How to organise an Open Sustainable Homes Route

An Open Sustainable Homes Route needs more than a list of homes to visit. Start by fixing the date and opening hours, then recruit households and record the route before publishing registration. In the final week, confirm every homeowner, assign volunteers, print maps and prepare visitor information. On the day, allow time to test power, set up the information desk and brief everyone before visitors arrive.

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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
Publish date and times
2
Recruit participating households
2 people
3
Record the route and addresses
2 people
4
Reserve an information desk
5
Publish registration form
6
Send invitations
2 people
7
Post social media updates
8
Process registrations
2 people
9
Collect dietary requirements
10
Brief homeowners
2 people
11
Recruit volunteers
2 people
12
Assign volunteers
13
Compile contact list
14
Write visitor information
2 people
15
Design route maps
16
Print route maps
2 people
17
Prepare name badges
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Collect materials
3 people
21
Test equipment and power
2 people
22
Check the weather forecast
23
Confirm homeowners
2 people

Event

24
Open venue
2 people
25
Set up tables and chairs
4 people
26
Build party tents
4 people
27
Set up the information desk
3 people
28
Put up route signs
4 people
29
Hang lighting
3 people
30
Prepare coffee and tea
2 people
31
Chill drinks
2 people
32
Prepare snacks
3 people
33
Welcome volunteers
2 people
34
Brief volunteers
3 people
35
Register visitors
3 people
36
Hand out route maps
2 people
37
Answer visitors' questions
2 people
38
Lead house tour
4 people
39
Explain sustainable examples
8 people
40
Serve coffee and tea
2 people
41
Serve snacks
2 people
42
Refill drinks
2 people
43
Sort waste
2 people
44
Check route signs
2 people
45
Direct visitors to the exit
2 people
46
See off the last visitors
2 people

Aftercare

47
Take down tables and chairs
4 people
48
Take down party tents
4 people
49
Remove route signs
3 people
50
Wash dishes
3 people
51
Clean the venue
4 people
52
Dispose of waste
2 people
53
Return materials
2 people
54
Return borrowed items
2 people
55
Archive registration details
56
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
High tablesqty 3
Coat rack
Waste binsqty 4

Tableware

Reusable cupsqty 120
Coffee mugsqty 80
Reusable platesqty 100
Reusable cutleryqty 100
Serving traysqty 8
Pouring jugsqty 6

Kitchen

Thermos flasksqty 6
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Storage binsqty 12

Equipment

Laptop
Tabletqty 2
Printer
Mobile phoneqty 2
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6
Handheld megaphone

Decorations

Welcome banner
Information boardsqty 8
Route arrowsqty 30
Name badgesqty 40
Tableclothsqty 8

Lighting

LED lanternsqty 8
LED string lightsqty 4

Cleaning

Broomsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Dish brushesqty 3
Reusable glovesqty 6
Bucketsqty 3
First aid kit

Catering

Groceries

Tips

Set the route before opening registration. Record each participating address, estimate the walking or cycling order, and use it to create a simple route map with arrows and clear visitor information.
Give participating households a firm deadline for confirmation, ideally seven days before the event. Ask for access details, the topics they will show and any changes that visitors need to know.
Close registrations early enough to prepare properly. Use the final 48 hours to check numbers, collect dietary requirements, update the contact list and print name badges and route maps.
Assign volunteers to specific jobs and time slots rather than asking for general help. Cover the information desk, welcome point, route guidance and contact with homeowners, with at least one backup number available.
Test the laptop, tablet, printer, phone, extension cords and power strips before opening. Set up tables, chairs, information boards and the welcome banner first, then check the weather and move outdoor equipment under party tents if needed.

Frequently asked questions

How far in advance should I organise an Open Sustainable Homes Route?: Start recruiting participating households at least six weeks before the event. Publish the date and registration form once the route has enough confirmed homes, then use the final week for confirmations, printing and volunteer briefings.
When should I close registration for an Open Sustainable Homes Route?: Close registration 48 to 72 hours before the route if you need name badges, dietary information or printed visitor materials. Keep a small capacity for late changes, but avoid relying on same-day numbers for catering or staffing.
How many volunteers do I need for an Open Sustainable Homes Route?: Plan at least one volunteer for the information desk and one coordinator for every five to eight participating homes. Add a backup volunteer for breaks, late arrivals and problems with directions or equipment.
What should I check on the morning of the event?: Arrive 90 minutes before visitors are expected. Test power and equipment, open the venue, set up tables and chairs, place route arrows and information boards, and confirm that every homeowner and volunteer is ready.

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.