How to organise a children's farm open day

Start with the visitor flow, not the decorations. Set the date, opening hours and animal programme first, then build registrations, volunteer shifts and food quantities around the expected attendance. On the final week, check the forecast, inspect every enclosure, portion the feed and confirm deliveries. On the day itself, families should be able to find the entrance, activities, toilets and payment point without asking a volunteer every few minutes.

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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
Publish opening hours
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Assign volunteers
2 people
7
Make reservations
8
Confirm deliveries
9
Check the weather forecast
10
Check the animal program
2 people
11
Inspect animal enclosures
2 people
12
Extra animal care
2 people
13
Prepare feed portions
2 people
14
Do the shopping
3 people
15
Collect materials
2 people
16
Chill drinks
2 people
17
Prepare snacks
3 people
18
Make allergen labels
19
Prepare route signs
2 people
20
Prepare children's activities
3 people
21
Test the cash register and card terminal
2 people
22
Prepare cash float
23
Hang up signage
2 people
24
Build party tents
4 people
25
Set up tables and chairs
4 people
26
Set up the information booth
2 people
27
Set up the checkout point
2 people
28
Set up the catering buffet
3 people
29
Set up coffee and tea station
2 people
30
Fill coolers
2 people
31
Hang decorations
3 people
32
Mark off the play area
2 people
33
Set up cuddle corner safely
2 people
34
Check toilets
35
Brief volunteers
2 people
36
Create animal rest before opening
2 people
37
Carry out opening check
3 people

Event

38
Welcome visitors
4 people
39
Explain the program
40
Staff the information booth
2 people
41
Staff the cash register
2 people
42
Guide animals around
2 people
43
Facilitating Feeding Time
3 people
44
Supervise the cuddle corner
3 people
45
Supervise children's activities
4 people
46
Guide pony rides
4 people
47
Moderate the quiz round
2 people
48
Serve snacks
3 people
49
Serve drinks
3 people
50
Refill drinks
2 people
51
Refill coffee and tea
2 people
52
Empty trash bins
2 people
53
Clean the toilets in between
2 people
54
Check animal welfare
2 people
55
Provide animal rest breaks
2 people
56
Inform last visitors
2 people
57
See visitors out
3 people

Aftercare

58
Bring the animals back
3 people
59
Clean up catering
3 people
60
Wash dishes
3 people
61
Take down tables and chairs
4 people
62
Take down party tents
4 people
63
Remove decorations
2 people
64
Collect waste
3 people
65
Clean the grounds
4 people
66
Final cleaning of the toilets
2 people
67
Check animal enclosures
2 people
68
Count inventory
2 people
69
Clean materials
3 people
70
Return materials
2 people
71
Return borrowed items
2 people
72
Deposit cash proceeds
2 people
73
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Beer tablesqty 4
Bar stoolsqty 6
Clothes racksqty 2

Tableware

Reusable drinking cupsqty 150
Reusable coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Serving traysqty 6

Equipment

Card machinesqty 2
Cash box
Extension cordsqty 6
Power stripsqty 6
Mobile phoneqty 2
Megaphone
Handheld microphone

Lighting

LED light stringsqty 6
Outdoor lightsqty 4

Decorations

Buntingqty 8
Balloon archesqty 2
Tableclothsqty 10
Info boardsqty 8
Chalkboardsqty 4
Directional signsqty 12

Sports equipment

Conesqty 20
Barrier tapeqty 4
Wooden wheelbarrowsqty 3
Hoopsqty 8
Ballsqty 10
Ring toss setsqty 3
Face paint setsqty 3
Colored pencilsqty 24
Coloring pagesqty 150
Pony bridlesqty 4
Grooming kits for poniesqty 4

Cleaning

Waste binsqty 10
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 4
Dustpan and brushqty 3
Hand soap dispensersqty 6

Catering

Groceries

Tips

Publish the opening hours and programme before sending invitations, then close registrations early enough to collect dietary requirements and make realistic food and volunteer plans.
Give each volunteer a defined shift and location. Assign separate people to animal care, children’s activities, the entrance and payments so one queue or enclosure check does not stop the whole day.
Prepare feed portions before visitors arrive and inspect the animal enclosures on the same morning. Keep extra animal care tasks separate from public activities so animals are not left unattended.
Set up route signs, activity areas, tables and chairs before opening, and test the card terminal, cash register and cash float with at least 30 minutes to spare. Keep extension cords and power strips away from walking routes.
Prepare allergen labels before serving snacks, chill drinks in advance and keep coffee, tea and water at a clearly marked point. Build party tents and check outdoor lighting as soon as the weather forecast looks uncertain.

Frequently asked questions

How far in advance should I plan a children's farm open day?: Set the date and programme at least 6 to 8 weeks ahead. Send invitations as soon as opening hours are confirmed, and collect registrations and dietary requirements during the following 2 to 3 weeks.
How many volunteers do I need for a children's farm open day?: Plan one volunteer for each key area per shift: entrance and payments, animal care, children’s activities and food service. For a small open day, use at least 5 to 6 people so breaks and enclosure checks are covered.
When should I prepare the animal feed and snacks?: Prepare measured feed portions the day before or early on the morning of the event, following the farm’s animal-care routine. Prepare snacks and allergen labels on the same day, allowing at least 60 minutes before opening.
What should I do if the weather forecast is bad?: Check the forecast 48 hours before opening and again on the morning itself. Put party tents, outdoor lights and route signs in the plan, but confirm that tents, activities and animal access remain safe 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.