How to organise a fort open day

A fort open day needs more than an open gate and a few volunteers. Start by fixing the date, opening hours and registration process, then build the visitor flow around tour routes, guides and a clear schedule. Food, drinks, toilets and waste collection need firm quantities and delivery times. In the final week, check permits, information boards, route signs, first aid supplies and fire extinguishers so the day runs safely for visitors and volunteers.

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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
Publish the date and opening hours
2
Send invitations
2 people
3
Register the event online
4
Process registrations
5
Collect dietary requirements
6
Arrange tour guides
7
Confirm musicians
8
Calculate catering quantities
2 people
9
Reserve beverage delivery
10
Arrange waste collection
11
Create a map of the fort
2 people
12
Develop tour routes
2 people
13
Set the schedule and times
2 people
14
Check information boards
2 people
15
Check permits and notifications
16
Check the weather forecast
17
Print the visitor list
18
Prepare name badges
2 people
19
Print route signs
20
Brief the guides
21
Distribute volunteer instructions
22
Check first aid supplies
23
Check fire extinguishers
24
Check toilets
2 people
25
Pick up groceries
2 people
26
Check the delivery
2 people
27
Fill coolers
2 people
28
Prepare snacks
4 people
29
Prepare the coffee and tea station
2 people
30
Clean indoor spaces
3 people
31
Inspect the outdoor area
2 people
32
Set up tables and chairs
4 people
33
Build party tents
4 people
34
Check power outlets
2 people
35
Hang lighting
3 people
36
Test sound
2 people
37
Hang up decorations
3 people
38
Set up the information desk
2 people
39
Set up the catering buffet
4 people
40
Mark tour points
2 people
41
Prepare the scavenger hunt
2 people
42
Chill drinks
2 people
43
Set out coffee and tea
2 people
44
Register volunteers
2 people
45
Brief the tour guides
2 people
46
Brief the catering team
2 people
47
Clear the access route
2 people

Event

48
Staff the registration table
2 people
49
Welcome visitors
2 people
50
Explain the program
51
Guide tours
4 people
52
Guide the scavenger hunt
2 people
53
Supervise children's activities
3 people
54
Provide information about the history
2 people
55
Serve snacks
3 people
56
Serve coffee and tea
2 people
57
Refill drinks
2 people
58
Collect tableware
2 people
59
Empty trash bins
2 people
60
Check toilets periodically
2 people
61
Turn on lighting
62
Announce evening program
63
Support the performance
2 people
64
Supervise the final tour
3 people
65
Guide visitors to the exit
3 people
66
Collect lost property
67
Close catering
3 people
68
Turn off the music

Aftercare

69
Take down party tents
4 people
70
Dismantle lighting
3 people
71
Clear tables and chairs
4 people
72
Chill leftover food
2 people
73
Collect waste
3 people
74
Wash dishes
3 people
75
Clean the catering area
3 people
76
Clean the fort rooms
4 people
77
Clean the grounds
3 people
78
Remove directional signs
2 people
79
Return materials
2 people
80
Return borrowed items
2 people
81
Empty coolers
2 people
82
Store leftover stock
2 people
83
Answer visitor questions
84
Register lost and found items
85
Have waste containers emptied
86
Lock up the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
High tablesqty 6
Beer tablesqty 4
Coat racksqty 3
Blanketsqty 12

Tableware

Reusable platesqty 150
Bowlsqty 80
Reusable cupsqty 250
Wine glassesqty 80
Coffee cupsqty 100
Cutlery setsqty 150
Serving plattersqty 20
Serving spoonsqty 12
Coffee potsqty 4
Teapotsqty 3

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 12
Cash register
Payment terminal
Cash box
Clipboardsqty 8
Power banksqty 4
Camera
Cable reelsqty 4
Walkie-talkiesqty 8
Flashlightsqty 8
Megaphone
First aid kit
Fire blanketqty 2
Business walkie-talkiesqty 4

Lighting

String lightsqty 6
Battery lanternsqty 10

Decorations

Buntingqty 8
Dutch flagsqty 4
Table décorqty 12
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 12

Sports equipment

Scavenger hunt cardsqty 150
Pencilsqty 150
Stamp setsqty 6
Historical game materialsqty 6
Coloring pagesqty 100
Colored pencil setsqty 20
Prize ribbonsqty 30

Cleaning

Waste binsqty 12
Trash bag holdersqty 6
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Cleaning spongesqty 12
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Toilet brushesqty 6
Traffic conesqty 12
Barrier tapeqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 4
Measuring cupsqty 3
Kitchen traysqty 12
Aluminum foilqty 4
Cling filmqty 4
Ice packsqty 30

Catering

Groceries

Tips

Set the schedule before assigning guides: allow enough time between tour groups for people to find the next meeting point, and print the route signs before the event week.
Process registrations as they arrive and record dietary requirements in one visitor list. Print the final list and prepare name badges shortly before opening, because late registrations and cancellations are common.
Calculate catering for the expected number of visitors, not just registered guests. Reserve the beverage delivery and pick up groceries early enough to cover the first hour, when visitors usually arrive together.
Walk every tour route with the guides before opening. Check information boards, entrances, toilets and any points where visitors could take a wrong turn, then brief volunteers using the same map and schedule.
Do the safety check before furniture and decorations distract the team. Confirm permits and notifications, inspect fire extinguishers and first aid supplies, check the weather forecast, and decide when tents, blankets or rechargeable lamps are needed.

Frequently asked questions

How far in advance should I plan a fort open day?: Start at least 8 to 12 weeks before the event. Use that time to publish the date, arrange guides and musicians, check permits, register the event and reserve catering, drinks and waste collection.
How many tour guides do I need for a fort open day?: Plan one guide for each tour group, plus at least one floating volunteer for directions and breaks. Set the group size and tour length first; then add enough guides to cover every scheduled departure without leaving a route unattended.
When should I check the weather for a fort open day?: Check the forecast seven days before the event and again 48 hours and 24 hours beforehand. Use the final checks to confirm tents, seating, blankets, lighting and any changes to outdoor tour routes.
What should I prepare the day before a fort open day?: Prepare the printed visitor list, name badges, route signs, maps and volunteer instructions the day before. Also check toilets, first aid supplies, fire extinguishers and information boards, so the opening morning is limited to setup and a final walk-through.

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.