How to organise a scout group open day

A scout group open day works best when visitors always know where to go and what happens next. Start by fixing the date and programme, then choose activities that can run in parallel and decide how many volunteers each station needs. Give the registration desk, refreshments and weather plan the same attention as the activities. The final setup should leave time to inspect the grounds, secure the site and test equipment before families arrive.

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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
3 people
2
Choose activities for visitors
3 people
3
Draft invitations
2 people
4
Send invitations
2 people
5
Distribute promotions in the neighborhood
3 people
6
Process registrations
2 people
7
Collect dietary requirements
2 people
8
Check the weather forecast
9
Make reservations for materials
10
Send program to attendees
2 people
11
Create the volunteer schedule
2 people
12
Check the shopping list
2 people
13
Do the shopping
3 people
14
Retrieve materials from storage
3 people
15
Check activity materials
3 people
16
Prepare snacks
4 people
17
Chill drinks
2 people
18
Inspect the grounds
3 people
19
Secure the site
3 people
20
Set up tables and chairs
4 people
21
Build party tents
4 people
22
Set up the reception desk
2 people
23
Hang decorations
3 people
24
Set up activity stations
6 people
25
Set up the treasure hunt
3 people
26
Test sound equipment
2 people
27
Set up the coffee and tea station
2 people
28
Set up the buffet
3 people
29
Give volunteers a briefing
4 people

Event

30
Welcome visitors
4 people
31
Register attendance
2 people
32
Provide guided tours
3 people
33
Lead scouting games
6 people
34
Guide the craft activity
3 people
35
Guide the scavenger hunt
3 people
36
Provide membership information
2 people
37
Serve snacks
3 people
38
Refill drinks
2 people
39
Serve coffee and tea
2 people
40
Collect trash and empty bottles
2 people
41
Support the evening program
4 people
42
Wave goodbye to visitors
3 people

Aftercare

43
Clear away activity materials
5 people
44
Clear tables and chairs
4 people
45
Take down party tents
4 people
46
Wash dishes
3 people
47
Clean the kitchen
3 people
48
Clean the restrooms
2 people
49
Clean the grounds
4 people
50
Empty waste containers
2 people
51
Return materials
3 people
52
Return borrowed materials
2 people
53
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Registration desk
Waste binsqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 50
Coffee cupsqty 50
Serving plattersqty 8
Serving spoonsqty 8

Kitchen

Coolersqty 4
Water jugsqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Bread knivesqty 3
Measuring cupsqty 2

Equipment

Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2
Microphone

Lighting

LED lampsqty 6
String lightsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Directional signsqty 12
Info postersqty 10

Sports equipment

Footballsqty 4
Tug of war rope
Conesqty 30
Compass setsqty 10
Craft tableclothsqty 6
Scissor setsqty 10
Color markersqty 10
Rope rollsqty 4
Wooden polesqty 30
Paper scavenger hunt cardsqty 80

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3

Catering

Groceries

Tips

Set the programme before promoting the day. Allow at least 15 minutes for arrival and registration, and leave 10 minutes between activity blocks so groups can move without queues.
Choose activities by capacity, not just appeal. If one station handles 8 children every 20 minutes, a group of 24 needs three rotations or additional activity stations.
Process registrations as they arrive and record dietary requirements in one list. Send the programme to attendees at least 3 days beforehand, including what happens if the weather changes.
Create the volunteer schedule after the activities are fixed. Assign one person to the registration desk, one lead per station and a floating helper for breaks, missing materials and late arrivals.
Finish the site setup before the event day whenever possible. On the day, check the forecast, inspect the grounds, secure tents and tables, test extension cords and speakers, and chill drinks before visitors arrive.

Frequently asked questions

How far in advance should I plan a scout group open day?: Fix the date and draft the programme at least 6 weeks ahead. Send invitations and neighbourhood promotions about 3 to 4 weeks before the open day, then confirm registrations and dietary requirements during the final week.
How many volunteers do we need for a scout group open day?: Plan for at least one responsible volunteer at the registration desk, one at each activity station and one floating helper. Add a second person to any station serving more than 8 children at a time, and schedule breaks in 2-hour blocks.
When should I check the weather for a scout group open day?: Check the forecast 7 days before the event to confirm your plan, then check again 48 hours and 3 hours before opening. Decide by the earlier check whether party tents, indoor activities or extra ground protection are needed.
How early should we set up the scout open day site?: Begin the main setup at least 3 hours before visitors arrive. Put out the registration desk, tables, chairs, waste bins and activity stations first; prepare snacks and drinks afterward so food stays fresh and drinks remain chilled.

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