How to organise a monument open day

Start with the date, opening hours and a timed programme before arranging publicity or taking bookings. Decide how many guided tours you can run, how long each tour lasts and how many visitors each guide can manage. Then build the practical plan around arrivals, the route, information signs, refreshments and access. Most problems happen when reservations, keys, printed materials or weather plans are left until the final week.

Organize this event for free with Lizzt

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
Coordinate opening hours
2 people
3
Plan guided tours
2 people
4
Arrange tour guides
5
Open tour bookings
6
Send invitations
2 people
7
Place publicity
2 people
8
Process registrations
9
Collect dietary requirements
10
Update visitor list
11
Check the weather forecast
12
Confirm reservations
13
Check the shopping list
2 people
14
Do the shopping
2 people
15
Collect materials
2 people
16
Print tour materials
17
Prepare name badges
18
Check information signs
2 people
19
Prepare route signs
2 people
20
Inspect the venue beforehand
2 people
21
Arrange keys and access
22
Sweep the grounds and entrance
2 people
23
Clean the restrooms
2 people
24
Set up tables and chairs
4 people
25
Build party tents
4 people
26
Set up the registration desk
2 people
27
Set up information tables
2 people
28
Set up the tour area
2 people
29
Hang up decorations
3 people
30
Place route signs
2 people
31
Install lighting
3 people
32
Chill drinks
2 people
33
Prepare coffee and tea
2 people
34
Prepare snacks
3 people
35
Set out the buffet and tableware
2 people
36
Check sound
2 people
37
Conduct a safety check
2 people
38
Brief volunteers
2 people

Event

39
Open the entrance
2 people
40
Welcome visitors
3 people
41
Check off registrations
2 people
42
Explain the program
2 people
43
Guide tours
3 people
44
Answer questions at the booths
3 people
45
Serve coffee and tea
2 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Restock the buffet
2 people
49
Clear away dishes
2 people
50
Empty trash bins
2 people
51
Check toilets
52
Check the lighting
53
Guide visitor flow
2 people
54
Supervise the final tour
3 people
55
Inform last visitors
2 people
56
Close entrance
2 people
57
Ensure visitors leave safely
3 people

Aftercare

58
Close buffet
2 people
59
Collect tableware
3 people
60
Clear away furniture
4 people
61
Take down party tents
4 people
62
Remove decorations
3 people
63
Switch off equipment
2 people
64
Collect waste
3 people
65
Wash dishes
3 people
66
Clean the venue
3 people
67
Final cleaning of the toilets
2 people
68
Remove directional signs
2 people
69
Turn off the lights
70
Lock doors and windows
2 people
71
Return materials
2 people
72
Return borrowed items
2 people
73
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Party tentsqty 2
High tablesqty 4
Entrance desk
Clothes racksqty 2

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Small bowlsqty 12
Serving plattersqty 10
Coffee potsqty 4
Water jugsqty 6
Serving tongsqty 8

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Microphonesqty 2
Power banksqty 4
Walkie-talkiesqty 6
Fire extinguishersqty 2
Flashlightsqty 4
First aid kits

Decorations

Buntingqty 6
Flower arrangementsqty 6
Tableclothsqty 8
Name badgesqty 40
Adhesive stripsqty 4
Information boardsqty 12
Directional signsqty 16
Plate standsqty 12
Program bookletsqty 200
Pensqty 20

Lighting

LED string lightsqty 6
LED lampsqty 8
Batteriesqty 24

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 4
Measuring cupsqty 2
Serving spoonsqty 6
Aluminum foilqty 2
Food storage containersqty 12

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop setsqty 2
Bucketsqty 4
Cleaning glovesqty 6
Microfiber clothsqty 20
Toilet brushesqty 2

Catering

Groceries

Tips

Set the programme before opening tour bookings. Allow a clear gap between tours for visitors to arrive, use the facilities and find the next meeting point.
Give every guide a route outline and printed tour materials at least one day before the event. Prepare name badges so visitors know whom to approach.
Close or update bookings as soon as capacity is reached, then keep one current visitor list at the entrance. Confirm reservations before the open day rather than relying on old registration data.
Inspect the monument and route beforehand, including entrances, restrooms, signs and access points. Arrange keys, route signs and any temporary lighting before the venue is opened to visitors.
Check the weather forecast 48 hours before the event and again on the morning itself. Decide in advance where tables, refreshments and party tents will go if rain or strong sun affects the grounds.

Frequently asked questions

How far in advance should I plan a monument open day?: Start at least 8 to 12 weeks ahead if guided tours and visitor bookings are involved. Use the final 7 days for confirmations, shopping, printed materials and the venue inspection.
How many guided tours should a monument open day have?: Base the number on the opening hours, tour length and guide capacity. Leave at least 15 minutes between tours, so arrivals, questions and late visitors do not delay the next group.
When should I open bookings for a monument open day?: Open bookings once the date, programme, tour times and visitor limits are fixed, usually 4 to 6 weeks before the event. Update the visitor list after every registration change and confirm reservations during the final week.
What should I check the day before a monument open day?: Check keys and access, the route, information and directional signs, restrooms, tables, chairs, refreshments and printed tour materials. Also charge communication equipment and confirm every guide at least 24 hours beforehand.

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.