How to organise a children's farm open day

Start by fixing the date, opening hours and visitor capacity before planning activities or sending invitations. A farm open day needs two plans running together: a safe route for visitors and a workable schedule for animal care, volunteers and refreshments. Check permits, enclosures, toilets and power early, then build the programme around the farm’s daily routine. Registrations and dietary requirements give you the numbers needed for food, seating and staffing rather than leaving everything to guesswork.

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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 date and opening hours
2 people
2
Check permits and notifications
3
Inform animal care
4
Recruit volunteers
2 people
5
Send invitations
2 people
6
Publish open day online
7
Process registrations
8
Collect dietary requirements
9
Reserve grocery delivery
10
Check toilets
11
Check power outlets
2 people
12
Check animal enclosures
2 people
13
Set the route for visitors
2 people
14
Create the program and floor plan
2 people
15
Create the volunteer schedule
16
Check activity materials
2 people
17
Check animal feed stock
18
Order shopping list
19
Receive deliveries
2 people
20
Store non-perishable stock
2 people
21
Keep chilled products cool
2 people
22
Prepare decorations
2 people
23
Make name badges for volunteers
24
Check the weather forecast
25
Inspect the site
2 people
26
Feed the animals
2 people
27
Build party tents
4 people
28
Set up tables and chairs
4 people
29
Set up the reception desk
2 people
30
Set up catering tables
3 people
31
Chill drinks
2 people
32
Set up coffee and tea station
2 people
33
Prepare snacks
3 people
34
Prepare animal feed portions
2 people
35
Set up cuddle corner safely
2 people
36
Set up children’s activities
3 people
37
Place information signs
2 people
38
Place route arrows
2 people
39
Place waste stations
2 people
40
Test sound system
2 people
41
Brief volunteers
3 people
42
Conduct a safety check
2 people

Event

43
Welcome visitors
3 people
44
Announce the program
45
Guide tours
3 people
46
Supervise animal feeding
3 people
47
Supervise the cuddle corner
2 people
48
Supervise children's activities
3 people
49
Serve coffee and tea
2 people
50
Serve snacks
2 people
51
Refill drinks
2 people
52
Empty trash bins
2 people
53
Check toilets
54
Check grounds and animals
2 people
55
Announce the final program item
56
Guide visitors to the exit
3 people
57
Close off and feed the animals
2 people

Aftercare

58
Close catering
3 people
59
Collect tableware
3 people
60
Sort and remove waste
3 people
61
Clear tables and chairs
4 people
62
Take down party tents
4 people
63
Clean the grounds
3 people
64
Wash dishes
2 people
65
Check refrigerated products
66
Remove decorations
2 people
67
Return materials
2 people
68
Return borrowed items
2 people
69
Store leftover stock
70
Inspect animal enclosures again
2 people
71
Thoroughly clean the sanitary facilities
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 60
High tablesqty 4
Reception desk
Clothes racksqty 2
Blanketsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pliersqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Sound system
Microphone
Extension cordsqty 6
Power stripsqty 6
First aid kit
Flashlightsqty 4
Rechargeable batteriesqty 16
Cash box
Payment terminal
Power banksqty 3

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Measuring cupsqty 3
Ice packsqty 20
Cold thermometersqty 4
Food boxesqty 12
Thermos bottlesqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 12
Name badgesqty 40
Chalkboardsqty 8
Markersqty 12
Program postersqty 20
Floor plansqty 150
Route arrowsqty 20
Painter's tapeqty 6
Cable tiesqty 200

Lighting

LED light stringsqty 6
Battery lanternsqty 8

Sports equipment

Wooden throwing gameqty 2
Hoopsqty 10
Soft ballsqty 12
Skipping ropesqty 8
Coloring pagesqty 150
Colored pencilsqty 10
Animal quiz cardsqty 100
Water tubsqty 6
Barricadesqty 12
Work glovesqty 12

Catering

Groceries

Cleaning

Bucketsqty 4
Broom setsqty 3
Mopsqty 3
Waste binsqty 10
Glovesqty 12
Paper towel dispensersqty 4

Tips

Set the visitor route before publishing the programme. Mark entrances, animal areas, activity points, toilets and the refreshment area, then check that queues will not block gates or animal-care access.
Recruit volunteers with fixed shifts, not just a general sign-up list. Cover reception, route guidance, activities, refreshments and animal areas, and keep at least one person available to handle breaks or an unexpected absence.
Use registrations to calculate supplies and staffing at least 7 days before the event. Record dietary requirements separately, reserve grocery delivery early, and keep chilled products cool as soon as they arrive.
Inspect the site and animal enclosures before opening, then repeat the check on the morning itself. Look for loose barriers, blocked paths, wet or slippery areas, full bins and anything visitors could touch or trip over.
Check power before placing coffee machines, kettles, the sound system or lighting. Test extension cords and power strips in position, keep cables away from walkways, and prepare a weather alternative for outdoor activities at least 24 hours ahead.

Frequently asked questions

How far in advance should I plan a children's farm open day?: Start the main plan at least 8 weeks ahead. Check permits, set opening hours, recruit volunteers and publish registration details early; final numbers, food quantities and the volunteer schedule can be confirmed 7 days before the event.
How many volunteers do I need for a children's farm open day?: Plan one named volunteer for each active station or responsibility, plus at least 2 floaters for breaks, queues and problems. Add extra coverage for animal areas and reception during the busiest opening and closing periods.
When should I check the animals and enclosures?: Inspect every enclosure during the final site check on the day before opening and again on the morning of the event. Animal care staff should confirm feeding, access restrictions and any areas that must remain closed before visitors arrive.
How do I plan food and drinks for the open day?: Use registrations and dietary requirements to place the grocery order at least 7 days in advance. Keep chilled items cold on delivery, store non-perishables separately, and prepare a clear serving area with cups, plates and cutlery before opening.

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