How to organise a water utility open day

A water utility open day needs more than a public invitation and a few guided tours. Start by fixing the programme, visitor capacity and tour route, then check permits and secure operational areas before promotion begins. Registration data helps you plan catering, accessibility and tour groups, while clear safety instructions keep visitors away from working installations. Use the final week to confirm guides, test demonstrations, check deliveries and prepare badges, signs and visitor information.

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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
Plan guided tours
2 people
3
Check permits
4
Make reservations
5
Draft invitations
2 people
6
Send invitations
2 people
7
Publish open day online
8
Process registrations
2 people
9
Collect dietary requirements
10
Send visitor information
11
Confirm tours
12
Order catering
13
Prepare the technical tour
2 people
14
Create the demo schedule
2 people
15
Create a speaker briefing
16
Assign volunteers
2 people
17
Prepare safety instructions
2 people
18
Determine route and crowd flow
2 people
19
Check information signs
2 people
20
Print promotional materials
21
Do the shopping
2 people
22
Check material deliveries
2 people
23
Lay out clothing and badges
24
Inspect the venue and installations
2 people
25
Secure work areas
2 people
26
Set up tables and chairs
4 people
27
Build party tents
4 people
28
Set up the reception desk
2 people
29
Set up signage
2 people
30
Hang decorations
2 people
31
Set up demo tables
3 people
32
Set up water test
2 people
33
Set up children’s activities
2 people
34
Prepare catering
3 people
35
Chill drinks
2 people
36
Set up coffee station
2 people
37
Check toilets
38
Set up safety equipment
2 people
39
Test the sound and lighting
2 people
40
Hold team briefing
8 people

Event

41
Staff the registration desk
2 people
42
Welcome visitors
3 people
43
Explain the program
2 people
44
Guide tours
4 people
45
Demonstrate water purification
2 people
46
Explain the water quality
2 people
47
Explain the pipe network
2 people
48
Supervise children's activities
3 people
49
Lead quiz rounds
2 people
50
Serve coffee and tea
2 people
51
Serve snacks
2 people
52
Refill drinks
2 people
53
Keep the buffet tidy
54
Empty trash bins
2 people
55
Answer visitor questions
3 people
56
Assist at the photo spot
57
Guide visitors to the exit
2 people
58
Finish final tour
2 people
59
Close Visitor Registration
2 people

Aftercare

60
Clean up catering
3 people
61
Chill leftover food
2 people
62
Wash dishes
2 people
63
Clear away demo materials
3 people
64
Remove decorations
2 people
65
Take down tables and chairs
4 people
66
Take down party tents
4 people
67
Collect waste
3 people
68
Clean the venue
3 people
69
Clean the restrooms
2 people
70
Switch off equipment
2 people
71
Count and check materials
2 people
72
Return rental items
2 people
73
Store plates and materials
2 people
74
Collect expense receipts
75
Send thank-you message
76
Process visitor data

What to bring

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

Furniture

Party tentsqty 2
High tablesqty 6
Tablesqty 10
Chairsqty 80
Benchesqty 6
Reception desk
Waste binsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Microphone
Speakerqty 2
Projector
Projection screen
Laptop
Water quality kitqty 2
Water sample kitsqty 30
Demonstration modelsqty 4
Camera
Safety barriersqty 12
Warning signsqty 8
Barrier tapeqty 4
First aid kitsqty 2
Safety helmetsqty 20
Safety vestsqty 20

Tableware

Reusable drinking glassesqty 100
Coffee cupsqty 60
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving traysqty 8

Kitchen

Coffee thermosesqty 4
Water jugsqty 8
Serving Cupsqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Storage binsqty 10

Decorations

Information boardsqty 12
Directional signsqty 10
Program flyersqty 300
Tableclothsqty 12
Balloonsqty 100
Balloon ribbonqty 2
Name stickersqty 150
Pensqty 20
Clipboardsqty 10
Quiz formsqty 150
Quiz prizesqty 20

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Catering

Groceries

Tips

Set the programme and tour capacity before sending invitations. Divide visitors into timed groups and leave enough space between tours for people to move safely and for guides to reset demonstrations.
Walk the full visitor route with an operations representative at least two weeks before the event. Mark restricted work areas, check information signs and remove any point where a crowd could block access or emergency movement.
Send registered visitors practical information several days in advance, including arrival time, meeting point, tour duration, clothing guidance and any accessibility arrangements. Ask for dietary requirements at the same time rather than when catering is delivered.
Give every volunteer a defined position and a short briefing before opening. Reception, crowd flow, tour support, demonstrations and safety questions should each have a named person, with a clear escalation contact for technical issues.
Test every demonstration before visitors arrive, including the water quality kit, sample kits, projector, microphone and speaker. Check extension cords and power strips early, and keep spare drinking glasses, coffee supplies and waste bins available at the hospitality point.

Frequently asked questions

How far in advance should I plan a water utility open day?: Start planning at least 8 to 12 weeks ahead. Use the first two weeks to set the date, programme, capacity and tour route, then allow time for permits, invitations, registrations, catering and volunteer briefings.
How many people should be in each guided tour group?: Set the group size according to the narrowest part of the route and how well visitors can hear the guide, rather than the total site capacity. In practice, groups of about 10 to 20 people are easier to supervise and keep together than one large crowd.
When should I send visitor information for the open day?: Send it 5 to 7 days before the event, after tour times and safety arrangements are confirmed. Include arrival instructions, clothing guidance, accessibility details, the expected tour length and what visitors should do if they need to cancel.
What should I check the day before a water utility open day?: Complete a final site walk, confirm that restricted areas are secure, test presentations and demonstration equipment, and verify catering and material deliveries. Also lay out badges and clothing, brief volunteers and check that signs, reception equipment and waste bins are in place.

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