How to organise an archaeological excavation open day

An excavation open day needs more than a guided tour: visitors must move safely around an active site, understand what they are seeing and have clear instructions from arrival to departure. Start by fixing the date, programme and visitor capacity, then work through permissions, routes, staffing and site protection. Build in time for volunteer briefings, children’s activities, signage and weather changes. The final checks should happen before visitors arrive, not while the first group is waiting at registration.

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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
Check permits and notifications
2 people
3
Determine tour routes
2 people
4
Mark off audience areas
2 people
5
Draft invitations
2 people
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
9
Collect dietary requirements
10
Schedule supervisors
2 people
11
Brief guides
3 people
12
Prepare the volunteers briefing
2 people
13
Calculate catering quantities
2 people
14
Check the shopping list
2 people
15
Do the shopping
2 people
16
Purchase fresh produce
2 people
17
Set up cold storage area
2 people
18
Prepare route signs
2 people
19
Check information boards
2 people
20
Make worksheets for children
2 people
21
Review the tour script
3 people
22
Check the weather forecast
23
Secure the excavation site
3 people
24
Remove loose materials
2 people
25
Build party tents
4 people
26
Set up tables
3 people
27
Set up chairs
3 people
28
Place crowd barriers
3 people
29
Hang route arrows
2 people
30
Set up information stands
3 people
31
Set up finds display
3 people
32
Set up children’s activities
2 people
33
Test sound equipment
2 people
34
Set up lighting
3 people
35
Prepare coffee and tea
2 people
36
Chill drinks
2 people
37
Prepare snacks
3 people
38
Set up registration desk
2 people
39
Hold a volunteer briefing
8 people
40
Check toilets
2 people
41
Conduct a safety check
2 people

Event

42
Welcome visitors
3 people
43
Check off registrations
2 people
44
Explain the program
45
Provide guided tours
4 people
46
Demonstrate excavation work
3 people
47
Explain the finds
2 people
48
Supervise children's activities
3 people
49
Answer visitors' questions
2 people
50
Staff the photo booth
51
Serve coffee and tea
2 people
52
Serve snacks
2 people
53
Refill drinks
2 people
54
Empty trash bins
2 people
55
Check toilets periodically
56
Adjust lighting
2 people
57
Host evening lecture
2 people
58
Check the sound level
59
Give the final tour
3 people
60
Wave goodbye to visitors
3 people

Aftercare

61
Store finds safely
3 people
62
Switch off equipment
2 people
63
Clean up catering
3 people
64
Wipe down tables and chairs
3 people
65
Collect waste
4 people
66
Clean the grounds
4 people
67
Take down party tents
4 people
68
Remove public barriers
3 people
69
Remove route signs
2 people
70
Wash dishes
3 people
71
Empty the coolers
2 people
72
Inventory materials
2 people
73
Dry and clean materials
3 people
74
Return borrowed materials
2 people
75
Store leftover catering
2 people
76
Process visitor data
77
Register lost and found items
78
Archive photos and files

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Folding chairsqty 80
Registration desk
High tablesqty 4
Tableclothsqty 10
Waste binsqty 8

Equipment

Portable speakerqty 2
Wireless microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Lighting

LED lampsqty 8
Work lightsqty 4
String lightsqty 4

Safety

Barrier fencingqty 12
Barrier tapeqty 6
Traffic conesqty 12
First aid kitsqty 2
Safety vestsqty 12
Work glovesqty 20
Safety gogglesqty 12
Children's helmetsqty 20

Archaeology

Trowelsqty 20
Archaeological brushesqty 25
Hand broomsqty 12
Scoopsqty 10
Bucketsqty 20
Bottom sievesqty 6
Finds containersqty 40
Measuring tapesqty 6
Measuring tapesqty 6
Finds labelsqty 200
Pencil setsqty 12
Notepadsqty 20
Camerasqty 2
Tripodqty 2
Finds binsqty 12

Presentation

Info boardsqty 12
Route signsqty 16
Directional signsqty 12
Presentation displaysqty 6
Flip chartsqty 3
Markersqty 24
Clipboardsqty 12
Worksheetsqty 120

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Drinking glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Kettlesqty 2
Soup kettlesqty 2
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 6
Food containersqty 12

Decorations

Buntingqty 8
Welcome sign
Name badgesqty 20
Table décorqty 10

Cleaning

Hand soap dispensersqty 4
Towel dispensersqty 4
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Cleaning clothsqty 30

Catering

Groceries

Tips

Set the visitor flow before sending invitations. Decide where registration, toilets, catering, tours and waiting areas go, then mark the public route separately from excavation zones with fencing, barrier tape and traffic cones.
Brief guides and supervisors with the same tour script at least one day beforehand. Give each group a clear meeting point, route, duration and maximum size so visitors do not gather around the excavation edge.
Treat the excavation as a live work site. Remove loose materials, secure tools and finds, check barriers and provide safety vests, gloves, goggles and children’s helmets where the activity requires them.
Prepare for a change in weather and daylight. Check the forecast the day before, keep party tents available for shelter, and test work lights, LED lamps, extension cords and power banks before opening.
Count supplies from expected attendance, not from the number of registered households. Prepare separate quantities for drinks, catering, worksheets and hands-on equipment, and keep a reserve of roughly 10% for late arrivals or damaged items.

Frequently asked questions

How far in advance should I organise an archaeological open day?: Start planning at least 8 to 12 weeks ahead. Use the first two weeks to confirm the date, programme, permits and excavation-site requirements, then allow several weeks for invitations, registration and volunteer scheduling.
How many visitors should one excavation tour group have?: Set the group size according to the route width, excavation hazards and number of supervisors; many sites work best with about 10 to 15 visitors per guide. Add extra groups only after checking that people can keep a safe distance from the excavation edge.
What safety checks should happen before the open day?: Complete the site check on the morning of the event and repeat it after any rain or heavy wind. Inspect barriers, tape, cones, loose materials, lighting, first-aid kits and access routes, and keep a supervisor responsible for each public area.
How much food and drink do I need for an excavation open day?: Use confirmed registrations as your baseline and add around 10% for late arrivals and volunteers. For drinks, plan roughly 2 to 3 servings per person for the first hour, then adjust for the total programme length and weather.

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