How to organise a farm open day

A farm open day needs more than a date and a few signs. Start by fixing the programme and visitor capacity, then build the registration process, volunteer rota and tour route around them. In the final week, focus on animal areas, parking, power, catering and weather plans. On the day itself, visitors should always know where to register, where to walk and when the next tour starts.

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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
Determine visitor capacity
2 people
3
Draft invitations
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Assign volunteers
2 people
8
Plan guided tours
2 people
9
Reserve deliveries
10
Check power outlets
2 people
11
Inspect the grounds and animal areas
3 people
12
Determine a safe walking route
2 people
13
Plan parking route
2 people
14
Make tour signs
2 people
15
Create program posters
2 people
16
Check animal enclosures
3 people
17
Clean animal enclosures
3 people
18
Mow and sweep the grounds
3 people
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Set out route arrows
23
Print the registration list
24
Check the weather forecast
25
Cordon off the area
4 people
26
Build party tents
4 people
27
Set up tables and chairs
4 people
28
Set up the reception desk
2 people
29
Set up buffet
3 people
30
Set up coffee station
2 people
31
Refill coolers
2 people
32
Hang decorations
3 people
33
Place information signs
2 people
34
Put up parking signs
2 people
35
Check toilets
2 people
36
Prepare first aid supplies
37
Brief the animal caretakers
3 people
38
Brief the tour guides
4 people
39
Brief guest hosts
3 people
40
Test audio and microphone
2 people
41
Conduct final safety check
3 people

Event

42
Welcome visitors
3 people
43
Check off registrations
2 people
44
Explain the program
2 people
45
Guide tours
4 people
46
Demonstrate how to feed animals
3 people
47
Supervise children's activities
4 people
48
Serve snacks
3 people
49
Serve drinks
3 people
50
Refill drinks
2 people
51
Refill coffee and tea
2 people
52
Restock the buffet
2 people
53
Clear tables during the event
2 people
54
Empty trash bins
2 people
55
Check toilets periodically
56
Keep walkways clear
2 people
57
Check animal welfare
2 people
58
Supervise the photo corner
59
Inform last visitors
2 people
60
See visitors out
3 people
61
Bring the animals back
3 people

Aftercare

62
Close buffet
2 people
63
Clear away drinks
2 people
64
Collect waste
3 people
65
Take down tables and chairs
4 people
66
Take down party tents
4 people
67
Remove decorations
3 people
68
Wash dishes
3 people
69
Clean the grounds
4 people
70
Check animal areas
2 people
71
Clean the restrooms
2 people
72
Inventory materials
2 people
73
Return borrowed materials
2 people
74
Store leftover food
2 people
75
Dispose of waste
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 80
Buffet tablesqty 3
Stoolsqty 12
Reception desk
Clothes racksqty 2

Tableware

Reusable platesqty 120
Reusable bowlsqty 80
Glassesqty 150
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving traysqty 6
Pliersqty 8
Measuring cupsqty 3
Food warmersqty 4

Equipment

Party speakersqty 2
Wireless microphone
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8
Conesqty 20
Barrier tapeqty 4
Crowd barriersqty 12
Route signsqty 15
Clipboardsqty 4
Pensqty 20
Name stickersqty 150
Walkie-talkiesqty 6
Megaphone
First aid kit
Flashlightsqty 6
Handwashing stationsqty 3
Play strawqty 8
Wheelbarrowsqty 2

Lighting

String lightsqty 6
Outdoor lightsqty 8

Decorations

Buntingqty 10
Balloonsqty 100
Tableclothsqty 12
Farm signsqty 8
Chalkboardsqty 6
Chalk markersqty 12
Flower arrangementsqty 6

Cleaning

Bucketsqty 6
Broom setsqty 4
Mopsqty 4
Cleaning glovesqty 12
Waste binsqty 12

Catering

Groceries

Tips

Set the visitor capacity before sending invitations. Use registrations to collect dietary requirements and print the final registration list on the morning of the open day.
Plan guided tours with enough time between groups for people to move safely. Mark the walking route with arrows and signs, and cordon off areas visitors must not enter.
Inspect animal enclosures several days beforehand, then clean them and check them again on the final day. Do not leave route changes or unsafe areas until visitors are arriving.
Check every power outlet before setting up coffee machines, kettles, speakers and the microphone. Test extension cords and power strips in place, especially where tents or buffet tables are used.
Check the weather forecast 48 hours before the event and again on the morning itself. Finish mowing, sweeping, chilling drinks and preparing snacks early enough to handle a delayed delivery or sudden shower.

Frequently asked questions

How far in advance should I plan a farm open day?: Set the date and programme at least 6 to 8 weeks ahead. Send invitations once the visitor capacity, tour times and registration method are clear, then confirm volunteers and deliveries during the final 2 weeks.
How many visitors can a farm open day accommodate?: Base the limit on the safe capacity of the walking route, animal areas and parking, not just the size of the farm. Set one total number before invitations go out, and leave room for volunteers and service providers.
When should I check the farm and animal enclosures?: Inspect the grounds, walking route and animal enclosures several days before the event, then do a final check on the morning itself. Complete cleaning, mowing, sweeping and cordoning off at least 2 hours before visitors arrive.
How much food and drink should I prepare for a farm open day?: Use the confirmed registration list rather than an estimate, and include volunteers in the count. For the first hour, allow about 2 to 3 drinks per person, then keep chilled drinks, snacks and serving equipment available for the rest of the programme.

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.