How to organise a holiday park open day

A holiday park open day needs more than a programme and a few guided tours. Visitors should know where to register, park, eat and go next from the moment they arrive. Start with the date and visitor flow, then arrange registrations, tours, catering and site logistics in that order. Leave time for weather checks, deliveries and a proper briefing for guides, because these are often handled too late.

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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
Draft invitations
2 people
3
Send invitations
2 people
4
Publish open day online
5
Process registrations
2 people
6
Collect dietary requirements
7
Book tours
8
Confirm deliveries
9
Create map and route
2 people
10
Plan parking route
2 people
11
Print the activity schedule
12
Prepare name badges
2 people
13
Brief guides
3 people
14
Prepare children's activities
3 people
15
Gather promotional materials
2 people
16
Check stock
2 people
17
Do the shopping
3 people
18
Pick up chilled products
2 people
19
Chill drinks
2 people
20
Prepare snacks
4 people
21
Portion the catering
3 people
22
Distribute materials by post
3 people
23
Check the weather forecast
24
Inspect the site
2 people
25
Build party tents
4 people
26
Set up tables and chairs
4 people
27
Set up the information desk
2 people
28
Set up the catering buffet
4 people
29
Set up kids' corner
3 people
30
Mark tour points
2 people
31
Put up parking signs
2 people
32
Put up route signs
2 people
33
Hang decorations
3 people
34
Connect speakers
2 people
35
Check power outlets
2 people
36
Restock the toilets
2 people
37
Set out snacks and drinks
4 people

Event

38
Staff the registration table
2 people
39
Welcome visitors
3 people
40
Distribute program
2 people
41
Direct parking traffic
2 people
42
Give the first tour
2 people
43
Give the second tour
2 people
44
Supervise children's activities
3 people
45
Serve snacks
3 people
46
Serve coffee and tea
2 people
47
Refill drinks
2 people
48
Empty trash bins
2 people
49
Check toilets
2 people
50
Staff the information desk
2 people
51
Answer visitor questions
2 people
52
Give the third tour
2 people
53
Give the fourth tour
2 people
54
Restock activity supplies
2 people
55
Assist at the photo spot
56
Inform last visitors
2 people
57
Close catering
3 people
58
See visitors out
2 people

Aftercare

59
Remove decorations
3 people
60
Clear tables and chairs
4 people
61
Take down party tents
4 people
62
Switch off equipment
2 people
63
Collect tableware and glasses
3 people
64
Wash dishes
3 people
65
Sort and remove waste
3 people
66
Store catering chilled
2 people
67
Clean the grounds
3 people
68
Thoroughly clean the toilets
2 people
69
Return materials
2 people
70
Empty and clean coolers
2 people
71
Store leftover groceries
2 people
72
Remove route signs
2 people
73
Store promotional materials
74
Return rental items
2 people

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 8
Buffet tablesqty 4
Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 12
Tableclothsqty 14
Information desk
Children's stoolsqty 12

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 100
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving tongsqty 10
Coffee potsqty 4
Teapotsqty 3
Milk jugsqty 4
Sugar bowlsqty 4

Catering

Water jugsqty 8
Drink dispensersqty 4
Coolersqty 6
Ice packsqty 30
Thermos flasksqty 6
Serving traysqty 8
Pastry sticksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Bluetooth speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 8
Photo backdrop
Windsocksqty 4

Information

Information boardsqty 8
Route signsqty 12
Parking signsqty 6
Program flyersqty 250
Floor plansqty 250
Name badgesqty 40
Pensqty 20
Clipboardsqty 8
Registration formsqty 250

Sports equipment

Footballsqty 6
Conesqty 20
Skipping ropesqty 8
Bubble solutionqty 12
Colored pencilsqty 30
Coloring pagesqty 150
Gamesqty 8

Safety

First aid kitsqty 2
Flashlightsqty 4
Barrier tapeqty 4
Non-slip matsqty 8

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning cartsqty 2
Washing-up basinsqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Kitchen scalesqty 10
Frying pansqty 2
Kitchen tongsqty 6
Aluminum foilqty 4
Food storage containersqty 12

Groceries

Groceries

Tips

Set the programme before sending invitations. Include arrival times, tour slots and children’s activities, then leave at least 15 minutes between tours for groups to move without blocking the entrance.
Close registration several days before the event and record dietary requirements with each booking. Print name badges and a final visitor list after the deadline so the information desk is not working from outdated details.
Walk the full visitor route before the open day, from parking to the information desk, tours, buffet and activities. Mark the route on a simple map and check that signs remain visible if party tents or tables are added.
Confirm deliveries and chilled items at least 24 hours in advance. Pick up chilled products close to serving time, chill drinks in coolers or refrigerators, and portion snacks only after you know the expected attendance.
Brief guides on the same route visitors will use and give them the printed activity schedule. Check the weather forecast the day before; if rain or strong wind is likely, inspect the site and build party tents early enough to adjust the layout.

Frequently asked questions

How far in advance should I plan a holiday park open day?: Start planning at least 6 to 8 weeks before the event. Set the date and programme first, send invitations next, and keep the final 7 days for registrations, deliveries, route checks and staff briefings.
When should I send invitations for a holiday park open day?: Send invitations 4 to 6 weeks before the open day. Set a registration deadline around 7 days before the event so you can collect dietary requirements, prepare name badges and plan catering quantities.
How much food and drink do I need for an open day?: Base quantities on confirmed registrations rather than early interest. For a half-day event, plan roughly 2 to 3 drinks per visitor during the first hour, then adjust snacks and chilled products after the registration deadline.
When should I check the weather for an outdoor open day?: Check the forecast 48 hours before the event and again on the morning itself. Use the first check to confirm party tents, tables and routes; use the final check to make safe layout changes before visitors arrive.

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