Monument open day checklist

A monument open day needs more than an open door and a few information boards. You need a clear visitor flow, assigned tours, prepared volunteers, working lighting and safe access throughout the building and outdoor area. Start with opening information and registrations, then confirm reservations and dietary requirements before building the volunteer schedule. In the final days, check materials, drinks, signs and emergency exits so the opening team is not solving avoidable problems at the last minute.

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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

Publish opening information
Send invitations
2 people
Process registrations
Assign tours
Collect dietary requirements
Make reservations
Create the volunteer schedule
Prepare guided tours
2 people
Check information boards
2 people
Collect keys
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Chill drinks
2 people
Lay out tour materials
Open venue
2 people
Check the building for safety
2 people
Clear emergency exits
2 people
Test the lighting
Inspect the outdoor area
2 people
Mark the entrance
2 people
Place route signs
2 people
Set up tables
3 people
Set up chairs
3 people
Set up information points
2 people
Set up exhibition pieces
3 people
Put up barriers
2 people
Hang up decorations
2 people
Set up coffee station
2 people
Prepare coffee and tea
2 people
Set up registration desk
2 people
Brief volunteers
2 people
Set up the coat check

Event

Staff the entrance
2 people
Register visitors
2 people
Inform visitors
2 people
Guide tours
3 people
Supervision in the monument
3 people
Manage the cloakroom
Serve coffee and tea
2 people
Refill drinks
Refill snacks
Empty trash bins
Check toilets
Adjust lighting
Light the evening route
2 people
Supervise the final tour
2 people
Guide visitors to the exit
2 people
Close off the entrance
2 people

Aftercare

Lock indoor areas
2 people
Store items securely
3 people
Remove decorations
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Clean the outdoor area
2 people
Turn off lights
Return keys
Return materials
2 people
Clean coolers
Store usable stock
Register lost and found items

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 60
Coat racksqty 2
Bollardsqty 12
Tableclothsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cake platesqty 80
Teaspoonsqty 80
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Cutting boardsqty 3
Knivesqty 6
Serving traysqty 6

Equipment

Extension cordsqty 4
Power stripsqty 6
Flashlightsqty 4
Walkie-talkiesqty 4

Lighting

LED lampsqty 12
String lightsqty 4
Battery lanternsqty 6

Decorations

Buntingqty 6
Flower arrangementsqty 6
Table décorqty 8
Photo framesqty 12
Adhesive stripsqty 2

Catering

Drink dispensersqty 3
Coffee thermal carafesqty 4
Napkin holdersqty 8
Ice packsqty 12
Chalkboardsqty 6
Groceries

Information

Program leafletsqty 250
Floor plansqty 250
Tour cardsqty 200
Visitor registersqty 4
Name badgesqty 40
Ballpoint pensqty 30
Clipboardsqty 8
Information boardsqty 12
Route arrowsqty 20
Price listsqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 8
Lost and found bagsqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 20
Hand broomsqty 4

Tips

Set a registration deadline at least 3–5 days before the open day. Use the final numbers to assign tours, plan seating and account for dietary requirements.
Assign each volunteer a specific role and time slot at least 48 hours in advance. Include separate coverage for the entrance, information points, guided tours and refreshments.
Walk the full visitor route the day before opening, including the outdoor area. Check that route signs, entrance markers and information boards can be seen without staff having to explain every turn.
Test lighting, extension cords and power strips before visitors arrive. Keep flashlights, battery lanterns and walkie-talkies available in case a room or outdoor section becomes difficult to manage.
Complete the safety check before setting out tables and chairs. Clear emergency exits first, then position furniture so queues, tour groups and access to information points do not block the route.

Frequently asked questions

How far in advance should I organise a monument open day?: Publish the opening information and send invitations several weeks in advance so visitors have time to register. Close or review registrations 3–5 days before the event, then finalise tours, volunteers and refreshments.
How many volunteers do I need for a monument open day?: Plan at least one person for the entrance or registration point, one for refreshments and one guide per tour group running at the same time. Add a coordinator and extra help for a busy outdoor route or several information points.
When should I prepare the guided tours?: Prepare the tour route and materials at least 3–7 days before opening, then walk through each tour once more the day before. This gives you time to correct missing information, unclear signs or lighting problems.
When should I set up the monument open day venue?: Collect keys, inspect the building and clear emergency exits before furniture and decorations are placed. Set up tables, chairs, information points and route signs on the day before where possible, leaving only chilled drinks and final checks for opening day.

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.