How to organise National Windmill Day

Start National Windmill Day with the mill itself: check the building, grounds, access routes and visitor flow before planning the programme. Then set the opening hours, tours, children’s activities and music around the number of visitors you expect. Allow time for permits, suppliers, volunteers and nearby residents, because these are often arranged too late. Finish with safety checks, visitor information, catering and a practical alternative if rain affects the outdoor programme.

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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
Check the mill and grounds
2 people
2
Finalize the opening program
2 people
3
Recruit volunteers
2 people
4
Schedule tour guides
2 people
5
Make reservations
6
Check permits
7
Confirm suppliers
8
Send invitations
2 people
9
Publish event online
10
Inform nearby residents
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Prepare visitor information
14
Prepare tour scripts
2 people
15
Select children's activities
2 people
16
Confirm music program
17
Check the weather forecast
18
Create an alternative rainy-day program
2 people
19
Check first aid supplies
20
Check fire extinguishers
21
Clear emergency exits
2 people
22
Check power outlets
2 people
23
Test extension cords
2 people
24
Distribute promotional materials
2 people
25
Check the shopping list
26
Do the shopping
2 people
27
Set up non-perishable supplies
2 people
28
Clean the windmill
3 people
29
Clean the restrooms
2 people
30
Mow and sweep the grounds
2 people
31
Prepare signage
2 people
32
Make name badges
2 people
33
Print the run sheet
34
Fill coolers
2 people
35
Set out coffee and tea
2 people
36
Prepare snacks
3 people
37
Set up tables
3 people
38
Set up chairs
3 people
39
Build party tents
4 people
40
No stage needed
41
Hang up decorations
2 people
42
Set up info booth
2 people
43
Set up kids' corner
2 people
44
Mark the tour route
2 people
45
Hang lighting
2 people
46
Test sound system
2 people
47
Test the cash register and card terminal
2 people
48
Brief volunteers
2 people
49
Check toilets

Event

50
Staff opening stations
3 people
51
Welcome visitors
3 people
52
Register visitors
2 people
53
Provide guided tours
3 people
54
Demonstrate the windmill
2 people
55
Supervise children's activities
2 people
56
Staff the info desk
2 people
57
Serve coffee and tea
2 people
58
Serve snacks
2 people
59
Refill drinks
2 people
60
Empty trash bins
2 people
61
Check toilets periodically
62
Turn on lighting
63
Support the evening program
3 people
64
Provide music
65
See off the last visitors
3 people

Aftercare

66
Close the register
2 people
67
Store food safely
2 people
68
Collect tableware
3 people
69
Dismantle furniture
4 people
70
Take down party tents
4 people
71
Remove decorations
2 people
72
Switch off equipment
2 people
73
Collect waste
3 people
74
Wash dishes
3 people
75
Clean the grounds
3 people
76
Check the mill
2 people
77
Count inventory
78
Return borrowed materials
2 people
79
Have waste removed
80
Lock up the venue
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
High tablesqty 4
Folding chairsqty 60
Beer tablesqty 6
Bar stoolsqty 12
Coat racksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 8
Coffee potsqty 4
Teapotsqty 3

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Scissorsqty 4
Measuring cupsqty 3
Serving tongsqty 8
Mixing bowlsqty 6
Food warmersqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Mobile speakersqty 2
Microphonesqty 2
Card machinesqty 2
Power stripsqty 8
Extension cordsqty 8
Flashlightsqty 4

Lighting

String lightsqty 8
LED lanternsqty 10
LED spotlightsqty 4

Decorations

Buntingqty 10
Dutch flagsqty 4
Windmill postersqty 12
Tableclothsqty 12
Chalkboardsqty 8
Name badgesqty 40
Directional signsqty 12
Info displaysqty 6

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the programme and visitor flow at least 6–8 weeks before the event. Decide how many guided tours can run per hour, where visitors register, and where queues will form.
Recruit volunteers early and publish a rota with named roles. Schedule guides, registration staff, catering helpers and someone responsible for first aid and emergencies in separate shifts.
Check permits, suppliers and nearby residents at least 4 weeks beforehand. Confirm deliveries, access times, power requirements and any conditions attached to opening the grounds.
Prepare visitor information and tour scripts 2–3 weeks before the event. Include arrival details, registration instructions, tour duration, children’s activities and what happens if parts of the site are closed.
Create the rainy-day plan before checking the final forecast. Test speakers, extension cords and power outlets, clear emergency exits, and check fire extinguishers and first-aid supplies during the final week.

Frequently asked questions

How far in advance should I plan National Windmill Day?: Begin the main plan 8 weeks before the event. Finalise the programme, volunteers, permits and suppliers by 4 weeks beforehand, then use the final 7 days for safety and weather checks.
How many volunteers do I need for National Windmill Day?: Plan at least one person for registration, one coordinator, one guide per simultaneous tour and extra helpers for children’s activities and catering. Add relief cover so each role can take a 30-minute break.
When should I prepare the rainy-day programme?: Write the alternative programme at least 2 weeks before National Windmill Day. Check the forecast 3 days before the event and make the final decision no later than the previous evening.
What should I check at the mill before opening?: Complete a site check during the final week and repeat it on the morning of the event. Inspect access routes, emergency exits, fire extinguishers, first-aid supplies, power outlets and extension cords before visitors arrive.

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.