How to organize an open day at a station
A station open day works best when visitors always know where to go next: registration, information, tours and refreshments. Start by fixing the programme and tour capacity, then open registration so you can plan volunteers, catering and accessibility around real numbers. In the final week, check permits, routes and equipment rather than relying on assumptions. On the day itself, set up the entrance and reception desk first, then test presentations, microphones and power before visitors arrive.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Send invitations
2 people
- 2
Publish registration form
- 3
Process registrations
- 4
Collect dietary requirements
- 5
Schedule guided tours
2 people
- 6
Schedule volunteers
2 people
- 7
Book catering
- 8
Check permits
- 9
Finalize the program
2 people
- 10
Design signage
- 11
Prepare info signs
2 people
- 12
Check the tour routes
2 people
- 13
Test the equipment
2 people
- 14
Check stock
2 people
- 15
Print visitor information
- 16
Prepare name badges
2 people
- 17
Set up presentations
2 people
- 18
Collect keys
- 19
Do the shopping
3 people
- 20
Chill drinks
2 people
- 21
Inspect venue
3 people
- 22
Clear the entrance
2 people
- 23
Set up tables
4 people
- 24
Set up chairs
4 people
- 25
Set up the reception desk
2 people
- 26
Set up information stands
4 people
- 27
Set up exhibitions
4 people
- 28
Hang decorations
3 people
- 29
Set up signage
3 people
- 30
Set up the sound system
2 people
- 31
Connect lighting
2 people
- 32
Set up the catering buffet
4 people
- 33
Make coffee and tea
2 people
- 34
Lay out tour materials
2 people
- 35
Conduct a safety check
3 people
- 36
Brief volunteers
3 people
Event
- 37
Staff the registration table
2 people
- 38
Welcome visitors
3 people
- 39
Distribute program
2 people
- 40
Staff info booths
6 people
- 41
Guide tours
6 people
- 42
Give demonstrations
3 people
- 43
Supervise children's activities
3 people
- 44
Staff the photo booth
- 45
Serve coffee and tea
3 people
- 46
Serve snacks
3 people
- 47
Refill drinks
2 people
- 48
Restock the buffet
2 people
- 49
Collect tableware
2 people
- 50
Empty trash bins
2 people
- 51
Check toilets
2 people
- 52
Guide visitor flow
3 people
- 53
Announce evening program
- 54
Supervise the final tour
3 people
- 55
See visitors out
3 people
- 56
Collect lost property
- 57
Close catering
3 people
Aftercare
- 58
Dismantle information stands
4 people
- 59
Dismantle exhibitions
4 people
- 60
Dismantle the sound system
2 people
- 61
Remove decorations
3 people
- 62
Clear tables and chairs
4 people
- 63
Sort waste
3 people
- 64
Wash dishes
3 people
- 65
Clean the venue
4 people
- 66
Store equipment safely
2 people
- 67
Remove signage
3 people
- 68
Inventory materials
2 people
- 69
Return borrowed materials
2 people
- 70
Chill leftovers
- 71
Archive registration list
- 72
Handle lost and found
- 73
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 12
- Folding chairsqty 80
- Reception desk
- High tablesqty 8
- Clothes racksqty 2
- Bollardsqty 12
- Barrier tapeqty 6
- Umbrella binsqty 3
Tableware
- Reusable glassesqty 150
- Coffee cupsqty 100
- Platesqty 120
- Cutlery setsqty 120
- Serving spoonsqty 12
- Coffee spoonsqty 100
- Serving traysqty 12
Decorations
- Buntingqty 10
- Balloonsqty 100
- Balloon pumpqty 2
- Tableclothsqty 12
- Flower arrangementsqty 8
- Photo backdrop
- Photo propsqty 20
Equipment
- Laptopqty 2
- Projectorqty 2
- Projection screensqty 2
- Speakersqty 2
- Microphonesqty 2
- Microphone standsqty 2
- Extension cordsqty 8
- Power stripsqty 8
- Charging stationsqty 2
- Coolersqty 6
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Thermos flasksqty 8
- Cool jugsqty 6
- Cutting boardsqty 4
- Bread knivesqty 4
- Kitchen knivesqty 4
- Serving plattersqty 16
- Pliersqty 8
- Coolersqty 4
- Towelsqty 12
Lighting
- LED lampsqty 12
- Mood lightingqty 6
- Batteriesqty 24
Safety
- First aid kitsqty 2
- Fire extinguishersqty 2
- Flashlightsqty 6
- Safety vestsqty 12
- Walkie-talkiesqty 8
- Hearing protectionqty 20
Information
- Information boardsqty 12
- Program flyersqty 500
- Name badgesqty 80
- Badge holdersqty 80
- Pensqty 30
- Clipboardsqty 10
- Directional signsqty 20
- Markersqty 20
- Name stickersqty 200
Children's activities
- Coloring pagesqty 200
- Colored pencilsqty 40
- Markersqty 40
- Puzzlesqty 6
- Play matsqty 4
Cleaning
- Waste binsqty 12
- Mopsqty 4
- Bucketsqty 4
- Broom setsqty 3
- Dustpan and brushqty 3
- Cleaning glovesqty 12
- Waste sorting binsqty 4
Catering
- Groceries
Tips
- Set the programme before publishing registration. Give each guided tour a fixed start time and capacity, then use the registration data to schedule enough volunteers and collect dietary requirements.
- Check the visitor route at least one week before the open day. Look for bottlenecks at the entrance, mark restricted areas with bollards or barrier tape, and make sure every information sign can be seen from the approach.
- Reserve catering as soon as registration numbers become reliable, preferably at least 10 days in advance. Plan coffee cups, reusable glasses, plates and cutlery for the confirmed headcount plus a small buffer rather than shopping at the last minute.
- Test the laptop, projector, screens, speakers and microphones together 2–3 days beforehand. Check extension cords and power strips in the actual rooms, because a presentation that works at a desk may fail across the event layout.
- Treat setup as a timed sequence on the morning itself: collect keys, inspect the venue, clear the entrance, arrange the reception desk, tables and chairs, then chill drinks and place visitor information and name badges. Keep signage and route checks until the furniture is in position, so signs point to the final layout.
Frequently asked questions
- How far in advance should I plan a station open day?
- Start the main planning at least 6–8 weeks before the event. Check permits and book catering early, then publish registration once the programme and guided-tour capacity are fixed.
- When should registration open for a station open day?
- Open registration about 4 weeks before the event if tours have limited spaces. Close or review it 3–5 days beforehand so you can confirm catering, name badges, volunteer shifts and dietary requirements.
- How many volunteers do I need for a station open day?
- Plan at least one volunteer at the reception desk, one person for each active tour group, and one floating person for directions and problems. Add another volunteer when groups exceed roughly 20 visitors or routes run at the same time.
- When should I set up the station open day venue?
- Begin physical setup 2–3 hours before visitors arrive, allowing time to collect keys, inspect the venue and arrange tables, chairs and the reception desk. Finish equipment testing and route checks at least 30 minutes before opening.
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