How to organize a power plant open day
A power plant open day needs the structure of a site visit and the welcome of a public event. Start by fixing the program, visitor capacity and tour route before sending invitations. Safety controls the schedule: identify risks, define access rules and brief every guide and volunteer. Then use registrations to plan catering, badges, parking and group sizes. Test demonstrations, presentations and audio equipment before visitors arrive, and inspect the venue in advance rather than discovering problems during setup.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set the date and program
2 people
- 2
Determine visitor capacity
2 people
- 3
Develop the tour route
3 people
- 4
Identify safety risks
3 people
- 5
Prepare safety instructions
2 people
- 6
Publish access rules
- 7
Send invitations
2 people
- 8
Process registrations
2 people
- 9
Collect dietary requirements
- 10
Send visitor information
- 11
Calculate catering quantities
2 people
- 12
Reserve catering and groceries
- 13
Check restroom facilities
- 14
Brief guides
3 people
- 15
Assign volunteers
2 people
- 16
Prepare the parking route
2 people
- 17
Test technical demonstrations
3 people
- 18
Check presentations
2 people
- 19
Prepare name badges
2 people
- 20
Print visitor lists
- 21
Print route signs
2 people
- 22
Receive deliveries
2 people
- 23
Set up non-perishable supplies
2 people
- 24
Chill drinks
2 people
- 25
Inspect the venue in advance
3 people
- 26
Set up tent and tables
4 people
- 27
Set up chairs and queue lines
3 people
- 28
Set up the reception desk
2 people
- 29
Build the catering buffet
3 people
- 30
Set up a coffee and tea station
2 people
- 31
Set up equipment and screens
3 people
- 32
Check lighting and cables
2 people
- 33
Place route and safety signs
3 people
- 34
Place barriers and gates
3 people
- 35
Set up PPE distribution point
2 people
- 36
Check the tour rooms
3 people
- 37
Welcome presenters
2 people
- 38
Briefing with all staff
4 people
Event
- 39
Start visitor registration
3 people
- 40
Welcome visitors
2 people
- 41
Explain the program
- 42
Guide the first tour
3 people
- 43
Provide technical demonstration
2 people
- 44
Answer questions at info point
2 people
- 45
Serve coffee and tea
2 people
- 46
Serve snacks
3 people
- 47
Refill drinks
2 people
- 48
Keep buffet and tables clean
2 people
- 49
Lead the second tour
3 people
- 50
Guide the third tour
3 people
- 51
Handle evening presentation
2 people
- 52
Guide visitor flow
3 people
- 53
Check toilets periodically
- 54
Empty trash bins during the event
2 people
- 55
Inform last visitors
2 people
Aftercare
- 56
Close the distribution points
3 people
- 57
Switch off equipment
3 people
- 58
Secure visitor registration
- 59
Collect tableware and glassware
3 people
- 60
Clean up catering
3 people
- 61
Sort and remove waste
3 people
- 62
Clean the venue
3 people
- 63
Dismantle furniture
4 people
- 64
Remove signs and barriers
3 people
- 65
Inventory materials
2 people
- 66
Return borrowed items
2 people
- 67
Store leftover stock
2 people
- 68
Process registration details
- 69
Register lost and found items
- 70
Collect invoices and receipts
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Folding tablesqty 10
- Chairsqty 80
- High tablesqty 6
- Tableclothsqty 12
- Bollardsqty 12
- Queue barriersqty 10
Equipment
- Laptopsqty 3
- Screensqty 3
- Projector
- Projection screen
- Portable speakersqty 2
- Wireless microphonesqty 2
- Extension cordsqty 8
- Power stripsqty 8
- Cable traysqty 12
- Power banksqty 4
Safety
- Safety helmetsqty 40
- Safety gogglesqty 40
- Hearing protectionqty 40
- Safety vestsqty 20
- Barrier tapeqty 6
- First aid kitsqty 3
- Flashlightsqty 6
- Fire extinguishersqty 4
Communication
- Walkie-talkiesqty 8
- Name badgesqty 80
- Clipboardsqty 8
- Pensqty 30
- Visitor badgesqty 400
- Information leafletsqty 400
- Floor plansqty 250
- Program flyersqty 300
- Route signsqty 20
- Info panelsqty 12
- Visitor listsqty 8
Tableware
- Reusable coffee cupsqty 150
- Reusable drinking cupsqty 250
- Platesqty 180
- Forksqty 180
- Knivesqty 180
- Spoonsqty 180
- Coffee potsqty 4
- Teapotsqty 3
- Serving plattersqty 12
- Serving spoonsqty 12
Kitchen
- Kettlesqty 3
- Coffee machinesqty 2
- Coolersqty 6
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Pliersqty 8
- Serving spoonsqty 8
- Thermos flasksqty 6
- Ice packsqty 24
Decorations
- Buntingqty 10
- Balloonsqty 100
- Balloon weightsqty 10
- Table décorqty 12
Lighting
- LED lampsqty 12
- Outdoor string lightsqty 4
Cleaning
- Waste binsqty 12
- Waste sorting binsqty 4
- Vacuum cleanerqty 2
- Mopsqty 3
- Bucketsqty 3
- Cleaning clothsqty 20
- Broom setsqty 3
Catering
- Groceries
Tips
- Set the visitor capacity before publishing invitations. Base it on the smallest safe area on the tour route, then divide the total into groups that guides can manage without crowding.
- Design the tour route around safety, not convenience. Mark restricted areas with bollards, queue barriers or barrier tape, and place route signs before the first group arrives.
- Send safety instructions with the visitor information, not only at the entrance. State which areas require safety helmets, goggles, hearing protection or high-visibility vests, and prepare enough visitor badges for every registered person.
- Test every technical demonstration and presentation at least one day before the event. Check laptops, screens, projectors, microphones, speakers, extension cords and cable trays together in the actual rooms where they will be used.
- Use the final registration list to prepare catering and arrivals. Print visitor lists and name badges in advance, collect dietary requirements before ordering food, and assign volunteers to parking, check-in and group movements.
Frequently asked questions
- How far in advance should I plan a power plant open day?
- Start the main planning at least 8 to 12 weeks before the event. Fix the date, program, capacity and tour route first; send invitations only after the safety approach and access rules are clear.
- How many visitors should each power plant tour group have?
- Set the group size according to the narrowest or riskiest part of the route and the number of available guides. As a practical starting point, plan one guide for each group and keep groups small enough to hear instructions and move without blocking operational areas.
- When should visitors receive power plant safety instructions?
- Send the instructions with the visitor information at least 5 to 7 days before the open day. Repeat the essential rules at check-in and before each tour, especially requirements for protective equipment and restricted areas.
- When should I test the demonstrations and AV equipment?
- Test demonstrations, presentations and audio equipment at least one day before opening, using the same power points and room layout. Keep spare extension cords, power strips, power banks and a backup communication method available for the event day.
Start this plan in Lizzt
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