How to organise a Public Day without missing the details

Start by fixing the date, location and programme before inviting anyone. A Public Day usually combines registration, activities, catering, volunteers and payments, so each part needs a named owner and a deadline. Work backwards from opening time: confirm permits and equipment first, then handle registrations and quantities, and leave printing, cash and site setup for the final week. The plan below gives you the working order and highlights the details that are often arranged too late.

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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
Confirm date and location
2
Record the program and activities
2 people
3
Check permits and notifications
4
Draft invitations
2 people
5
Send invitations
2 people
6
Post promotion online
7
Distribute posters
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Assign volunteers
2 people
11
Make reservations
12
Calculate catering quantities
2 people
13
Check the shopping list
2 people
14
Check stock of non-perishable products
15
Confirm tables and chairs
16
Arrange refrigeration and kitchen equipment
17
Check activity materials
2 people
18
Create site map
19
Design signage
20
Print registration forms
21
Print price lists
22
Prepare cash
23
Test payment terminal
24
Print volunteer instructions
25
Collect phone numbers
26
Check the weather forecast
27
Do the shopping
3 people
28
Sort non-perishable groceries
2 people
29
Chill drinks
2 people
30
Wash fruits and vegetables
2 people
31
Prepare snacks
3 people
32
Pack allergens separately
2 people
33
Set up tables and chairs
4 people
34
Build party tents
4 people
35
Set up the information booth
2 people
36
Set up a donation booth
2 people
37
Set up the buffet and serving area
3 people
38
Set up the coffee and tea station
2 people
39
Set up activity corners
4 people
40
Hang decorations
3 people
41
Set up signage
2 people
42
Test audio and microphone
2 people
43
Set up the registration table
2 people
44
Place waste stations
2 people
45
Welcome volunteers
2 people
46
Brief volunteers
3 people

Event

47
Staff the registration desk
2 people
48
Welcome visitors
2 people
49
Provide information
2 people
50
Register donations
2 people
51
Supervise children's activities
4 people
52
Guide demonstrations
3 people
53
Serve snacks
3 people
54
Hand out drinks
2 people
55
Serve coffee and tea
2 people
56
Refill drinks
2 people
57
Restock the buffet
2 people
58
Clear tables
2 people
59
Empty trash bins
2 people
60
Check toilets
61
Guide visitors to the exit
2 people
62
Process final donations
2 people

Aftercare

63
Switch off equipment
2 people
64
Store food and drinks safely
3 people
65
Remove decorations
3 people
66
Take down tents and furniture
4 people
67
Sort materials
3 people
68
Wash dishes
3 people
69
Clean the venue
4 people
70
Dispose of waste
2 people
71
Return borrowed items
2 people
72
Deposit proceeds securely
2 people
73
Archive registration details
74
Send thank-you messages

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
Folding chairsqty 80
Buffet tablesqty 4
Registration desk
High tablesqty 6
Changing room screen

Tableware

Reusable platesqty 180
Reusable bowlsqty 100
Reusable cupsqty 250
Coffee cupsqty 100
Knivesqty 180
Forksqty 180
Spoonsqty 150
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 8

Kitchen

Food warmersqty 4
Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Ice packsqty 24

Equipment

Payment terminal
Extension cordsqty 6
Power stripsqty 4
Microphone
Speakersqty 2
Music player
Bollardsqty 12
Barrier tapeqty 4
First aid kit
Flashlightsqty 4
Walkie-talkiesqty 6
Cash boxesqty 2
Calculatorsqty 2
Power banksqty 4

Lighting

LED light stringsqty 6
Outdoor lightsqty 6

Decorations

Tableclothsqty 16
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Decorative signsqty 12
Chalkboardsqty 6
Chalk markersqty 12
Name stickersqty 250
Wristbandsqty 250
Information bannersqty 4
Donation boxesqty 3

Sports equipment

Ballsqty 12
Hoopsqty 6
Conesqty 20
Skipping ropesqty 8
Game cardsqty 6
Board gamesqty 8
Craft table runnersqty 4
Colored pencilsqty 60
Craft foldersqty 30
Scissorsqty 12
Glue Sticksqty 24
Paintbrushesqty 24
Paint traysqty 12
Tug of war rope
Conesqty 12
Coloring pagesqty 150
Colored paperqty 500
Markersqty 60
Tapeqty 12
Apronsqty 12

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 12
Hand broomsqty 4
Floor squeegeesqty 2

Catering

Groceries
Drink dispensersqty 4
Ice spoonsqty 4
Serving tongsqty 8

Tips

Set the date, location and programme before promotion starts. Check permits and notifications at least four weeks ahead, because approval or required changes can affect the layout and activities.
Close registrations with enough time to calculate food and seating. Collect dietary requirements when people register, then use the final headcount to plan catering quantities rather than guessing on the day.
Assign every volunteer a specific station and give them written instructions before the event. Include the registration desk, activities, food service, payments and closing duties, plus a phone number for urgent questions.
Walk through the site one week before opening. Check the position of tents, tables, chairs, registration and signs, and confirm access to refrigeration, kitchen equipment and safe power connections.
Prepare money and payment systems before guests arrive. Print price lists and registration forms, test the payment terminal, and keep cash, extension cords and power strips with the person responsible for the relevant station.

Frequently asked questions

How far in advance should I plan a Public Day?: Start at least six weeks before the event. Confirm the date, location, programme and permits first; open registrations and promotion only after those basics are reliable.
When should I send Public Day invitations?: Send the main invitations three to four weeks before the event, then close registrations early enough to calculate catering and assign volunteers. A reminder seven days before opening helps reduce no-shows.
How do I calculate food and drinks for a Public Day?: Use the final registration count, dietary requirements and programme length as your base. Finish the calculation three to five days before the event, after checking existing stock and the shopping list.
What should I prepare the day before a Public Day?: Print signs, price lists, registration forms and volunteer instructions one day before. Also charge and test the payment terminal, prepare cash, check chilled storage and group equipment by station.

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.