How to organise a recycling company open day

A recycling company open day needs more than a tour and a few information boards. Start by fixing the programme, visitor capacity and route, then build safety, staffing and registration around those decisions. Visitors should know where to check in, when their group leaves and what they can safely see. Allow time for catering, signage, presentations and weather-dependent arrangements, because these are often confirmed too late. This plan puts the work in a practical order so the site is ready before the first visitor arrives.

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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
Determine the tour route
2 people
3
Determine visitor capacity
2 people
4
Identify safety risks
2 people
5
Prepare safety instructions
2 people
6
Assign Staff for Guided Tours
2 people
7
Book catering suppliers
8
Reserve party tents and furniture
9
Reserve toilet facilities
10
Design invitations
2 people
11
Publish registration form
12
Send invitations
2 people
13
Announce the open day online
14
Process registrations
15
Collect dietary requirements
16
Update visitor list
17
Send a reminder to visitors
18
Divide the tour groups
2 people
19
Prepare name badges
2 people
20
Print signage
2 people
21
Check information boards
2 people
22
Test presentations and videos
2 people
23
Collect tour materials
2 people
24
Confirm catering order
25
Check the weather forecast
26
Inspect site and facilities
3 people
27
Securely cordon off work areas
3 people
28
Do the shopping
2 people
29
Chill drinks
2 people
30
Prepare snacks
3 people
31
Bring materials to the venue
4 people
32
Build party tents
4 people
33
Set up tables and chairs
4 people
34
Set up the reception desk
2 people
35
Set up the catering buffet
3 people
36
Set up coffee and tea station
2 people
37
Set up info stands
3 people
38
Hang up decorations
2 people
39
Set up signage
2 people
40
Connect audio equipment
2 people
41
Prepare safety equipment
2 people
42
Clean the grounds
3 people
43
Briefing for reception team
8 people
44
Give the guide briefing
6 people

Event

45
Staff the registration table
2 people
46
Welcome visitors
3 people
47
Explain the program
2 people
48
Hand out name badges
2 people
49
Guide tours
6 people
50
Explain safety rules
3 people
51
Run demonstrations
4 people
52
Staff info booths
6 people
53
Supervise children's activity
3 people
54
Replenish the catering buffet
3 people
55
Refill drinks
2 people
56
Serve coffee and tea
2 people
57
Collect used dishes
2 people
58
Check waste streams
2 people
59
Empty trash bins
2 people
60
Check toilets
61
Guide to the parking area
2 people
62
Guide photo moments
63
Announce the final tour
64
Guide visitors to the exit
3 people

Aftercare

65
Pack down materials and equipment
5 people
66
Take down party tents
4 people
67
Put furniture back
4 people
68
Wash dishes
3 people
69
Dispose of waste separately
3 people
70
Clean the grounds
4 people
71
Clean the restrooms
2 people
72
Remove decorations
2 people
73
Inventory materials
2 people
74
Return rental items
2 people
75
Store leftover catering
2 people
76
Report damaged materials
77
Register lost and found items
78
Send visitor thank-you gifts
79
Archive photos and files

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Folding chairsqty 80
High tablesqty 6
Bar stoolsqty 12
Tableclothsqty 12
Reception desk
Brochure racksqty 6
Bollardsqty 16
Barrier tapeqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 4
Teapotsqty 3
Water jugsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 6
Power stripsqty 8
Speakersqty 2
Microphone
Laptop
Monitor screen
HDMI cablesqty 2
Power banksqty 4

Lighting

LED light stringsqty 6
Work lightsqty 4
Battery lampsqty 8

Decorations

Company bannersqty 6
Flagsqty 12
Balloonsqty 100
Balloon pumpqty 2
Plantsqty 12
Chalkboardsqty 8
Chalk markersqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 4
Thermos flasksqty 6
Pliersqty 8
Portion scoopsqty 6
Serving traysqty 8
Ice packsqty 24

Sports equipment

Children's craft tablesqty 3
Craft matsqty 6
Sorting traysqty 8
Educational waste cardsqty 4
Colored pencil setsqty 10

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broomqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 24
Hand broomsqty 6
Work glovesqty 20
Safety vestsqty 20
Safety gogglesqty 20
Hearing protectionqty 12
First aid kitqty 2
Hand sanitizer dispensersqty 6
Liquid dispensersqty 6

Catering

Groceries

Tips

Set the visitor capacity before publishing the registration form. Base it on the tour route, group size, available guides and the space at reception, catering and presentation areas.
Walk the complete tour route with the people responsible for safety several weeks before the open day. Mark restricted areas with bollards or barrier tape, and prepare instructions that guides can repeat consistently.
Give each guided tour a named staff member and a fixed departure time. Divide the visitor list into groups before the event and prepare name badges so check-in does not delay the first tour.
Confirm catering quantities only after registration closes and dietary requirements have been collected. Check that coffee machines, kettles, reusable cups, plates and serving equipment match the number of visitors and staff.
Test every presentation, video and connection at the actual setup at least one day beforehand. Check the laptop, monitor, HDMI cables, speakers, microphone, extension cords and power strips together rather than separately.

Frequently asked questions

How far in advance should I organise a recycling company open day?: Set the date and programme at least 8 to 12 weeks ahead. This leaves time to plan the route, reserve tents, furniture and toilets, publish registration, assign guides and confirm suppliers.
How do I decide how many visitors to invite?: Set a maximum capacity before sending invitations by checking the safe tour capacity and the number of guides available. Divide visitors into groups with fixed start times, then close registration when the limit is reached.
When should I send a reminder to open day visitors?: Send the reminder 3 to 5 days before the event. Include the arrival time, check-in point, tour group or start time, parking or access instructions, safety requirements and a request to report changes.
When should catering be confirmed for an open day?: Collect dietary requirements during registration and confirm the catering order 5 to 7 days before the event. Recheck the final visitor list, staff numbers and the weather before confirming quantities and outdoor arrangements.

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.