How to organise an Open Monument Day

Start by fixing the day’s structure with the monument manager: opening and closing times, tour rounds, access arrangements and escape routes. Then build the visitor plan around that schedule, including registrations, dietary requirements, parking information and volunteer cover. Tours need confirmed guides and prepared content, while visitors need clear route signs and programme brochures. Leave enough time for printing, equipment checks and chilling drinks before doors open.

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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
Record schedule and rounds
2 people
2
Contact monument manager
3
Confirming opening and closing times
4
Book tours
5
Check the access route
2 people
6
Check escape routes
2 people
7
Gather parking information
8
Draft invitations
2 people
9
Send invitations
2 people
10
Process registrations
11
Collect dietary requirements
12
Recruit volunteers
2 people
13
Confirm tour guides
14
Determine catering quantities
2 people
15
Reserve toilet facilities
16
Order print materials
17
Design route signs
2 people
18
Prepare program brochures
2 people
19
Print signage
2 people
20
Prepare info signs
2 people
21
Prepare tour content
3 people
22
Create the volunteer schedule
2 people
23
Share contact details
24
Do the shopping
2 people
25
Chill drinks
2 people
26
Prepare snacks
3 people
27
Bundle program booklets
2 people
28
Bring materials to the venue
3 people
29
Open venue
2 people
30
Check rooms
2 people
31
Set up tables
4 people
32
Set up chairs
4 people
33
Set up the information desk
2 people
34
Set up the catering buffet
3 people
35
Hang decorations
2 people
36
Place route signs
3 people
37
Test the lighting
2 people
38
Brief the tour guides
4 people
39
Brief hosts and hostesses
4 people

Event

40
Staff the registration desk
2 people
41
Welcome visitors
3 people
42
Hand out program brochures
2 people
43
Give the first tour
2 people
44
Give the second tour
2 people
45
Give the third tour
2 people
46
Give the fourth tour
2 people
47
Provide historical background
2 people
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Keep buffet tables clean
2 people
52
Empty trash bins
2 people
53
Check toilets
2 people
54
Guide visitor flow
3 people
55
Inform last visitors
2 people
56
Wave goodbye to visitors
2 people

Aftercare

57
Cover remaining catering
2 people
58
Collect tableware
3 people
59
Collect waste
3 people
60
Clear tables and chairs
4 people
61
Remove decorations
2 people
62
Remove plates and ribbons
3 people
63
Wash dishes
3 people
64
Clean rooms
3 people
65
Clean the restrooms
2 people
66
Check materials
2 people
67
Return materials
3 people
68
Return borrowed items
2 people
69
Clear away leftover groceries
2 people
70
Register lost and found items
71
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Beer tablesqty 4
High tablesqty 4
Tableclothsqty 12

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving traysqty 6

Decorations

Buntingqty 8
Dutch flagsqty 4
Flower arrangementsqty 6
Chalkboardsqty 6
Table signsqty 12

Equipment

Megaphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable walkie-talkiesqty 6
Power banksqty 4

Lighting

LED lampsqty 8
Outdoor lightsqty 4
Flashlightsqty 6

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Spongesqty 12
Microfiber clothsqty 20

Safety

First aid kitsqty 2
Business vestsqty 10
Bollardsqty 12
Barrier tapeqty 4

Catering

Information desk
Cash box
Name stickersqty 150
Program leafletsqty 200
Notepadsqty 10
Ballpoint pensqty 30
Groceries

Tips

Set the tour timetable before sending invitations. Include the meeting point, tour length and number of places in each round, then use those details to process registrations and avoid overbooking.
Walk the full access route with the monument manager several days before the event. Check entrances, escape routes, parking information and any points where visitors may need a volunteer to direct them.
Confirm every guide and volunteer at least one week beforehand. Create a shift schedule with contact details, and keep rechargeable walkie-talkies or a megaphone available for changes during the day.
Prepare signs and programme brochures early enough to allow for printing corrections. Route signs, information signs and table signs should be ready before furniture and catering are set up.
Work out catering quantities from the registration count and dietary requirements, then buy and chill drinks no later than the day before. Check coffee machines, kettles, thermos flasks, cups, glasses and serving equipment before setup begins.

Frequently asked questions

How far in advance should I organise an Open Monument Day?: Start planning at least 6 to 8 weeks before the event. Contact the monument manager first, because opening times, access, tours and escape routes determine the rest of the schedule.
How do I schedule tours for an Open Monument Day?: Set fixed tour rounds with a clear start time, meeting point and capacity. Finalise the timetable before invitations go out, and confirm all guides at least 7 days in advance.
When should I recruit volunteers for an Open Monument Day?: Recruit volunteers at least 3 to 4 weeks beforehand. Publish the volunteer schedule one week before the event, including shifts, responsibilities and contact details.
When should I prepare signs and brochures for an Open Monument Day?: Prepare the route signs, information signs and programme brochures at least 2 weeks before the event. Send print materials early enough to correct errors before the final print run.

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