How to organise an ambulance station open day

An ambulance station open day works best when visitors can move through the station in a clear order, with demonstrations running to a reliable timetable. Start by fixing the opening hours, visitor capacity and registration process, then build the tour route and demonstration schedule around them. Give yourself time to check the ambulance, demonstration materials, toilets, power and communication equipment. Food, dietary requirements and signage need attention earlier than most organisers expect, especially if attendance is registration-based.

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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 date and opening hours
2 people
2
Design invitations
3
Send invitations
2 people
4
Publish event online
5
Process registrations
2 people
6
Collect dietary requirements
7
Update visitor list
8
Put program on information board
9
Arrange waste collection booking
10
Confirm material reservations
11
Plan the grocery delivery
12
Mark out the tour route
2 people
13
Draw up a demonstration schedule
2 people
14
Check demonstration materials
2 people
15
Prepare the ambulance for the demonstration
3 people
16
Charge walkie-talkies
17
Prepare name badges
2 people
18
Print signage
19
Check groceries
2 people
20
Do the shopping
2 people
21
Collect fresh produce
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Pack diet products separately
2 people
25
Check venue and toilets
2 people
26
Build party tents
4 people
27
Set up tables
3 people
28
Set up chairs
3 people
29
Set up the reception desk
2 people
30
Set up the catering buffet
3 people
31
Set up the coffee and tea station
2 people
32
Set up tour guide stations
4 people
33
Cordon off the demonstration area
3 people
34
Hang up signage
2 people
35
Hang decorations
2 people
36
Check the sound level
37
Set out plates and cutlery
2 people
38
Arrange snacks on platters
3 people
39
Prepare registration materials
2 people
40
Brief volunteers
3 people
41
Prepare for opening
2 people

Event

42
Welcome visitors
3 people
43
Check off registrations
2 people
44
Explain the program
2 people
45
Give the opening speech
46
Guide tours
4 people
47
Give an ambulance briefing
3 people
48
Demonstrate ambulance equipment
3 people
49
Demonstrate CPR
2 people
50
Guide children during the demonstration
3 people
51
Answer visitors' questions
3 people
52
Serve coffee and tea
2 people
53
Serve snacks
3 people
54
Refill drinks
2 people
55
Keep the buffet tidy
2 people
56
Empty trash bins
2 people
57
Check toilets periodically
58
Guide photo moments
59
Supervise the final tour
3 people
60
Wave goodbye to visitors
2 people

Aftercare

61
Clear away food and drinks
3 people
62
Collect tableware
3 people
63
Clear tables and chairs
4 people
64
Clear the ambulance area
3 people
65
Remove decorations
2 people
66
Take down party tents
4 people
67
Bring waste to the collection point
2 people
68
Wash dishes
3 people
69
Clean the kitchen
2 people
70
Clean the restrooms
2 people
71
Clean the floors
2 people
72
Return materials
2 people
73
Return borrowed equipment
2 people
74
Store leftover stock
2 people
75
Dispose of waste materials
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
Reception desk
High tablesqty 4
Coat racksqty 2
Waste binsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 150
Platesqty 150
Forksqty 150
Knivesqty 80
Spoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Coffee machinesqty 2
Hot water dispensersqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 6
Speakersqty 2
Microphone
Laptop
Printer
Projector
Projection screen
Power banksqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Mixing bowlsqty 4
Measuring cupsqty 2
Storage binsqty 12
Serving tongsqty 8
Thermos flasksqty 6
Water jugsqty 6

Decorations

Buntingqty 6
Balloon archesqty 2
Tableclothsqty 12
Flower arrangementsqty 6
Photo backdrop

Lighting

LED light stringsqty 6
Outdoor lightsqty 4
Flashlightsqty 4

Safety

Barrier tapeqty 4
Bollardsqty 12
Non-slip matsqty 6
Cable matsqty 8
First aid kitsqty 2
Fire extinguishersqty 2

Information

Information boardsqty 8
Program standsqty 3
Name card holdersqty 30
Pensqty 30

Cleaning

Mop setsqty 2
Bucketsqty 4
Broom setsqty 2
Hand broomsqty 4
Cleaning glovesqty 12
Towel rollsqty 8

Catering

Groceries

Tips

Set the opening hours and visitor limit before sending invitations. Keep the registration list current and collect dietary requirements at the same time, rather than trying to find this information on the day.
Plan the visitor flow before arranging furniture. Mark out the tour route, then position the reception desk, information board, tables, chairs and waste bins so queues do not block the demonstrations or emergency access.
Create a timed demonstration schedule with buffer time between sessions. Check every demonstration material in advance and prepare the ambulance specifically for the activities visitors will see.
Confirm rented or reserved materials several days before the event, including tents, tables, chairs, audio-visual equipment and walkie-talkies. Charge the walkie-talkies, check extension cords and power strips, and keep power banks available for staff.
Arrange food in a separate workstream. Check the groceries, chill drinks, prepare snacks and pack diet-specific products separately; schedule fresh-produce collection or grocery delivery close enough to the event that food remains fresh.

Frequently asked questions

How far in advance should I plan an ambulance station open day?: Start the main planning at least 6 to 8 weeks ahead. Fix the date and opening hours first, then allow several weeks for invitations, registrations, route planning and material reservations. Complete the final equipment and venue check during the week before the event.
How do I organise demonstrations at an ambulance station open day?: Create a written schedule with fixed start times and allow about 10 to 15 minutes between demonstrations for movement and questions. Check the materials at least 3 days beforehand and prepare the ambulance before staff arrive on the event day.
What should I check the day before an ambulance station open day?: Check the visitor list, dietary requirements, signage, tour route, toilets, power supply and demonstration materials. Chill drinks, prepare snacks, charge walkie-talkies and confirm that reserved furniture and equipment will arrive before opening.
How much food and drink do I need for an ambulance station open day?: Base quantities on the confirmed visitor list and staff count, with a small buffer for late arrivals. Plan roughly 2 to 3 drinks per person for the first hour, then add water, coffee and snacks according to the length of the opening hours and the registered dietary requirements.

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