How to organise a Farm Day without last-minute problems

A Farm Day needs two plans running together: one for visitors and one for the animals. Start by fixing the date and programme, then collect registrations, dietary requirements and a final participant list before buying supplies. In the week before, check the forecast, animal enclosures, activity materials and the safest route around the site. On the day, prepare the registration desk, food stations and animal feeding areas before guests arrive, with clear signs and a named caretaker for each animal area.

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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
Process registrations
4
Collect dietary requirements
5
Create the participant list
6
Check the weather forecast
7
Do the shopping
2 people
8
Schedule animal caretakers
9
Check animal enclosures
2 people
10
Determine a safe visitor route
2 people
11
Check activity materials
2 people
12
Measure out animal feed
2 people
13
Print the program and floor plan
14
Prepare the registration desk
2 people
15
Set up tables and chairs
4 people
16
Set up party tents
4 people
17
Connect power and lighting
2 people
18
Set up buffet tables
3 people
19
Set up the coffee and tea station
2 people
20
Chill drinks
2 people
21
Prepare snacks and lunch
4 people
22
Hang decorations
2 people
23
Set up signage
2 people
24
Set up animal feeding stations
2 people
25
Set up craft table
2 people
26
Set out game materials
2 people
27
Check toilets and sinks
2 people
28
Conduct a safety check
2 people
29
Brief volunteers
2 people

Event

30
Welcome visitors
3 people
31
Explain the program
32
Give a tour of the animals
2 people
33
Supervise animal feeding
3 people
34
Host pony brushing
2 people
35
Guide the craft activity
2 people
36
Host farm games
3 people
37
Serve lunch and snacks
3 people
38
Refill drinks
2 people
39
Restock the buffet
2 people
40
Check animal enclosures periodically
2 people
41
Serve dinner
4 people
42
Guide children to activities
3 people
43
Operate music and lighting
44
Empty trash bins
2 people
45
Carry out the final animal round
2 people
46
See visitors out
2 people

Aftercare

47
Clear away food and drinks
3 people
48
Take down tables and chairs
4 people
49
Take down party tents
4 people
50
Wash the dishes and kitchenware
3 people
51
Clean the grounds
4 people
52
Check animal enclosures
2 people
53
Remove decorations and signage
2 people
54
Inventory materials
2 people
55
Take waste to the collection point
2 people
56
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Bar stoolsqty 6
Buffet tablesqty 4
Waste binsqty 6

Tableware

Reusable platesqty 70
Reusable bowlsqty 50
Reusable cupsqty 100
Coffee cupsqty 50
Cutlery setsqty 70
Serving spoonsqty 10

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Scissorsqty 3
Serving plattersqty 12
Coolersqty 4
Thermos flasksqty 6
Water jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Outdoor grill
Extension cordsqty 4
Power stripsqty 4
Portable speaker

Lighting

String lightsqty 6
Outdoor lightsqty 6

Decorations

Buntingqty 8
Tableclothsqty 8
Chalkboardsqty 6
Standing Table Signsqty 8

Sports equipment

Wooden gamesqty 6
Hoopsqty 8
Tug of war rope
Soft ballsqty 8
Conesqty 20
Craft table runnersqty 2
Colored pencilsqty 12
Craft binsqty 6

Cleaning

Dustpans and brushesqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the programme before sending invitations, including arrival time, feeding activities, crafts and lunch. Close registrations early enough to create a final participant list and pass dietary requirements to whoever prepares the food.
Check the weather forecast at least 48 hours before Farm Day and decide whether party tents, outdoor lighting or a revised activity layout are needed. Do not leave the tent and power arrangements until the morning of the event.
Walk the visitor route with an animal caretaker on the day before. Check every enclosure, remove hazards and place feeding stations so visitors can take part without blocking gates or entering restricted areas.
Prepare food and drinks in separate, clearly labelled areas. Chill drinks in advance, fill water jugs and thermos flasks before opening, and set out reusable plates, bowls, cups and cutlery for the expected number of guests.
Allow at least 60 minutes before guest arrival for tables, chairs, signs, the registration desk, lighting and activity stations. Print the programme and floor plan, then assign one person to welcome visitors while caretakers stay focused on the animals.

Frequently asked questions

How far in advance should I organise a Farm Day?: Set the date and programme at least 4 weeks ahead, then send invitations and begin processing registrations. Finalise the participant list and dietary requirements 3 to 5 days before the event so shopping and food preparation match attendance.
How many drinks do I need for a Farm Day?: Plan 2 to 3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Add extra water for outdoor activities and hot weather, and chill the drinks before guests arrive.
When should I check the weather for a Farm Day?: Check the forecast 7 days before the event for planning, then check again 48 hours and 3 hours before opening. Use the final checks to confirm tents, lighting, power connections and any changes to the visitor route.
How early should I set up before guests arrive?: Start the physical setup at least 60 minutes before arrival, and allow more time if party tents, power, lighting or several activity stations are involved. Animal enclosures and the visitor route should be checked before tables and decorations are considered finished.

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.