How to organise a dog school open day

A dog school open day needs more than a few demonstrations and a welcome table. Start by fixing the date, programme and registration process, then build the day around safe dog handling, clear visitor flow and reliable volunteers. Confirm trainers, permits and reservations early, especially if demonstrations use agility equipment or amplified sound. In the final week, check the fields, prepare visitor materials, monitor the forecast and make sure drinks, snacks and dog welcome packs 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
Send invitations
2 people
3
Publish open day online
4
Process registrations
5
Collect dietary requirements
6
Assign volunteers
2 people
7
Document demonstrations
2 people
8
Confirm dog trainers
9
Make reservations
10
Check permits
11
Check the weather forecast
12
Print the visitor list
13
Print the run sheet
14
Prepare name badges
2 people
15
Sort wristbands
16
Put together a dog welcome pack
2 people
17
Lay out the information materials
2 people
18
Print the price list
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Collect materials
3 people
23
Check dog fields
2 people
24
Check the venue for safety
2 people
25
Create a loading plan for transport

Event

26
Open venue
2 people
27
Set up tents
4 people
28
Set up tables
3 people
29
Set up chairs
3 people
30
Set up the information desk
2 people
31
Set up the catering buffet
3 people
32
Set up coffee station
2 people
33
Place dog water stations
2 people
34
Build the agility course
3 people
35
Mark out demo field
2 people
36
Mark traffic route
2 people
37
Hang decorations
2 people
38
Set up signage
2 people
39
Test sound system
2 people
40
Staff the registration desk
2 people
41
Welcome visitors
3 people
42
Welcome dogs
2 people
43
Give the opening speech
44
Give tours
3 people
45
Demonstrate puppy training
2 people
46
Demonstrate Obedience
2 people
47
Demonstrate agility
3 people
48
Moderate the Q&A session
2 people
49
Assist trial lessons
4 people
50
Process lesson registrations
2 people
51
Serve coffee and tea
2 people
52
Serve snacks
2 people
53
Refill drinks
2 people
54
Empty trash bins
2 people
55
Refresh dog water
2 people
56
Keep the site clean and safe
2 people
57
Guide visitors to the exit
2 people
58
Dismantle materials
4 people
59
Clear tables and chairs
3 people
60
Clean up catering
3 people
61
Wash dishes
2 people

Aftercare

62
Clean the grounds
4 people
63
Clean up dog waste
2 people
64
Dispose of waste
2 people
65
Clean materials
3 people
66
Inventory materials
2 people
67
Return borrowed items
2 people
68
Clear away leftover stock
2 people
69
Process registrations administratively
70
Send thank-you message

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Folding chairsqty 60
Beer table setsqty 4
Information desk
Coat racksqty 2

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigerators
Coolersqty 4
Speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 4

Sports equipment

Agility tunnelsqty 2
Agility jumpsqty 4
Agility slalom polesqty 12
Agility touchpoint
Training matsqty 6
Fetch ballsqty 12
Tug toysqty 12
Clickersqty 12
Target Sticksqty 6
Food bagsqty 12
Long linesqty 12
Collarsqty 12
Training linesqty 12
Water tubsqty 12
Dog crateqty 2
Crowd control barriersqty 20
Traffic conesqty 24
Rubber Conesqty 20
Dog waste bag dispensersqty 6
Dog towelsqty 20
Emergency blanketsqty 4

Decorations

Buntingqty 6
Balloon archesqty 2
Tableclothsqty 8
Flower arrangementsqty 6
Name badgesqty 80
Wristbandsqty 100
Directional signsqty 12
Program postersqty 10
Information boardsqty 8

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Bread knivesqty 2
Serving utensilsqty 12
Thermos flasksqty 6
Ice packsqty 20
Aluminum foilqty 2
Food storage containersqty 12
Food thermometersqty 2

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Hand broomsqty 4
Waste binsqty 8
Hand sanitizer pumpsqty 6
Toilet brushesqty 2

Catering

Groceries

Tips

Set the programme before publishing the event. Give each demonstration a fixed time, allow at least 10 minutes between sessions, and name the trainer and volunteer responsible for it.
Close registrations early enough to prepare properly. Use the final list to collect dietary requirements, print name badges and wristbands, and estimate seating, cups and refreshments.
Walk the dog fields and venue at least one week before the open day. Check fencing, gates, cables, wet or slippery areas and the position of agility tunnels, jumps and slalom poles.
Assign volunteers to specific jobs rather than asking for general help. Cover registration, the information desk, trainer support, refreshments, visitor flow and safety during demonstrations.
Prepare a wet-weather decision and loading plan before the forecast becomes urgent. Confirm when you will make the call, protect printed materials and equipment, and know how tables, tents, speakers and coolers will arrive on site.

Frequently asked questions

How far in advance should I plan a dog school open day?: Set the date and programme at least 6 to 8 weeks ahead. Confirm trainers, reservations, permits and volunteers during the first 3 weeks, then open registrations once the timetable is stable.
When should I close registrations for a dog school open day?: Close registrations 3 to 5 days before the event if you need a printed visitor list, name badges and wristbands. Keep a small capacity for late changes, but do not rely on walk-ins when demonstrations have limited space.
How many volunteers do I need for a dog school open day?: Plan for at least 1 volunteer at registration, 1 at the information desk, 1 supporting each active demonstration and 1 person coordinating the programme. Add one extra volunteer for every 25 to 30 expected visitors.
How much food and drink should I prepare for a dog school open day?: For a three-hour event, allow about 2 drinks per visitor, plus coffee or tea for roughly half of the group. Prepare one snack portion per person and keep dog treats separate from human food.

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