How to organise an open day at a municipal depot
A municipal depot open day needs more than machines on display. Set the date and programme first, then build the visitor route, demonstrations, registration process and safety plan around them. Visitors should know where to arrive, what they can see, and which areas are restricted. The details most often missed are power, weather cover, protective equipment, dietary information and enough people to guide groups. Work backwards from opening time so deliveries, signage and equipment checks are finished before visitors arrive.
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
Check permits
- 3
Make reservations
- 4
Draft invitations
2 people
- 5
Send invitations
2 people
- 6
Process registrations
- 7
Collect dietary requirements
- 8
Assign tours
2 people
- 9
Assign volunteers
2 people
- 10
Confirm deliveries
- 11
Select machines
2 people
- 12
Prepare demonstrations
3 people
- 13
Set the route for visitors
2 people
- 14
Check safety risks
2 people
- 15
Prepare information boards
2 people
- 16
Prepare name badges
- 17
Print floor plan
- 18
Print Signage
- 19
Check the shopping list
2 people
- 20
Order catering
- 21
Collect materials
3 people
- 22
Mow and sweep the grounds
2 people
- 23
Clean machines
3 people
- 24
Store machines safely
3 people
- 25
Turn on the coolers
- 26
Do the shopping
2 people
- 27
Set up tents
4 people
- 28
Set up tables
3 people
- 29
Set up chairs
3 people
- 30
Set up security barriers
3 people
- 31
Mark off the walking route
2 people
- 32
Set up machines
5 people
- 33
Set up demonstration areas
4 people
- 34
Place information signs
2 people
- 35
Set up signage
2 people
- 36
Set up the reception desk
2 people
- 37
Set up catering
3 people
- 38
Prepare coffee and tea
2 people
- 39
Test sound system
2 people
- 40
Conduct a safety check
3 people
- 41
Brief volunteers
3 people
Event
- 42
Welcome visitors
3 people
- 43
Register sign-ups
2 people
- 44
Explain the program
2 people
- 45
Guide tours
4 people
- 46
Support machine demonstrations
4 people
- 47
Manage traffic flow
2 people
- 48
Serve coffee and tea
2 people
- 49
Serve snacks
2 people
- 50
Refill drinks
2 people
- 51
Empty trash bins
2 people
- 52
Check toilets
- 53
Check the lighting
- 54
Escort the last visitors
3 people
- 55
Wave goodbye to visitors
2 people
Aftercare
- 56
Clean up catering
3 people
- 57
Wash dishes
2 people
- 58
Clear tables and chairs
4 people
- 59
Take down tents
4 people
- 60
Remove signage
2 people
- 61
Remove security barriers
3 people
- 62
Put the equipment back
5 people
- 63
Sort waste
3 people
- 64
Clean the grounds
3 people
- 65
Clean the restrooms
2 people
- 66
Inventory materials
2 people
- 67
Return borrowed items
2 people
- 68
Store leftover catering
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Foldable tablesqty 10
- Folding chairsqty 80
- Beer tablesqty 6
- Reception desk
- High tablesqty 6
- Waste binsqty 8
- Coat racksqty 2
Equipment
- Refrigeratorsqty 2
- Coolersqty 4
- Coffee machinesqty 3
- Kettlesqty 2
- Sound system
- Microphonesqty 2
- Extension cordsqty 6
- Power stripsqty 8
- Rechargeable walkie-talkiesqty 6
- Laptopsqty 2
- Cash register terminal
- Portable lightingqty 6
Safety
- Barrier fencingqty 20
- Traffic conesqty 20
- Barrier tapeqty 6
- Warning signsqty 12
- Safety helmetsqty 20
- Safety vestsqty 25
- Safety gogglesqty 20
- Hearing protectionqty 20
- First aid kitsqty 2
- Flashlightsqty 6
- Fire extinguishersqty 4
Presentation
- Information boardsqty 12
- Display standsqty 8
- Floor plansqty 150
- Program leafletsqty 150
- Name badgesqty 40
- Badge holdersqty 40
- Clipboardsqty 8
- Pensqty 30
- Notepadsqty 10
Decorations
- Buntingqty 8
- Municipal flagsqty 4
- Tableclothsqty 12
- Balloon archesqty 2
Tableware
- Reusable cupsqty 150
- Reusable coffee cupsqty 100
- Reusable platesqty 100
- Reusable cutleryqty 120
- Serving traysqty 8
Kitchen
- Thermos flasksqty 6
- Water jugsqty 8
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Serving tongsqty 8
- Ice packsqty 20
Cleaning
- Broom setsqty 4
- Litter pickersqty 4
- Bucketsqty 4
- Mopsqty 4
- Cleaning clothsqty 20
- Hand soap dispensersqty 6
Catering
- Groceries
Tips
- Set the visitor route before preparing the demonstrations. Mark restricted areas with barrier fencing, cones, warning signs and tape, then check that every demonstration can run without visitors crossing an operating zone.
- Give each tour group a fixed time and capacity, and assign a volunteer to each group. Process registrations in advance, collect dietary requirements, and prepare name badges before the reception desk opens.
- Test power and communications at least one day before the event. Check extension cords, power strips, microphones, coffee machines, refrigerators and rechargeable walkie-talkies rather than discovering a problem during arrival.
- Treat the depot as a working site even when it is open to the public. Clean the machines, mow and sweep the grounds, store unused equipment safely, and provide safety helmets, vests, glasses and hearing protection where needed.
- Plan the final setup in a written sequence for the morning. Put out tables, chairs, waste bins and signage first, confirm catering deliveries, turn on the coolers, and complete the safety inspection before volunteers receive visitors.
Frequently asked questions
- How far in advance should I plan a municipal depot open day?
- Start at least 8 weeks before the event. Use the first 2 weeks to confirm the date, programme, permits, reservations and machines, leaving the final 7 days for registrations, deliveries, printing and safety checks.
- How do I organise tours at a municipal depot open day?
- Create fixed tour slots with a defined group size and route. Assign one guide per group and allow at least 10 minutes between groups for visitors to leave safely and for the demonstration area to be reset.
- What safety equipment is needed for a depot open day?
- Prepare barriers, cones, tape, warning signs, first aid kits and torches, plus helmets, high-visibility vests, safety glasses and hearing protection for relevant areas. Check every item at least 24 hours before opening.
- When should I confirm catering and dietary requirements?
- Collect dietary requirements during registration and confirm the final numbers with the caterer 5 to 7 days before the event. Keep a written list at the reception desk and brief the volunteers serving food.
Start this plan in Lizzt
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