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 opening hours, programme and demonstration plan, then build the visitor route around the available spaces. Safety checks, volunteer roles and registration numbers should be settled before you order food or arrange equipment. Leave the final setup for a timed run-through, including signs, sound, refreshments and weather cover.

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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 date and opening hours
2 people
2
Determine the program and demonstrations
3 people
3
Inventory the required spaces
2 people
4
Make reservations for materials
2 people
5
Check permits and notifications
2 people
6
Draft invitations
2 people
7
Send invitations
2 people
8
Publish open day online
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm visitor numbers
12
Assign volunteers
2 people
13
Prepare demonstrations safely
3 people
14
Plan guided tours
2 people
15
Calculate catering quantities
2 people
16
Check the shopping list
2 people
17
Do the shopping
3 people
18
Set up non-perishable supplies
2 people
19
Chill drinks
2 people
20
Prepare snacks
3 people
21
Create the route and signage
2 people
22
Prepare info signs
2 people
23
Prepare name badges
24
Check the weather forecast
25
Inspect the station and grounds
3 people
26
Arrange vehicles neatly
4 people
27
Securely cordon off work areas
3 people
28
Build party tents
4 people
29
Set up tables and chairs
4 people
30
Set up a presentation area without a stage
2 people
31
Connect sound equipment
2 people
32
Check the lighting
2 people
33
Hang up decorations
3 people
34
Set up information stands
4 people
35
Set up registration desk
2 people
36
Build the catering buffet
4 people
37
Check and Refill Toilets
2 people
38
Set up the cloakroom and lost and found
2 people
39
Give the safety briefing
4 people

Event

40
Staff volunteer stations
8 people
41
Welcome visitors
4 people
42
Register sign-ups
2 people
43
Explain the program
2 people
44
Guide tours
4 people
45
Demonstrate vehicles
4 people
46
Lead the fire extinguisher demo
5 people
47
Guide children during activities
4 people
48
Distribute informational materials
2 people
49
Serve coffee and tea
3 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Empty trash bins
2 people
53
Clean the toilets in between
2 people
54
Announce evening program
55
Operate lighting and sound
2 people
56
Serve dinner
4 people
57
Guide visitors to the exit
3 people
58
See off the last visitors
3 people

Aftercare

59
Clean up catering
4 people
60
Wash dishes
3 people
61
Clear tables and chairs
4 people
62
Remove decorations
3 people
63
Switch off equipment
2 people
64
Collect and sort waste
4 people
65
Clean the grounds
4 people
66
Thoroughly clean the toilets
2 people
67
Clean the barracks rooms
3 people
68
Return vehicles and materials
4 people
69
Store usable stock
2 people
70
Check materials for damage
2 people
71
Return borrowed materials
2 people
72
Handle lost and found
73
Archive photos and documents

What to bring

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

Furniture

Party tentqty 3
Foldable tablesqty 12
Folding chairsqty 80
High tablesqty 6
Coat racksqty 2
Tableclothsqty 12

Tableware

Reusable platesqty 100
Reusable bowlsqty 80
Reusable cupsqty 150
Coffee cupsqty 80
Cutlery setsqty 100
Serving spoonsqty 12
Serving traysqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Food warmersqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Coolersqty 6
Thermos flasksqty 6
Serving tongsqty 12

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Batteriesqty 24
Barrier postsqty 24
Barrier tapeqty 6
Traffic conesqty 20
Walkie-talkiesqty 8
Clipboardsqty 6
Pensqty 30
Name badge holdersqty 30
Megaphone
Flashlightsqty 8

Lighting

LED work lightsqty 8
String lightsqty 6
Battery lanternsqty 10

Decorations

Buntingqty 8
Balloonsqty 150
Balloon ribbonqty 2
Tapeqty 6
Ropeqty 100

Sports equipment

Children's helmetsqty 20
Water pistolsqty 12
Practice conesqty 20
Obstacle fencesqty 6

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 6

Catering

Groceries

Tips

Set the programme before promoting the day. Allow clear changeover time between demonstrations and guided tours, and avoid scheduling activities so tightly that one delay affects the whole afternoon.
Plan the visitor route from the entrance to registration, demonstrations, tours and refreshments. Check that signs remain visible, queues do not block access and every area can be supervised by an assigned volunteer.
Confirm visitor numbers before buying catering. For the first hour, allow roughly two to three drinks per person, then adjust food, cups, plates and seating to the confirmed attendance rather than early registrations.
Treat demonstrations as a separate safety plan. Brief every person involved, mark viewing boundaries, check equipment and keep a clear route for emergency access before visitors arrive.
Do a station and grounds inspection one day before opening, then check the weather again on the morning itself. This is when organisers usually discover missing shelter, extension leads, batteries, lighting or a shortage of tables and chairs.

Frequently asked questions

How far in advance should you plan a fire station open day?: Start the main planning at least 8 to 12 weeks ahead. Set the date, check permits or notifications, reserve materials and publish the programme early enough to estimate attendance.
How many volunteers do you need for a fire station open day?: Use at least one named volunteer for each active area: registration, visitor flow, demonstrations, guided tours, refreshments and general questions. Add one or two floaters for breaks, queues and unexpected issues.
How much food and drink do you need for an open day?: Base quantities on confirmed visitors, not just online interest. For drinks, plan about two to three per person in the first hour, with extra water and hot drinks if visitors will stay for several demonstrations.
When should you prepare the fire station for visitors?: Complete the safety and space inspection the day before, including access routes, signage and power. On the morning, allow at least two hours for tables, refreshments, equipment, name badges and a full volunteer briefing.

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