Mill Open Day Checklist
A mill open day needs more than an open door and a few guided tours. Set the programme first, then work through safety, access, volunteers, food, drinks and visitor information in that order. This checklist helps you avoid late jobs such as dividing tour groups, checking permits, ordering bakery items and restocking toilets. Use the registration numbers to plan staffing, seating, refreshments and the amount of equipment needed on the day.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Set the date and program
2 people
Plan guided tours
2 people
Conduct a safety inspection
2 people
Determine millwork and demonstrations
2 people
Check permits
Check insurance coverage
Set out the access route
2 people
Arrange parking spaces
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Place the bakery order
Calculate drink stock
2 people
Divide the tour groups
2 people
Recruit volunteers
2 people
Assign volunteer tasks
2 people
Create instructions for visiting the mill
2 people
Create floor plans and signage
2 people
Check the weather forecast
Confirm registrations
Do the shopping
3 people
Pick up ordered bread products
2 people
Clean the windmill and grounds
4 people
Check and restock toilets
2 people
Check the milling setup
2 people
Block off the tour route
3 people
Set up the cash register and registration
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up information tables
3 people
Set up the buffet and drink station
3 people
Test coffee machines
2 people
Chill drinks
2 people
Prepare snacks and bread rolls
4 people
Lay out name tags and program
2 people
Set up signage
3 people
Hang safety signs
2 people
Test cash and card reader
2 people
Give volunteer briefing
3 people
Event
Staff the entrance and reception
2 people
Register visitors
2 people
Explain the program
Guide mill tours
4 people
Demonstrate the milling process
2 people
Guide children during activities
2 people
Staff the information desk
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep the buffet clean and replenished
2 people
Empty trash bins
2 people
Check toilets periodically
Guide the parking lot
2 people
Announce the final tour
Guide visitors to the exit
2 people
Secure the mill
2 people
Aftercare
Clear away food and drinks
3 people
Wash dishes
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations
2 people
Sort and remove waste
3 people
Clean the grounds
4 people
Final cleaning of the toilets
2 people
Give the mill area a final clean
3 people
Return materials
2 people
Store leftover stock
2 people
Register lost and found items
Send thank-you message
Archive registration details
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Tablesqty 8
- Folding chairsqty 60
- Buffet tablesqty 3
- Bar stoolsqty 4
- Waste binsqty 6
- Clothes racksqty 2
Tableware
- Reusable platesqty 150
- Reusable bowlsqty 50
- Reusable cupsqty 200
- Coffee cupsqty 100
- Tea glassesqty 50
- Cutlery setsqty 150
- Serving spoonsqty 8
- Cake forksqty 100
- Serving traysqty 8
Equipment
- Coffee machinesqty 3
- Kettlesqty 2
- Coolersqty 4
- Extension cordsqty 6
- Power stripsqty 6
- Payment terminal
- Sound amplifier
- Microphone
- Walkie-talkiesqty 6
- Power banksqty 4
- Clipboardsqty 6
- Pensqty 30
- Calculatorsqty 2
- Mill measuring rulersqty 3
- Binocularsqty 4
- Bollardsqty 20
- Rolls of barrier tapeqty 6
- Conesqty 20
- Folding step ladder
- Toolbox
- Hand truck
Kitchen
- Cutting boardsqty 4
- Chef’s knives and bread knivesqty 6
- Bread tongsqty 4
- Thermos flasksqty 8
- Water jugsqty 6
- Measuring cupsqty 3
- Ice packsqty 20
Decorations
- Buntingqty 8
- Windmill postersqty 12
- Tableclothsqty 10
- Name badgesqty 30
- Flower arrangementsqty 4
Lighting
- LED light stringsqty 6
- LED lampsqty 8
- Flashlightsqty 6
Catering
- Coffee and tea displaysqty 3
- Drink dispensersqty 3
- Bread basketsqty 6
- Cooler cratesqty 6
- Milk jugsqty 6
- Sugar bowlsqty 6
- Groceries
Cleaning
- Bucketsqty 6
- Spongesqty 12
- Cleaning clothsqty 24
- Broom setsqty 4
- Mopsqty 4
- Dustpans and brushesqty 4
- Trash grabbersqty 2
- Toilet brushesqty 3
- Hand soap dispensersqty 4
- Safety glovesqty 12
Tips
- Set the date and programme before inviting people, then allow at least two weeks to process registrations and collect dietary requirements. Confirm the final number of visitors several days before the open day.
- Divide visitors into tour groups before the event rather than at the entrance. Give each group a starting time, a guide and a clear route so demonstrations do not create bottlenecks inside the mill.
- Recruit volunteers for separate roles: guiding, registration, parking, refreshments and safety. Send each person written instructions at least three days ahead, including arrival time and where to report.
- Check power and weather arrangements at least 48 hours before opening. Test coffee machines, kettles, the microphone and amplifier, and decide where tents, coolers and extension cords will go if the forecast changes.
- Finish the visitor areas the day before: clean the windmill and grounds, install floor plans and signs, arrange tables and chairs, and check toilets. On the morning itself, allow at least 60 minutes for bread, drinks, waste bins and final safety checks.
Frequently asked questions
- How far in advance should I plan a mill open day?
- Set the date and programme at least 6 to 8 weeks in advance. That gives you time to check permits and insurance, recruit volunteers, send invitations and place the bakery order after registrations are known.
- How many volunteers do I need for a mill open day?
- Plan at least one person for every operational role: registration, parking, refreshments, tours and safety. For several simultaneous tour groups, add one guide per group and one reserve volunteer for breaks or problems.
- When should I divide visitors into guided tour groups?
- Close or review registrations 3 to 5 days before the event, then divide visitors by tour time and group size. Send confirmations with the meeting point and arrival time so the first group is ready before opening.
- What should I check the day before a mill open day?
- Complete cleaning, signage, floor plans, toilet supplies and equipment testing the day before. Leave at least 60 minutes on the event morning for the final safety inspection, setting out refreshments and checking the access route.
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