How to organise a prison open day

A prison open day needs more than a visitor list and a tour route. Start by confirming permission, the date and the maximum number of visitors, then build the programme around timed groups and clear safety rules. Registration, accessibility, dietary requirements and parking need decisions before invitations go out. In the final week, brief guides and volunteers, check emergency exits and prepare badges, visitor lists and registration equipment.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Set the visitor capacity before opening registration, then divide the available places into tour groups with realistic start times. Keep a small reserve for replacements without exceeding the agreed limit.
Publish visitor rules with the invitation, including photo guidance, arrival instructions and any items visitors cannot bring. Repeating these rules at confirmation reduces delays at the entrance.
Check the full tour route with accessibility in mind, including changes in level, narrow passages and rest points. Do this before sending confirmations so you can offer an alternative route or warn visitors in time.
Brief tour guides, volunteers and registration staff separately at least once before the event. Give the registration team printed visitor lists, name badges and tested tablets or barcode scanners, while guides receive the final route and safety instructions.
Plan refreshments around the timetable rather than leaving catering until the last week. Confirm dietary requirements during registration and check that tables, cups, plates, serving equipment, coffee machines, kettles and power connections are ready before visitors arrive.

Frequently asked questions

How far in advance should I plan a prison open day?: Start at least 8 to 12 weeks before the visitor date. Permission, capacity, the tour programme and safety arrangements should be settled before invitations and registration open.
How do I organise prison open day tours?: Set the maximum capacity first, then divide visitors into groups based on the route length and guide availability. Send each visitor a confirmation with their arrival time and group details at least 3 to 5 days before the event.
What should visitors receive before a prison open day?: Send confirmation details 3 to 5 days beforehand, including the arrival time, parking information, visitor rules, photo guidelines and accessibility contact. Include any requirements for identification or registration that apply at the venue.
When should staff be briefed for a prison open day?: Hold the main briefing 3 to 7 days before the event and a short check-in on the day itself. Cover emergency exits, safety instructions, the tour route, group assignments, registration and what to do if a visitor arrives late.