How to organise a cemetery open day

A cemetery open day needs more than a date and a few tour guides. Start by fixing the opening hours, programme and tour capacity, then work through permissions, access, historical accuracy and privacy. Visitors need clear directions, registration details and a comfortable place to wait between tours. Plan the practical work early: routes, information boards, volunteers, refreshments and weather cover can all affect the day.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm the date and opening hours
2
Plan tours and the program
2 people
3
Arrange speakers and guides
2 people
4
Make reservations for materials
5
Check permits and notifications
6
Send invitations
2 people
7
Announce the open day online
8
Process registrations
9
Collect dietary requirements
10
Check accessibility
2 people
11
Check the wheelchair route
2 people
12
Check the tour routes
2 people
13
Check historical information
2 people
14
Mark privacy-sensitive graves
2 people
15
Create photography policy
16
Schedule volunteers
2 people
17
Create volunteer instructions
18
Check the weather forecast
19
Do the shopping
2 people
20
Collect materials
2 people
21
Chill drinks
2 people
22
Prepare information boards
2 people
23
Lay out attendance lists and badges
24
Check the venue for safety
2 people
25
Clean Paths and Entrance
3 people
26
Check and Refill Toilets
27
Build party tents
4 people
28
Set up tables
3 people
29
Set up chairs
3 people
30
Set up the reception desk
2 people
31
Set up information tables
3 people
32
Set up signage
2 people
33
Set up lighting
2 people
34
Test sound system
2 people
35
Set up coffee station
2 people
36
Display snacks
2 people
37
Brief guides
2 people
38
Brief volunteers
2 people

Event

39
Welcome visitors
4 people
40
Register sign-ups
2 people
41
Explain the program
42
Guide tours
4 people
43
Provide historical explanation
2 people
44
Answer visitors' questions
3 people
45
Serve coffee and tea
2 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Empty trash bins
2 people
49
Check toilets periodically
50
Keep pathways clear
2 people
51
Maintain calm and respect
2 people
52
Monitor photography arrangements
53
Supervise the final tour
2 people
54
Guide visitors to the exit
2 people

Aftercare

55
Close the coffee point
2 people
56
Cool unused food
2 people
57
Clear tables and chairs
4 people
58
Take down party tents
4 people
59
Remove signage
2 people
60
Sort and remove waste
3 people
61
Wash dishes and glassware
2 people
62
Clean the venue
3 people
63
Final cleaning of the toilets
2 people
64
Turn off the sound system
65
Remove lighting
2 people
66
Inventory materials
2 people
67
Return borrowed materials
2 people
68
Register lost and found items
69
Securely archive registration details
70
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
High tablesqty 4
Tableclothsqty 8
Folding Chairs for Toursqty 12

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Thermos flasksqty 6
Clipboardsqty 6
Pensqty 30
Walkie-talkiesqty 6
Power banksqty 4

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 6
Spare batteriesqty 12

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving bowlsqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6
Coolersqty 2

Decorations

Information boardsqty 12
Program standsqty 4
Flower arrangementsqty 4
Name badgesqty 80
Table numbersqty 8
Directional signsqty 12
Fence tapeqty 4
Barrier postsqty 12

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8
Trash bag holdersqty 8
Toilet brushesqty 2
Hand soap dispensersqty 4

Safety

First aid kitsqty 2
Flashlight vestsqty 6
Fire extinguishersqty 2

Catering

Groceries

Tips

Set the programme before inviting people. Allow time between tours for groups to return, and decide how many visitors each guide can safely manage rather than accepting unlimited registrations.
Check permits, notifications and insurance requirements several weeks before the event. Also confirm whether temporary tents, amplified sound or food service need separate approval.
Walk every tour route with a wheelchair and a stopwatch. Record uneven paths, narrow access points and rest locations, then adjust the route or provide folding chairs before publishing the programme.
Agree on privacy and photography rules before promotion. Mark privacy-sensitive graves, brief guides on what they may discuss, and put the policy on the registration information and at the entrance.
Schedule volunteers in shifts with written instructions. Keep separate people for welcoming visitors, checking attendance, guiding tours and monitoring refreshments, so one delay does not stop the whole programme.

Frequently asked questions

How far in advance should you plan a cemetery open day?: Start the main planning at least 8 weeks ahead. Confirm the date, opening hours, permissions, speakers, guides and tour routes first; send invitations and publish the programme once those details are stable.
How long should a cemetery open day tour last?: Allow about 45 to 60 minutes for a guided tour, followed by at least 15 minutes for the group to return and the next visitors to gather. Build in extra time if the route includes stairs, narrow paths or several rest stops.
How do you make a cemetery open day wheelchair accessible?: Check the full route in advance, including the entrance, toilets, seating and information boards. Provide an accessible alternative if any section cannot be used, and publish the route details at least 1 week before registration closes.
What should volunteers do at a cemetery open day?: Give each volunteer a written role and arrival time, with a briefing 30 to 45 minutes before opening. Assign separate people to welcome visitors, manage attendance lists, lead tours, answer questions and check paths or refreshments.

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.