Insect Hotel Building Day Checklist

Use this checklist to organise an insect hotel building day from the first booking to the final clean-up. It covers the details that are easy to overlook: preparing cut timber, sorting natural filling materials, testing drills and assigning enough adult support. Plan the work in clear stages so participants can register, receive safety instructions and start building without waiting for tools or materials. Allow extra time for setting up workstations and checking the weather if part of the event is outdoors.

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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

Reserve workspace
Set the date and program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Check the weather forecast
Check the shopping list
Check building materials
2 people
Test tools
2 people
Do the shopping
2 people
Lay out the wood and filling material
3 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up build stations
3 people
Distribute tools per table
3 people
Post safety instructions
Prepare coffee and tea
2 people
Receive participants
3 people
Register attendance
2 people
Give construction instructions
2 people
Explain safe use
2 people
Have wood cut to size
3 people
Guide building groups
6 people
Supervise drilling work
3 people
Distribute filling material
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
Clear work tables between tasks
2 people
Finish insect hotels
4 people
Provide placement advice
Photograph the projects
Thank participants
Set up the evening meal
3 people
Serve dinner
3 people
Sort waste during the event
Check the venue and materials
2 people
Collect tools
3 people
Store insect hotels safely
2 people

Aftercare

Take down tables and chairs
4 people
Take down party tents
4 people
Collect waste
3 people
Wash dishes
2 people
Clean work area
4 people
Return borrowed tools
2 people
Store leftover materials
2 people
Send participant information

What to bring

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

Furniture

Party tentqty 2
Tablesqty 8
Chairsqty 60
Workbenchesqty 6
Waste binsqty 4

Equipment

Drill standqty 3
Cordless drill driversqty 6
Extension cordsqty 6
Power stripsqty 6

Tools

Hand sawsqty 6
Hammerqty 8
Screwdriversqty 12
Drill bitsqty 24
Measuring tapesqty 8
Pencilsqty 30
Clampsqty 12

Safety

Safety gogglesqty 30
Work glovesqty 30
Ear defendersqty 12
Dust masksqty 30

Construction materials

Untreated wooden cratesqty 30
Untreated wooden boardsqty 40
Bamboo polesqty 100
Hollow stemsqty 150
Tree slicesqty 60
Pine conesqty 100
Wood chipsqty 6
Terracotta potsqty 40

Confirmation

Wood screwsqty 500
Hanging hooksqty 30
Ropeqty 100

Tableware

Reusable cupsqty 70
Platesqty 70
Cutlery setsqty 70
Coffee potsqty 3
Teapotsqty 2

Catering

Coolersqty 3
Water jugsqty 4
Groceries

Decorations

Information boardsqty 6
Name badgesqty 70
Markersqty 12
Paper tableclothsqty 8

Cleaning

Bucketsqty 4
Spongesqty 8
Hand broomsqty 4
Dustpan and brushqty 3

Lighting

Work lightsqty 4

Tips

Confirm the workspace at least 3–4 weeks before the building day, then set the date, programme and registration deadline. Ask for dietary requirements when people sign up rather than trying to collect them on the day.
Check the building materials and have the wooden boards cut to size before participants arrive. Count screws, hooks and filling materials separately; small items such as bamboo poles, hollow stems and pine cones are easy to underestimate.
Test every cordless drill, drill bit, extension cord and power strip at least 2 days in advance. Put one complete tool set at each workstation and keep spare batteries, bits and hand tools in a central box.
Set up tables, workbenches, chairs, tents and waste bins before opening the venue. Leave clear walkways between stations, and place safety goggles, gloves, ear defenders and dust masks where each group can reach them.
Give a short demonstration before construction begins, including safe drill and saw use and how to handle wood chips. Assign one guide to each building group where possible, especially if children or first-time tool users are attending.

Frequently asked questions

How long does an insect hotel building day take?: Allow 3–4 hours for a typical session, including arrival, registration, safety instructions and construction. Add at least 60 minutes beforehand for setting up tables, tools and materials, and 30 minutes afterwards for sorting tools and waste.
How many volunteers do I need for an insect hotel workshop?: Plan on one experienced volunteer for every 6–8 participants when drills, saws and hammers are being used. Have one additional person handle registration, refreshments and general questions instead of leaving those jobs to the building guides.
When should I prepare the insect hotel materials?: Prepare and count the timber, screws and natural filling materials 2–3 days before the event. Cut the boards and test the tools by the day before, so missing parts can still be replaced without delaying the programme.
What should I do if the insect hotel building day is outdoors?: Check the weather forecast 48 hours beforehand and again on the morning of the event. Set up party tents or another covered workspace, protect electrical connections from rain and decide by the previous day whether the event needs to move indoors.

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