonstration times, any registration details and what will happen if weather changes the schedule.

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