How to organise a care farm open day

Start with the visitor journey, not the buffet. Decide how guests will register, where they will arrive, which walking route they will follow and when they will meet the animals. Then build the day backwards: confirm numbers, check safety and facilities, prepare food and drinks, and set up the site in that order. A care farm open day needs extra attention to animal enclosures, hazardous areas, toilets, power and clear signs, because small delays quickly affect every visiting group.

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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
Send invitations
2 people
2
Open the registration form
3
Process registrations
4
Collect dietary requirements
5
Print the visitor list
6
Prepare route signs
2 people
7
Check animal enclosures
2 people
8
Clean animal enclosures
3 people
9
Prepare animal feed
2 people
10
Check the walking route
2 people
11
Mark Off Hazardous Areas
2 people
12
Check power outlets
2 people
13
Do the shopping
2 people
14
Stock the refrigerators
2 people
15
Set up tables
3 people
16
Set up chairs
3 people
17
Build party tents
4 people
18
Set up info booth
2 people
19
Hang decorations
2 people
20
Set up the buffet
3 people
21
Prepare snacks
4 people
22
Chill drinks
2 people
23
Set up coffee station
2 people
24
Check toilets

Event

25
Staff the registration desk
2 people
26
Welcome visitors
2 people
27
Guide tours
3 people
28
Supervise animal activities
3 people
29
Serve the buffet
3 people
30
Serve coffee and tea
2 people
31
Refill drinks
2 people
32
Empty trash bins
2 people
33
Clean the toilets in between
34
Wave goodbye to visitors
2 people

Aftercare

35
Clear buffet
3 people
36
Wash dishes
3 people
37
Clear tables and chairs
4 people
38
Take down party tents
4 people
39
Clean the grounds
3 people
40
Bring the animals back
2 people
41
Store chilled products
2 people
42
Dispose of waste
2 people
43
Store materials clean and dry
2 people
44
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
High tablesqty 4
Waste binsqty 8

Tableware

Reusable platesqty 80
Reusable bowlsqty 40
Reusable cupsqty 120
Coffee cupsqty 60
Cutlery setsqty 80
Serving plattersqty 12
Pouring jugsqty 8

Catering

Groceries

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 4
Bluetooth speakersqty 2
Microphone
Portable battery packqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bread knivesqty 3
Measuring cupsqty 3
Serving tongsqty 8
Storage binsqty 12
Coolers with ice packsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 12
Flower arrangementsqty 8
Information boardsqty 12
Name badgesqty 80

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 4
Litter pickersqty 2

Animal care

Feed bowlsqty 8
Hand brushesqty 6
Fence panelsqty 12
Wheelbarrowsqty 2

Safety

First aid kitsqty 2
Barrier tapeqty 4
Work glovesqty 12
Flashlightsqty 4

Information

Route mapsqty 100
Pensqty 20
Clipboardsqty 6
Tapeqty 6
Waterproof markersqty 12

Tips

Close registration early enough to print an accurate visitor list and collect dietary requirements. Give yourself at least one working day to process changes and brief the registration desk.
Walk the full visitor route before guests arrive, including every sign, enclosure and toilet stop. Mark hazardous areas clearly and check that visitors cannot accidentally enter restricted spaces.
Complete animal checks and cleaning before setting up decorations or catering. Prepare feed separately so the animal activities do not compete with buffet preparation during the final setup.
Test every power outlet before connecting coffee machines, kettles, speakers or a microphone. Use extension cords and power strips only after checking their placement, and keep a portable battery pack available for essential communication.
Set up the arrival point first, then tables and chairs, the information booth, refreshments and signs. Chill drinks and place reusable tableware shortly before opening so the service area stays orderly and clean.?

Frequently asked questions

How far in advance should I plan a care farm open day?: Begin planning at least 6 to 8 weeks before the event. Aim to close registrations 1 to 2 working days before opening so you can print the visitor list and confirm dietary requirements.
How do I prepare the farm for visitors?: Check and clean every animal enclosure, walk the visitor route and mark hazardous areas before setup begins. Complete these checks no later than the morning before the open day, then repeat a quick safety walk on the day itself.
How many staff do I need for a care farm open day?: Use at least one person at the registration desk and separate people for animal areas, refreshments and general visitor support. Add one extra floating helper for every busy arrival period or group that needs assistance.
When should I set up food and drinks for an open day?: Set tables, chairs and the buffet area first, then prepare snacks and the coffee station on the day. Chill drinks several hours before opening, while placing reusable cups, plates and serving utensils shortly before visitors arrive.

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