How to organise a nursery open day

A nursery open day works best when visitors always know where to go next: registration, welcome, tour, refreshments and plant sales. Start by fixing the programme and tour routes, then work backwards from opening time for catering, signs, parking and equipment. Allow extra time for weather changes, deliveries and payment setup. This guide focuses on the details that are often left until the last minute, including plant labels, coffee service, visitor flow and preparing the greenhouse and paths.

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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
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Determine catering quantities
2 people
6
Reserve deliveries
7
Determine tour routes
2 people
8
Select plants for sale
3 people
9
Make price tags and plant labels
2 people
10
Create map and route signs
11
Check the weather forecast
12
Prepare parking area
3 people
13
Do the shopping
2 people
14
Test equipment
2 people
15
Check sales stock
2 people
16
Prepare snacks
3 people
17
Chill drinks
2 people
18
Clean the greenhouse and paths
4 people
19
Set up tables and chairs
4 people
20
Build party tents
4 people
21
Set up sales tables
3 people
22
Place plant labels
3 people
23
Put up route signs
2 people
24
Hang up decorations
2 people
25
Set up coffee station
2 people
26
Set up registration desk
2 people
27
Set up the cloakroom and lost and found
28
Check cash and card reader
2 people
29
Display snacks
2 people
30
Give the guide briefing
3 people
31
Give sales team briefing
3 people

Event

32
Welcome visitors
3 people
33
Register sign-ups
2 people
34
Guide tours
4 people
35
Answer plant questions
3 people
36
Sell plants
3 people
37
Serve coffee and tea
2 people
38
Serve snacks
2 people
39
Refill drinks
2 people
40
Track waste and tables
2 people
41
Guide to the parking area
2 people
42
Guide visitors to the exit
2 people
43
Close the register
2 people

Aftercare

44
Store sale plants safely
3 people
45
Clear tables and chairs
4 people
46
Take down party tents
4 people
47
Wash dishes and glassware
2 people
48
Collect and remove waste
2 people
49
Clean coffee station
2 people
50
Clean cash desk and toilets
3 people
51
Remove signage
2 people
52
Store leftover groceries
53
Return borrowed materials
2 people
54
Handle lost and found

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Folding chairsqty 80
High tablesqty 6
Coat rack
Clothes hangersqty 80
Transport cartsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Serving jugsqty 6

Equipment

Payment terminal
Extension cordsqty 6
Power stripsqty 4
Handheld microphone
Speaker

Lighting

String lightsqty 6
Outdoor lightsqty 6

Decorations

Buntingqty 6
Tableclothsqty 8
Flower arrangementsqty 10
Plant labelsqty 150
Route signsqty 12
Price holdersqty 40
Chalkboardsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the programme before sending invitations. Give each tour a defined start time and route, then use registrations to estimate how many people will arrive in each group.
Prepare visitor directions at least one day ahead. Mark the parking area, entrance, tour route, coffee station and plant sales clearly; people should not need staff instructions at every turn.
Finish plant sales preparation before event morning. Price tags and labels need to be attached while stock is easy to check, and sales tables should leave enough room for visitors to browse without blocking the route.
Work out catering from registrations and dietary requirements, then add a small buffer. Chill drinks and fill thermos flasks shortly before opening, while keeping cups, plates, cutlery and serving utensils together at the coffee station.
Test the practical setup before visitors arrive. Check the payment terminal, microphone, speaker, coffee machines, kettles, extension cords and outdoor lighting, and keep transport carts available for last-minute moves.

Frequently asked questions

How far in advance should I plan a nursery open day?: Set the date and programme at least 6–8 weeks ahead so invitations, registrations and deliveries have time to work. Finalise visitor numbers, dietary requirements and catering quantities during the final week.
How should I organise tours at a nursery open day?: Create one route with a clear start and finish, then assign fixed tour times based on your expected group size. Put up route signs before opening and allow at least 10–15 minutes between groups if routes overlap.
How much food and drink do I need for a nursery open day?: Base quantities on confirmed registrations and dietary requirements, then add around 10% for changes and walk-ins. For a two-hour event, plan roughly 2–3 drinks per person in total, with extra coffee and water available.
When should I set up the nursery for an open day?: Complete cleaning, signs, labels, tables, chairs, tents and sales displays the day before where possible. On the morning itself, allow at least 2 hours for coffee setup, chilled drinks, equipment checks, parking and final weather-related changes.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.