How to organise an Open Monument Day

Start by fixing the date and opening hours, then confirm the monument, visitor capacity and programme before promoting the day. Guided tours need their own timetable, trained guides and a volunteer rota, while registrations and dietary requirements affect catering and seating. In the final week, confirm suppliers, tours and access arrangements, check the forecast and prepare signage. On the day itself, keep registration, visitor flow, refreshments and access checks under one clear schedule.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Set the programme before publishing the event online. Include tour start times, registration deadlines and any capacity limits so visitors do not arrive expecting unlimited access.
Build the volunteer rota around opening hours, not just the tour timetable. Allow people to cover registration, entrances, refreshments and changeovers, with at least one named replacement for each busy period.
Confirm guided tours and reservations several days before the event. Send guides the final timetable, meeting point and floor plan; late changes are difficult once invitations and press information are already out.
Plan refreshments by service time. Chill drinks in advance, portion snacks before doors open and check that coffee machines, kettles, cups, glasses, plates and serving equipment match the expected flow of visitors.
Walk through access and wayfinding before opening. Check keys, power, extension cords, registration equipment, floor-plan prints, signs, waste bins and umbrella bins while there is still time to fix a missing item.

Frequently asked questions

How far in advance should I plan an Open Monument Day?: Start at least 8 to 12 weeks ahead. Fix the date and opening hours first, then register the monument, build the programme, recruit volunteers and publish the visitor information.
When should I publish the Open Monument Day programme?: Publish it as soon as the main tours, opening hours and registration details are confirmed, ideally 4 to 6 weeks before the event. Update it only after checking guide availability and visitor capacity.
How many volunteers do I need for an Open Monument Day?: Plan one person for each active role per shift: registration, entrance or access, visitor guidance, refreshments and tour support. Add at least one reserve per shift and schedule handovers for an event lasting more than 4 hours.
When should I prepare food and drinks for an Open Monument Day?: Do the shopping 1 to 2 days before the event, chill drinks the day before and portion snacks on the morning itself. Recheck dietary requirements and serving quantities after registrations close.