How to organise a fire station open day

A fire station open day works best when visitors always know where to go and what happens next. Start by fixing the date, opening hours and programme, then build the visitor route around demonstrations, the information desk, parking and catering. Allow time for permits, registrations and volunteer briefings before you prepare the station. The final checks should cover clean fire trucks, accessible toilets, working equipment, chilled drinks and clear emergency routes.

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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
Check permits and notifications
3
Send invitations
2 people
4
Publish website post
5
Process registrations
2 people
6
Collect dietary requirements
7
Make reservations
8
Assign volunteers
2 people
9
Select demonstrations
3 people
10
Record demonstration times
2 people
11
Inform speakers and guides
12
Determine traffic route
2 people
13
Mark parking spaces
2 people
14
Create a visitor map
15
Design information boards
16
Print the program
2 people
17
Prepare name badges
2 people
18
Prepare the visitor desk
2 people
19
Place catering order
20
Check material stock
2 people
21
Clean the fire trucks
4 people
22
Clean the barracks rooms
3 people
23
Check toilets
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Prepare snacks
4 people
27
Prepare materials
3 people
28
Set up tables and chairs
4 people
29
Build party tents
4 people
30
Mark off the visitor route
3 people
31
Put up parking signs
2 people
32
Place information signs
2 people
33
Set up demonstration areas
4 people
34
Position vehicles
4 people
35
Prepare the materials presentation
3 people
36
Set up children's activities
3 people
37
Set up coffee station
2 people
38
Build the catering buffet
3 people
39
Test sound equipment
2 people
40
Prepare announcements
41
Briefing for reception team
4 people
42
Brief the demonstration team
6 people
43
Brief the security team
4 people

Event

44
Welcome visitors
4 people
45
Distribute program
2 people
46
Provide guided tours
4 people
47
Brief vehicle staff
3 people
48
Demonstrate equipment
3 people
49
Supervise children's activities
4 people
50
Guide the photo moment
2 people
51
Serve coffee and tea
2 people
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Empty trash bins
2 people
55
Give the first fire-extinguishing demonstration
5 people
56
Give water demo
5 people
57
Give smoke detector demonstration
3 people
58
Give an evening demonstration
6 people
59
Give the final tour
3 people
60
Wave goodbye to visitors
4 people

Aftercare

61
Switch off the demonstration equipment
3 people
62
Catering breakdown
3 people
63
Wash dishes
3 people
64
Collect waste
3 people
65
Clear tables and chairs
4 people
66
Take down party tents
4 people
67
Clear the visitor route
3 people
68
Clean the barracks
4 people
69
Clean the restrooms
2 people
70
Put materials back
4 people
71
Put the vehicles back in place
3 people
72
Remove traffic signs
2 people
73
Clean reusable materials
3 people
74
Inventory materials
2 people
75
Return borrowed materials
2 people
76
Store leftover catering
2 people
77
Archive photos and documents

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Counter table
Coat racksqty 2
Waste binsqty 10
Conesqty 24
Crowd barriersqty 16
Parasol basesqty 3

Equipment

Speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 3
Projector
Projection screen
Walkie-talkiesqty 8
Megaphone
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Smoke detector testersqty 2
Hand-held fire extinguishersqty 6
Fire hosesqty 3
Nozzlesqty 3
Stabilization blocksqty 6
Emergency blanketsqty 10
Compressed air setsqty 3
Protective suitsqty 4
Safety helmetsqty 12
Safety vestsqty 12
Rescue dummy
Children's firefighter helmetsqty 20
Water tubsqty 4
Spray gunsqty 12
Sjoelbaksqty 2
Colored pencilsqty 20

Tableware

Reusable drinking glassesqty 150
Reusable coffee cupsqty 100
Reusable platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Coffee potsqty 4
Milk jugsqty 4
Sugar bowlsqty 4

Decorations

Dutch flagsqty 6
Firefighter balloonsqty 100
Tableclothsqty 10
Directional signsqty 12
Program standsqty 6

Lighting

LED string lightsqty 6
LED work lightsqty 4
Battery lanternsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Serving spoonsqty 6
Coolersqty 4
Thermos flasksqty 6
Rolls of labelsqty 4

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning spraysqty 6
Hand soap dispensersqty 6
Paper towel rollsqty 12
Waste binsqty 6

Catering

Groceries

Tips

Set the programme before publishing invitations. Record each demonstration time and leave at least 15 minutes between sessions so visitors can move safely and crews can reset equipment.
Plan the visitor route on a map, including parking, the entrance, toilets, catering and demonstration areas. Use cones and crowd barriers where visitors could approach vehicles or equipment too closely.
Assign volunteers to fixed roles at least one week before the event. You need named cover for the visitor desk, parking, demonstrations, catering and questions about registrations or dietary requirements.
Order catering from the expected registration total, then add a small buffer rather than guessing on the day. Collect dietary requirements with registrations and chill drinks before visitors arrive.
Do the safety and presentation check on the final working day. Clean the fire trucks and barracks rooms, test speakers and microphones, check toilets, secure cables and confirm that fire hoses, extinguishers and emergency blankets are ready.

Frequently asked questions

How far in advance should I plan a fire station open day?: Set the date and begin permit or notification checks at least 8 to 12 weeks ahead. Publish invitations once the programme, visitor route and registration process are clear, usually 4 to 6 weeks before the event.
How many volunteers do I need for a fire station open day?: For a small open day, plan at least 1 volunteer for the visitor desk, 1 for parking, 2 for crowd guidance and 1 person per active demonstration area. Add relief cover so each role can take a 30-minute break.
How much time should I leave between fire service demonstrations?: Leave at least 15 minutes between demonstrations, and 30 minutes if vehicles or hoses must be repositioned. Record the exact times in the printed programme and brief guides before opening.
When should I send the final information to visitors?: Send the practical details 5 to 7 days before the open day. Include arrival and parking instructions, the visitor route, programme times, accessibility information and a reminder to report dietary requirements.

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