How to organise an Open Monument Day

Start by securing the monument and confirming which rooms can be used, then build the day around opening hours and tour capacity. Book tours, recruit volunteers and publish the programme before you process registrations. In the final week, divide visitors into tour groups, brief guides and check every practical detail, from keys and toilets to power and signs. On the day, open and ventilate the rooms before setting up reception, seating and refreshments.

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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
Reserve monument and spaces
2 people
2
Coordinate opening hours
2 people
3
Book tours
4
Recruit volunteers
2 people
5
Send invitations
2 people
6
Publish event online
7
Send press release
8
Process registrations
2 people
9
Collect dietary requirements
10
Divide the tour groups
2 people
11
Print the program
12
Prepare signage
2 people
13
Book catering
14
Coordinate bathroom use
15
Pick up keys
16
Do the shopping
2 people
17
Check materials
2 people
18
Brief guides
3 people
19
Hand out the volunteer schedule
20
Open venue
2 people
21
Ventilate the rooms
2 people
22
Check toilets
2 people
23
Set up tables and chairs
4 people
24
Build party tents
4 people
25
Set up the reception desk
2 people
26
Mark tour points
2 people
27
Set up information panels
2 people
28
Place historical objects
2 people
29
Hang up decorations
2 people
30
Test sound equipment
2 people
31
Test the lighting
2 people
32
Prepare coffee and tea
2 people
33
Prepare snacks
3 people
34
Chill drinks
2 people
35
Set out tableware
2 people
36
Prepare the registration list
37
Inspect the safety route
2 people

Event

38
Open the doors
3 people
39
Welcome visitors
3 people
40
Register visitors
2 people
41
Distribute program
2 people
42
Guide tours
4 people
43
Guide access and traffic flow
3 people
44
Answer visitors' questions
2 people
45
Supervise children's activities
2 people
46
Host lecture
2 people
47
Assist the demonstration
2 people
48
Serve coffee and tea
3 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Empty trash bins
2 people
52
Clean the toilets in between
2 people
53
Restock information materials
54
Turn on lighting
55
Lead evening tour
3 people
56
Inform last visitors
2 people
57
See visitors out
3 people
58
Close doors
2 people

Aftercare

59
Clear away snacks and drinks
3 people
60
Wash dishes
3 people
61
Clear tables and chairs
4 people
62
Remove decorations
2 people
63
Store information panels safely
2 people
64
Collect waste
3 people
65
Clean rooms
3 people
66
Final cleaning of the toilets
2 people
67
Switch off equipment
2 people
68
Take down tents
4 people
69
Count materials
2 people
70
Return borrowed materials
2 people
71
Return keys
72
Register lost and found items
73
Archive photos and documents

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 6
Tablecloth setsqty 10
Clothes racksqty 2
Bollardsqty 12
Queue barriersqty 8

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 12
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Portable sound systemsqty 2
Wireless microphonesqty 2
Laptopsqty 2
Screensqty 2
Projectorsqty 2
Conesqty 20
Route signsqty 20
Info panelsqty 12
Display standsqty 8
Clipboardsqty 8

Lighting

LED construction lightsqty 6
String lightsqty 8
Flashlightsqty 6

Decorations

Buntingqty 8
Flower arrangementsqty 6
Table décorqty 10
Photo framesqty 12
Chalkboardsqty 8
Notice boardsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Small bowlsqty 20
Mixing bowlsqty 4
Serving spoonsqty 12
Kitchen tongsqty 6
Cookie tinsqty 6

Cleaning

Waste binsqty 10
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Business walkie-talkiesqty 6
Safety vestsqty 10

Administration

Cash boxesqty 2
Payment terminalsqty 2
Pensqty 30
Notepadsqty 12
Wristbandsqty 250
Name stickersqty 150
Visitor formsqty 250
Tour listsqty 20
Program bookletsqty 300
Route mapsqty 300
Information leafletsqty 300

Catering

Groceries

Tips

Confirm the monument, usable rooms and opening hours before inviting anyone. Tour times, group sizes and the number of guides depend on this information, so publish only slots you can staff.
Set a registration deadline several days before the event and collect dietary requirements at the same time. Use the final registration list to divide visitors into tour groups instead of doing this at the reception desk.
Brief guides with the programme, group assignments, route and timing before doors open. Give volunteers their schedule in writing and allow at least 30 minutes for questions and last-minute changes.
Prepare signage for the entrance, reception desk, toilets, queues and each tour starting point. Visitors should be able to find the right place without stopping a guide to ask where to go.
Complete the venue check before the first arrival: pick up the keys, ventilate rooms, check toilets, test microphones and screens, and confirm tables, chairs, tents and catering are in position.

Frequently asked questions

How far in advance should I organise an Open Monument Day?: Start reserving the monument and spaces at least 8 to 12 weeks ahead. That gives you time to confirm opening hours, book tours, recruit volunteers and publish the event before registrations begin.
When should visitors register for an Open Monument Day?: Set registration to close 3 to 7 days before the event. Use that final list to record dietary requirements and divide visitors into tour groups with realistic capacities.
How many volunteers do I need for an Open Monument Day?: Plan at least one volunteer for reception and one guide per tour group, then add cover for queues, refreshments and breaks. Finalise the rota at least 7 days before the event and hand out the schedule during the briefing.
What should I check on the morning of an Open Monument Day?: Allow 60 to 90 minutes before opening to collect keys, ventilate rooms, check toilets, set up the reception desk and signage, and test sound, screens and power. Keep the printed programme and volunteer schedule at reception.

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