How to organise a dairy farm open day

A dairy farm open day works best when visitors move through the site in a clear order: reception, farm tour, tasting and exit. Start by fixing the date, programme and tour capacity before sending invitations, then collect registrations and dietary requirements. In the final week, confirm deliveries, coffee equipment, waste collection and volunteer shifts. On the day itself, the main risks are unclear parking, a route that is not ready for visitors and power or refrigeration problems during the cheese tasting.

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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
Publish the date and program
2 people
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Order cheese deliveries
6
Reserve coffee makers
7
Arrange waste collection
8
Set tour times
2 people
9
Create the volunteer schedule
2 people
10
Send route and parking information
11
Check the weather forecast
12
Do the shopping
2 people
13
Check cheese stock
2 people
14
Prepare the cheese tasting
3 people
15
Clean the barn and yard
3 people
16
Check the tour route
2 people
17
Lay out clothing and name badges
18
Mow the grounds and remove obstacles
2 people
19
Build party tents
4 people
20
Set up tables and chairs
4 people
21
Connect power supply
2 people
22
Hang lighting
2 people
23
Place information signs
2 people
24
Mark parking route
2 people
25
Set up the reception desk
2 people
26
Set up cheese stand
3 people
27
Fill tasting boards
3 people
28
Prepare coffee and tea
2 people
29
Prepare snacks
3 people
30
Check and restock toilets
31
Brief volunteers
2 people

Event

32
Welcome visitors
3 people
33
Check off registrations
2 people
34
Guide tours
3 people
35
Serve the cheese tasting
3 people
36
Sell cheese and products
3 people
37
Serve coffee and tea
2 people
38
Refill snacks
2 people
39
Refill drinks
2 people
40
Empty trash bins
2 people
41
Wave goodbye to visitors
3 people

Aftercare

42
Chill cheese and food
2 people
43
Wash dishes
3 people
44
Clear tables and chairs
4 people
45
Take down party tents
4 people
46
Clean the grounds and stable
3 people
47
Dispose of waste separately
2 people
48
Count and store materials
2 people
49
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 8
Folding chairsqty 80
Reception desk
Stoolsqty 12
Clothes racksqty 2

Tableware

Platesqty 180
Dessert platesqty 180
Coffee cupsqty 120
Drinking glassesqty 180
Wine glassesqty 80
Knivesqty 180
Forksqty 180
Spoonsqty 120
Cheese knivesqty 24

Kitchen

Tasting boardsqty 24
Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 18
Serving tongsqty 12
Measuring cupsqty 4
Coffee machinesqty 3
Kettlesqty 3

Equipment

Refrigeratorsqty 2
Coolersqty 6
Extension cordsqty 6
Power stripsqty 6
Cash registersqty 2
Card machinesqty 2

Decorations

Buntingqty 8
Chalkboardsqty 10
Directional signsqty 12
Name badgesqty 30

Lighting

String lightsqty 6
Outdoor lightsqty 8

Cleaning

Waste binsqty 10
Waste binsqty 4
Broom setsqty 3
Mopsqty 3
Cleaning glovesqty 12

Catering

Groceries

Tips

Set tour times before publishing the programme. Base each slot on the length of the route and the number of people one guide can safely manage, then leave at least 10 minutes between groups.
Close registration early enough to plan food and staffing. Use the final numbers to check cheese portions, coffee cups, tasting boards, name badges and the volunteer schedule at least 3 days before the event.
Walk the complete visitor route 1 day before opening. Remove obstacles, mow or clear overgrown areas, check signs and confirm that visitors can move safely between the barn, tasting area and toilets.
Test the power setup before placing equipment. Check every extension cord and power strip with the coffee machines, kettles, lighting, cash registers and card machines connected, rather than discovering an overload during opening hours.
Keep chilled cheese in refrigerators or coolers until it is needed, and prepare the tasting in batches. Put out only what can be served promptly, while keeping spare stock cold and checking quantities before doors open.

Frequently asked questions

How far in advance should I organise a dairy farm open day?: Start at least 6 to 8 weeks ahead. Publish the date and programme early, then use the following weeks for registrations, deliveries, equipment reservations and volunteer planning.
How many people should be in one farm tour group?: Set the group size according to your route, guide capacity and safety limits; many organisers use 10 to 20 visitors per guide. Schedule separate tour times instead of allowing one large group to form at reception.
When should I order cheese for a farm open day?: Confirm the expected visitor count 7 to 10 days before the event and place the cheese order then. Recheck the delivery and available stock 1 day before preparing the tasting.
What should I check the day before a dairy farm open day?: Check the weather forecast, tour route, parking signs, tents, tables, chairs, lighting, power and refrigeration 1 day before opening. Also confirm volunteer arrival times, route information and any dietary requirements.

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.