How to organise a monument open day

A monument open day needs more than an unlocked door and a few signs. Start by publishing the opening information and managing registrations, then build the visitor flow around tour times, volunteer cover and dietary requirements. In the final week, confirm reservations, materials and access arrangements. On the day, check safety, lighting, emergency exits and route signs before opening, then keep information points and refreshments staffed throughout the visit.

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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 opening information
2
Send invitations
2 people
3
Process registrations
4
Assign tours
5
Collect dietary requirements
6
Make reservations
7
Create the volunteer schedule
8
Prepare guided tours
2 people
9
Check information boards
2 people
10
Collect keys
11
Check the shopping list
12
Do the shopping
2 people
13
Collect materials
2 people
14
Chill drinks
2 people
15
Lay out tour materials
16
Open venue
2 people
17
Check the building for safety
2 people
18
Clear emergency exits
2 people
19
Test the lighting
20
Inspect the outdoor area
2 people
21
Mark the entrance
2 people
22
Place route signs
2 people
23
Set up tables
3 people
24
Set up chairs
3 people
25
Set up information points
2 people
26
Set up exhibition pieces
3 people
27
Put up barriers
2 people
28
Hang up decorations
2 people
29
Set up coffee station
2 people
30
Prepare coffee and tea
2 people
31
Set up registration desk
2 people
32
Brief volunteers
2 people
33
Set up the coat check

Event

34
Staff the entrance
2 people
35
Register visitors
2 people
36
Inform visitors
2 people
37
Guide tours
3 people
38
Supervision in the monument
3 people
39
Manage the cloakroom
40
Serve coffee and tea
2 people
41
Refill drinks
42
Refill snacks
43
Empty trash bins
44
Check toilets
45
Adjust lighting
46
Light the evening route
2 people
47
Supervise the final tour
2 people
48
Guide visitors to the exit
2 people
49
Close off the entrance
2 people

Aftercare

50
Lock indoor areas
2 people
51
Store items securely
3 people
52
Remove decorations
2 people
53
Clear tables and chairs
3 people
54
Wash dishes
2 people
55
Collect waste
2 people
56
Clean the venue
3 people
57
Clean the outdoor area
2 people
58
Turn off lights
59
Return keys
60
Return materials
2 people
61
Clean coolers
62
Store usable stock
63
Register lost and found items

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 60
Coat racksqty 2
Bollardsqty 12
Tableclothsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cake platesqty 80
Teaspoonsqty 80
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Cutting boardsqty 3
Knivesqty 6
Serving traysqty 6

Equipment

Extension cordsqty 4
Power stripsqty 6
Flashlightsqty 4
Walkie-talkiesqty 4

Lighting

LED lampsqty 12
String lightsqty 4
Battery lanternsqty 6

Decorations

Buntingqty 6
Flower arrangementsqty 6
Table décorqty 8
Photo framesqty 12
Adhesive stripsqty 2

Catering

Drink dispensersqty 3
Coffee thermal carafesqty 4
Napkin holdersqty 8
Ice packsqty 12
Chalkboardsqty 6
Groceries

Information

Program leafletsqty 250
Floor plansqty 250
Tour cardsqty 200
Visitor registersqty 4
Name badgesqty 40
Ballpoint pensqty 30
Clipboardsqty 8
Information boardsqty 12
Route arrowsqty 20
Price listsqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 8
Lost and found bagsqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 20
Hand broomsqty 4

Tips

Set tour capacity before assigning visitors. Process registrations first, then place people into tour groups and give volunteers a schedule that shows arrival times, roles and handovers.
Check the building and outdoor area before visitors arrive. Clear emergency exits, test the lighting, mark the entrance and place route signs where a first-time visitor might hesitate.
Prepare the information points separately from the tours. Lay out boards, tour materials and registration details in advance so volunteers are not searching for papers while guests are waiting.
Treat refreshments as a timed service, not a last-minute task. Chill drinks ahead of opening, set up coffee machines, kettles and thermos flasks, and place cups, glasses, plates and serving utensils together.
Do a power and communication check before opening. Test extension cords, power strips and lighting, and give the people coordinating tours a way to contact each other during the day.

Frequently asked questions

How far in advance should I announce a monument open day?: Publish the opening information at least 4 to 6 weeks ahead, especially if visitors need to register for guided tours. Send a reminder about 7 days before the event with arrival instructions and tour details.
How many volunteers do I need for a monument open day?: Plan one volunteer for each active tour group, plus at least two people for the entrance and information points. Add one coordinator for every 10 to 15 volunteers so schedule changes and safety issues are handled quickly.
When should I prepare the guided tours?: Prepare the tour route, talking points and materials at least 2 weeks before opening. Run one complete practice tour 3 to 7 days beforehand, including entrances, route signs, timing and visitor questions.
When should I carry out the safety check?: Complete a first building and outdoor inspection the day before, then repeat the essential check 60 to 90 minutes before opening. Confirm that emergency exits are clear, lighting works and temporary route markers are secure.

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