How to organise a crematorium open day

Start by deciding what visitors should learn and how many people the venue can receive safely. Set the date, opening hours and programme before inviting speakers, guides or caterers. Build the registration process around tour capacity, then send parking details and collect dietary requirements in advance. During the final week, confirm groups, test presentations and microphones, prepare folders and signage, and check that refreshments, toilets and reception arrangements are ready.

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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
Reserve visitor spaces
3
Compile tours
2 people
4
Arrange speakers and guides
2 people
5
Design invitations
6
Send invitations
2 people
7
Publish open day online
8
Process registrations
9
Collect dietary requirements
10
Send parking information
11
Finalize the registration list
12
Divide the tour groups
2 people
13
Book catering
14
Test the equipment
2 people
15
Check presentations
2 people
16
Prepare signage
2 people
17
Prepare name badges
18
Assemble information folders
2 people
19
Chill the drinks
2 people
20
Prepare snacks
3 people
21
Check the coffee stock
22
Check toilets
23
Thoroughly clean the venue
3 people
24
Set up tables and chairs
4 people
25
Set up the reception desk
2 people
26
Set up coffee station
2 people
27
Set up buffet tables
2 people
28
Set up the presentation area
2 people
29
Set up a quiet and conversation space
2 people
30
Display information materials
2 people
31
Set up signage
2 people
32
Retest the equipment
2 people
33
Check the tour routes
2 people
34
Brief staff briefly
2 people

Event

35
Staff the reception desk
2 people
36
Register visitors
2 people
37
Explain the program
2 people
38
Hand out information folders
39
Serve coffee and tea
2 people
40
Serve snacks
2 people
41
Refill drinks
2 people
42
Guide tours
3 people
43
Lead presentations
2 people
44
Answer visitors' questions
3 people
45
Guide the quiet room
46
Check toilets periodically
47
Restock the buffet
2 people
48
Empty trash bins
49
Supervise the final tour
3 people
50
See visitors off politely
2 people
51
Close the information desk
2 people
52
Final check of visitor areas
2 people

Aftercare

53
Clear away food and drinks
3 people
54
Wash dishes
3 people
55
Clear tables and chairs
4 people
56
Switch off the equipment
2 people
57
Remove signage
2 people
58
Collect waste
2 people
59
Clean the venue
3 people
60
Clean the restrooms
2 people
61
Store leftover stock
2 people
62
Return borrowed materials
2 people
63
Register lost items
64
Send thank-you messages
65
Archive photo and promotional materials

What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
B high tablesqty 4
Tableclothsqty 10
Coat racksqty 4
Umbrella binsqty 2

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 100
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 100
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Laptopsqty 2
Projectorsqty 2
Projection screensqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Serving spoonsqty 8
Serving tongsqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Storage binsqty 8

Decorations

Flower arrangementsqty 6
Table signsqty 12
Photo framesqty 8
Name badgesqty 40
Clipboardsqty 6
Pensqty 30
Information boardsqty 12
Table numbersqty 10

Lighting

Standing lampsqty 4
LED lampsqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 12
Cleaning clothsqty 20
Waste binsqty 8
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries

Tips

Set the programme before publishing the open day. Allow a fixed time for arrival, an introduction and each tour, with at least 15 minutes between groups for people to return and the next group to leave.
Use registration numbers to divide visitors into tour groups rather than relying on walk-ins. Finalise the list a few days before the event and give each guide a clear group size and meeting point.
Send parking and arrival information with the invitation, not on the morning itself. Include where visitors should check in, where coats and umbrellas go, and how early they should arrive before the first tour.
Test every presentation, projector, screen, laptop and microphone in the room where it will be used. Check extension cords, power strips and cable reels before visitors arrive, then keep spare cables out of walkways.
Prepare refreshments for the actual schedule rather than leaving everything until the last minute. Chill drinks, check coffee stock, set out cups and glasses, and keep snacks covered until the reception desk is ready.

Frequently asked questions

How far in advance should I plan a crematorium open day?: Start planning at least 8 to 12 weeks before the event. This gives you time to set the programme, reserve visitor spaces, arrange guides and speakers, publish invitations, and process registrations.
How many people should be in each crematorium tour group?: Set the group size according to the tour route, room capacity and how easily visitors can hear the guide. As a practical starting point, plan groups of 10 to 15 people and add guides or extra time if registration numbers are higher.
When should I send parking information to visitors?: Send parking and arrival instructions with the invitation or registration confirmation, then repeat them 2 to 3 days before the open day. Include the check-in time, reception location and any restrictions visitors need to know.
When should I finalise the registration list?: Close or review registrations 3 to 5 days before the event. Use the final number to divide tour groups, prepare name badges and folders, confirm catering quantities, and identify dietary requirements.

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