How to organise an allotment association open day

An allotment open day works best when visitors can move easily between reception, refreshments, activities and guided tours. Start by setting the date, opening registrations and confirming the programme before ordering printed materials or food. Use registrations to estimate seating, name badges, dietary requirements and drink quantities. In the final week, focus on volunteer roles, signage, garden paths and equipment; on the day itself, set up the visitor flow before adding decorations.

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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
Send invitations
2 people
2
Open registrations
3
Distribute posters
3 people
4
Reserve materials
5
Process registrations
2 people
6
Collect dietary requirements
7
Create the program and floor plan
2 people
8
Plan guided tours
2 people
9
Assign volunteers
2 people
10
Design signage
11
Print brochures and name badges
2 people
12
Buy stock of shelf-stable products
2 people
13
Prepare decorations
3 people
14
Set up activities
2 people
15
Buy fresh groceries
3 people
16
Prepare snacks
4 people
17
Chill drinks
2 people
18
Prepare the coffee and tea station
2 people
19
Check garden paths
3 people
20
Clean the grounds
4 people
21
Build party tents
4 people
22
Set up tables and chairs
4 people
23
Set up the reception table
2 people
24
Set up the buffet and drinks table
4 people
25
Hang decorations
3 people
26
Set up signage
2 people
27
Test sound system
2 people
28
Set up activity stations
3 people
29
Brief guides
2 people
30
Hold a volunteer briefing
3 people

Event

31
Handle visitor reception
3 people
32
Guide tours
4 people
33
Guiding garden activities
3 people
34
Serve coffee and tea
2 people
35
Serve snacks
3 people
36
Refill drinks
2 people
37
Empty trash bins
2 people
38
Wash dishes
2 people
39
Turn on evening lighting
40
Wave goodbye to visitors
2 people

Aftercare

41
Clear away food and drinks
3 people
42
Clear tables and chairs
4 people
43
Take down party tents
4 people
44
Clean the grounds and paths
4 people
45
Sort and remove waste
2 people
46
Clean dishes and materials
3 people
47
Return borrowed materials
2 people
48
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 80
Beer tablesqty 4
Waste binsqty 8

Tableware

Reusable platesqty 120
Reusable cupsqty 160
Coffee mugsqty 80
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Megaphone

Decorations

Bannersqty 3
Pennant stringsqty 8
Tableclothsqty 10
Name badgesqty 100
Chalkboardsqty 6

Activities

Children's wheelbarrowsqty 2
Garden glovesqty 20
Plant potsqty 100
Hand scoopsqty 20

Lighting

LED light stringsqty 6
LED lampsqty 4

Cleaning

Broomsqty 4
Litter pickersqty 2
Bucketsqty 4
Cleaning clothsqty 20

Safety

First aid kit

Reception

Registration formsqty 120
Information leafletsqty 150
Pensqty 20
Route arrowsqty 20

Catering

Groceries

Tips

Open registrations early enough to collect dietary requirements and volunteer availability before you finalise the programme. Use the registration numbers to estimate how many brochures, name badges, chairs and portions you need.
Create the programme and floor plan before setting up tables. Mark the reception point, buffet, drinks, activity area and tour meeting point so visitors do not block the entrance or miss a guided tour.
Schedule guided tours with a clear meeting time and assign one volunteer to each group. Allow at least 15 minutes between tours if paths are narrow or visitors need time to return to the main area.
Prepare food and drinks in two stages: buy shelf-stable stock ahead of time, then buy fresh groceries close to the event. Chill drinks and set up the coffee and tea station before the first visitors arrive.
Walk every garden path on the morning of the open day, not just the main entrance. Remove trip hazards, check access around tents and tables, and place signs where a first-time visitor would hesitate.

Frequently asked questions

How far in advance should I plan an allotment open day?: Start planning at least 6 to 8 weeks ahead. Open registrations and send invitations early, then confirm the programme, volunteer assignments and materials no later than 2 weeks before the event.
How many volunteers do you need for an allotment open day?: Plan for at least one volunteer at reception, one person coordinating refreshments and one guide per tour group. For a busy day, add one floating volunteer for questions, supplies and late changes.
How much food and drink should I prepare for an allotment open day?: Use confirmed registrations as your baseline and add roughly 10% for walk-ins. For the first hour, allow 2 to 3 drinks per person, then adjust food portions for the event length and any dietary requirements collected in advance.
When should I set up an allotment open day?: Complete the main site setup 2 to 3 hours before opening. Put up tents, tables, chairs and signs first; prepare the buffet, drinks and coffee station afterward so food and chilled drinks are not left out unnecessarily.

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