How to organise an open farm day

An open farm day works best when visitors always know where to go and animals have quiet, controlled spaces. Start by fixing the date, opening hours and programme, then build the plan around registrations, volunteer cover and booked animal activities. Check permits, toilets, veterinary contacts and weather arrangements before you invite people. Food, signs, barriers and shelter need an earlier deadline than most organisers expect, especially when chilled products and reusable serving equipment are involved.

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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
Confirm opening hours with the venue
3
Draft invitations
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Schedule volunteers
2 people
8
Book animal activities
9
Check permits
10
Check toilets
11
Confirm vet contact
12
Check the weather forecast
13
Check the shopping list
2 people
14
Do the shopping
2 people
15
Pick up chilled products
2 people
16
Prepare animal feed
2 people
17
Set up tables and chairs
4 people
18
Build party tents
4 people
19
Put up barriers
3 people
20
Set up stage-free activity areas
3 people
21
Hang decorations
3 people
22
Put up route and information signs
2 people
23
Test sound system
2 people
24
Prepare coffee and tea
2 people
25
Prepare snacks and sandwiches
4 people
26
Chill drinks
2 people
27
Set up handwashing stations
2 people
28
Check animals and enclosures
3 people
29
Brief volunteers
3 people

Event

30
Staff the registration table
2 people
31
Welcome visitors
2 people
32
Guide tours
3 people
33
Supervise feeding time
3 people
34
Supervise children's activities
4 people
35
Serve drinks
3 people
36
Serve snacks
3 people
37
Refill drinks
2 people
38
Keep buffet and tables clean
2 people
39
Empty trash bins
2 people
40
Guide visitors to the exit
2 people
41
Bring animals to the overnight pens
3 people

Aftercare

42
Dismantle furniture
4 people
43
Take down party tents
4 people
44
Wash dishes
3 people
45
Clean the venue
4 people
46
Check animal enclosures
2 people
47
Inventory materials
2 people
48
Return borrowed items
2 people
49
Dispose of waste
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 50
Picnic benchesqty 4
Crowd control barriersqty 12
Clothing rack

Tableware

Reusable mugsqty 100
Reusable drinking glassesqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Serving traysqty 6
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving jugsqty 4
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Mixing bowlsqty 4
Ice packsqty 16

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Animal bannersqty 6
Balloon archesqty 2
Route signsqty 12
Information boardsqty 8
Tablecloth setsqty 8

Children's activities

Coloring pagesqty 250
Colored pencil setsqty 20
Animal stamp setsqty 6
Wooden gamesqty 6
Name stickersqty 250
Animal feed bowlsqty 12

Safety

First aid kit
Hand sanitizing stationsqty 4
Work glovesqty 12

Cleaning

Waste binsqty 10
Bucketsqty 4
Cleaning clothsqty 20
Broom setsqty 3
Mop headsqty 3

Catering

Groceries

Tips

Set the programme before sending invitations, including opening hours, animal activities and eating times. Use registrations to estimate visitor numbers and collect dietary requirements early rather than trying to do this at the gate.
Book animal activities and confirm the veterinary contact before publishing the invitation. Add clear limits and time slots so popular activities do not create queues or crowd animals.
Plan the site as a route, not just a collection of attractions. Put up route signs and information boards, use barriers where visitors need to keep back, and create activity areas away from animal traffic.
Give shelter and power a separate check at least one week before the event. Confirm where party tents, coffee machines, the portable speaker and microphone can safely connect, including extension cords and power strips.
Prepare food and drinks in a timed sequence on the day. Collect chilled products close to opening, keep them in coolers with ice packs, and allow enough time to prepare coffee, tea, sandwiches and snacks before visitors arrive.

Frequently asked questions

How far in advance should I plan an open farm day?: Start at least 8 to 12 weeks ahead. Fix the date and programme first, then arrange permits, animal activities, volunteers, invitations and equipment; leave the final week for weather, shopping and site checks.
How do I organise volunteers for an open farm day?: Create the rota at least 3 weeks before opening and assign named people to each activity area, entrance, food point and animal zone. Add handover times so every post remains covered during breaks.
What should I check before opening an open farm day?: Complete a final site check 24 hours before opening and a safety walk 60 to 90 minutes before visitors arrive. Check barriers, toilets, signs, power, sound, activity areas, animal feed and the veterinary contact.
How much food and drink should I prepare for an open farm day?: Use confirmed registrations as your base and prepare a small buffer rather than guessing several days ahead. Keep chilled items cold until serving, and finish coffee, tea, sandwiches and snacks shortly before opening for the best quality.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.