How to organise a castle open day

A castle open day works best when visitors move through the building in small, timed groups rather than arriving everywhere at once. Start with the date, opening hours and tour programme, then open reservations before arranging catering and room layouts. Build the visitor route around accessibility, fragile objects and restricted areas. In the final week, confirm numbers, dietary requirements, deliveries, keys and access passes so the day does not depend on last-minute decisions.

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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
Plan guided tours
2 people
3
Open tour reservations
4
Send invitations
2 people
5
Publish open day online
6
Process registrations
7
Collect dietary requirements
8
Send visitor information
9
Divide the tour groups
2 people
10
Determine catering quantities
2 people
11
Check the shopping list
2 people
12
Order catering
13
Confirm the drink delivery
14
Determine route through the castle
2 people
15
Check rooms for accessibility
2 people
16
Screen off fragile items
2 people
17
Collect keys and access passes
18
Check the weather forecast
19
Do the shopping
3 people
20
Set aside dietary products
2 people
21
Store drinks refrigerated
2 people
22
Print the schedule and maps
2 people
23
Prepare name badges
2 people
24
Prepare cash register and change
2 people
25
Set up tables and chairs
4 people
26
Set up the reception desk
2 people
27
Set up catering tables
3 people
28
Put up tour signs
2 people
29
Hang up floor plans
2 people
30
Hang decorations
3 people
31
Test the lighting
2 people
32
Test sound system
2 people
33
Lay out tour materials
2 people
34
Prepare coffee and tea
3 people
35
Prepare snacks
4 people
36
Check toilets
37
Place waste stations
2 people
38
Briefing for reception team
3 people
39
Give the guide briefing
4 people

Event

40
Open entrance
2 people
41
Welcome visitors
4 people
42
Check off registrations
2 people
43
Distribute program
2 people
44
Guide tours
4 people
45
Guide the open viewing
3 people
46
Answer visitors' questions
3 people
47
Serve coffee and tea
3 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Collect tableware
2 people
51
Check toilets periodically
52
Empty trash bins during the event
2 people
53
Check lighting level
54
Announce evening program
55
Supervise the final tour
2 people
56
Guide visitors to the exit
3 people
57
Close the entrance and cash register
2 people

Aftercare

58
Catering breakdown
3 people
59
Clear away furniture
4 people
60
Remove decorations
3 people
61
Wash dishes
3 people
62
Collect waste
3 people
63
Clean the rooms
4 people
64
Thoroughly clean the toilets
2 people
65
Check materials
2 people
66
Return borrowed materials
2 people
67
Store leftover catering
2 people
68
Remove signs and posters
2 people

What to bring

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

Furniture

Tablesqty 14
Chairsqty 180
High tablesqty 8
Tableclothsqty 14
Coat racksqty 2
Clothes hangersqty 120
Bollardsqty 12

Tableware

Coffee cupsqty 180
Glassesqty 220
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving plattersqty 16
Serving spoonsqty 16

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Food containersqty 12

Equipment

Laptopsqty 2
Card machinesqty 2
Handheld microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Rechargeable flashlightsqty 6

Lighting

Atmosphere lightsqty 12
LED string lightsqty 8

Decorations

Welcome bannersqty 3
Buntingqty 10
Flower arrangementsqty 8
Table signsqty 20
Balloonsqty 100
Balloon pumpqty 2
Ropeqty 2
Tapeqty 6
Cable tiesqty 100

Information

Program bookletsqty 220
Floor plansqty 220
Tour signsqty 12
Name badgesqty 50
Badge holdersqty 50
Pensqty 30
Clipboardsqty 8
Directional signsqty 20
Notification formsqty 30
Visitor book
Wristbandsqty 220

Safety

First aid kitsqty 2
Flashlightsqty 6
High-visibility vestsqty 12
Non-slip matsqty 8

Cleaning

Waste binsqty 12
Trash can coversqty 20
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Microfiber clothsqty 20
Glovesqty 20
Hand soap dispensersqty 8

Catering

Groceries

Tips

Set the tour schedule before publishing the event. Use fixed starting times and divide registered visitors into groups early enough to print group lists, name badges and maps.
Close or screen off fragile displays before setting up visitor routes. Check every room for accessibility and decide where bollards, signs or staff are needed at least one day before opening.
Use registration numbers to calculate catering instead of estimating from invitations. Set aside dietary products separately, and keep drinks refrigerated until service.
Send visitor information several days before the event with arrival instructions, tour times, accessibility details and any limits on photography or restricted areas.
Complete the practical setup in the final hours: collect keys and access passes, check the weather, test microphones and speakers, prepare the cash register and change, and leave enough time to arrange tables and chairs.

Frequently asked questions

How far in advance should I open reservations for a castle open day?: Open reservations as soon as the programme and tour times are fixed, preferably at least 3 to 4 weeks before the event. This gives you time to process registrations, collect dietary requirements and divide visitors into manageable groups.
How many visitors should be in one castle tour group?: Choose a group size that fits the narrowest room and keeps the guide audible; 10 to 20 visitors is a practical starting range. Confirm the final number after checking the route, accessibility and any fragile displays.
When should I order catering for a castle open day?: Order catering after reservations have produced a reliable headcount, usually 7 to 10 days before the event. Recheck registrations and dietary requirements 2 to 3 days beforehand, then confirm the delivery time.
What should I check the day before a castle open day?: Check the weather forecast, route, room access, keys, passes, screens for fragile items and all equipment the day before. Print schedules and maps, refrigerate drinks and keep dietary products clearly separated before visitors arrive.

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.