How to organise a hedgehog shelter open day

A hedgehog shelter open day needs two plans running together: a safe, calm routine for the animals and a clear experience for visitors. Start with the date, opening hours and programme, then build the visitor route, volunteer rota and tour schedule around the shelter’s daily care. Allow time for registrations, dietary requirements and printed information. On the day, finish animal care before setting up the public areas, and keep food, cables and queues away from the enclosures.

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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
Publish opening hours
3
Send invitations
2 people
4
Announce event online
5
Process registrations
6
Collect dietary requirements
7
Assign volunteers
2 people
8
Plan guided tours
2 people
9
Check animal enclosures
2 people
10
Set the route for visitors
2 people
11
Make print reservation
12
Design information boards
2 people
13
Print floor plan
14
Print volunteer instructions
15
Check the shopping list
2 people
16
Do the shopping
2 people
17
Set up non-perishable supplies
2 people
18
Keep fresh produce cool
2 people
19
Clean animal enclosures
3 people
20
Prepare animal feed
2 people
21
Mark off the visitor route
2 people
22
Set up tables and chairs
4 people
23
Build party tents
4 people
24
Set up the information desk
2 people
25
Set up the donation point
2 people
26
Set up the sales table
2 people
27
Set up coffee station
2 people
28
Chill drinks
2 people
29
Prepare snacks
3 people
30
Hang decorations
2 people
31
Place signs along the route
2 people
32
Check toilets
33
Test audio and microphone
2 people

Event

34
Welcome volunteers
2 people
35
Brief volunteers
2 people
36
Welcome visitors
3 people
37
Register sign-ups
2 people
38
Explain the program
39
Guide tours
4 people
40
Demonstrate hedgehog care
2 people
41
Answer visitors' questions
3 people
42
Supervise children's activity
2 people
43
Serve coffee and tea
2 people
44
Serve snacks
2 people
45
Refill drinks
2 people
46
Handle sales and donations
2 people
47
Collect waste along the way
2 people
48
Check animals in between
2 people
49
Supervise the final tour
3 people
50
Wave Visitors Off Warmly
2 people
51
Secure donation money
2 people
52
Store leftovers in the fridge
2 people
53
Evening check of animal enclosures
2 people

Aftercare

54
Clear tables and chairs
4 people
55
Take down party tents
4 people
56
Remove decorations
2 people
57
Wash dishes
3 people
58
Clean coffee station
2 people
59
Empty trash bins
2 people
60
Sweep and mop the venue
3 people
61
Remove information signs
2 people
62
Gather borrowed materials
2 people
63
Check and clean materials
2 people
64
Return materials
2 people
65
Put supplies back
2 people
66
Update donation records
2 people
67
Send thank-you message
68
Publish photos and posts

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 50
Beer tablesqty 4
Changing room screenqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Knivesqty 6
Tongs and serving spoonsqty 8
Measuring cupsqty 2

Equipment

Mobile sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Cash register
Cash box
Payment terminal
Camera

Lighting

String lightsqty 6
Battery lanternsqty 6

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 10
Flower arrangementsqty 6
Chalkboardsqty 6
Balloon pumpqty 2

Animal care

Transport boxesqty 4
Feed bowlsqty 12
Water tubsqty 12
Glovesqty 20
Flashlightsqty 4
Measuring tapesqty 2
Digital scalesqty 2
Animal care signsqty 8

Cleaning

Bucketsqty 4
Mopsqty 3
Broom setsqty 3
Dustpan and brushqty 3
Waste binsqty 8
Laundry basketsqty 4

Catering

Groceries

Tips

Set the programme before announcing the event. Include opening hours, guided-tour times and a firm registration deadline so you know how many visitors and volunteers to expect.
Plan the visitor route on paper before moving furniture. Mark off restricted areas, print a floor plan and place information boards where people naturally pause, rather than beside a busy enclosure gate.
Give each volunteer one clear responsibility and a written instruction sheet. Assign separate people to the information desk, guided tours, donations, refreshments and animal-care checks.
Set up public areas only after the enclosures are clean and the animals have been fed. Keep fresh produce in coolers, and use a separate preparation area with cutting boards, knives and serving utensils.
Test the practical details at least 60 minutes before opening. Check the mobile sound system, microphones, extension cords and power strips, then finish the information desk and donation point before visitors arrive.

Frequently asked questions

How far in advance should I plan a hedgehog shelter open day?: Start at least 6 to 8 weeks before the event. Set the date and programme first, then allow 3 to 4 weeks for online announcements, invitations and registrations.
How many volunteers do I need for a hedgehog shelter open day?: Plan one volunteer for each active function, plus one person who can cover breaks. For a small open day, allow at least 6 volunteers: one coordinator, two for tours and animal areas, one at the information desk, one for refreshments and one for donations.
When should I schedule guided tours?: Use fixed tour slots, such as every 30 or 45 minutes, instead of starting tours whenever a group forms. Close registration for each slot 15 minutes beforehand so the guide can check the group size and route.
What should I prepare on the morning of the open day?: Complete animal-care tasks first, then allow at least 2 hours for tents, tables, chairs, the visitor route, signs and the information and donation points. Test sound equipment and power connections no later than 60 minutes before opening.

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.