Monument open day checklist

A monument open day needs more than opening the doors. You need a clear programme, timed tours, trained guides, visitor bookings and a route that works on the day. This checklist takes you from setting the date through to cleaning, access checks and final setup. It also covers the details people often leave too late, such as dietary requirements, printed tour materials, weather checks, name badges and power for microphones or coffee equipment.

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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

Set the date and program
2 people
Coordinate opening hours
2 people
Plan guided tours
2 people
Arrange tour guides
Open tour bookings
Send invitations
2 people
Place publicity
2 people
Process registrations
Collect dietary requirements
Update visitor list
Check the weather forecast
Confirm reservations
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
2 people
Print tour materials
Prepare name badges
Check information signs
2 people
Prepare route signs
2 people
Inspect the venue beforehand
2 people
Arrange keys and access
Sweep the grounds and entrance
2 people
Clean the restrooms
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the registration desk
2 people
Set up information tables
2 people
Set up the tour area
2 people
Hang up decorations
3 people
Place route signs
2 people
Install lighting
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Set out the buffet and tableware
2 people
Check sound
2 people
Conduct a safety check
2 people
Brief volunteers
2 people

Event

Open the entrance
2 people
Welcome visitors
3 people
Check off registrations
2 people
Explain the program
2 people
Guide tours
3 people
Answer questions at the booths
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Clear away dishes
2 people
Empty trash bins
2 people
Check toilets
Check the lighting
Guide visitor flow
2 people
Supervise the final tour
3 people
Inform last visitors
2 people
Close entrance
2 people
Ensure visitors leave safely
3 people

Aftercare

Close buffet
2 people
Collect tableware
3 people
Clear away furniture
4 people
Take down party tents
4 people
Remove decorations
3 people
Switch off equipment
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
3 people
Final cleaning of the toilets
2 people
Remove directional signs
2 people
Turn off the lights
Lock doors and windows
2 people
Return materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Party tentsqty 2
High tablesqty 4
Entrance desk
Clothes racksqty 2

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Small bowlsqty 12
Serving plattersqty 10
Coffee potsqty 4
Water jugsqty 6
Serving tongsqty 8

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Microphonesqty 2
Power banksqty 4
Walkie-talkiesqty 6
Fire extinguishersqty 2
Flashlightsqty 4
First aid kits

Decorations

Buntingqty 6
Flower arrangementsqty 6
Tableclothsqty 8
Name badgesqty 40
Adhesive stripsqty 4
Information boardsqty 12
Directional signsqty 16
Plate standsqty 12
Program bookletsqty 200
Pensqty 20

Lighting

LED string lightsqty 6
LED lampsqty 8
Batteriesqty 24

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 4
Measuring cupsqty 2
Serving spoonsqty 6
Aluminum foilqty 2
Food storage containersqty 12

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop setsqty 2
Bucketsqty 4
Cleaning glovesqty 6
Microfiber clothsqty 20
Toilet brushesqty 2

Catering

Groceries

Tips

Set the programme and opening hours before inviting visitors. Publish tour times early enough to process registrations, confirm reservations and avoid filling more people into a tour than the guide and route can handle.
Inspect the monument and visitor route beforehand, including entrances, restrooms, signs and access points. Arrange keys and access several days before opening, rather than relying on one person to bring them on the morning.
Print tour materials and prepare name badges before the final week. Keep spare copies at the entrance desk and give each guide the information, route signs and visitor details they need.
Check dietary requirements while processing registrations, then match refreshments to the confirmed visitor list. Do the shopping only after checking the list, including cups, glasses, plates, cutlery, serving items and drinks equipment.
Check the weather forecast in the final 48 hours and decide where party tents, tables and chairs will go. Test extension cords, power strips, microphones and portable speakers before visitors arrive, and keep flashlights and first aid kits accessible.

Frequently asked questions

How far in advance should I organise a monument open day?: Set the date and programme at least 6 to 8 weeks ahead if you need guided tours, bookings and publicity. Confirm guides, access arrangements and suppliers no later than 2 weeks before the event.
How do I plan guided tours for a monument open day?: Create fixed tour times with enough space between groups for the previous tour to finish and visitors to move through the route. Confirm the guide roster at least 1 week ahead and print the final tour schedule before the event.
What should I check the day before a monument open day?: Review the visitor list, reservations, dietary requirements, weather forecast, keys, route signs and information signs. Also confirm that the entrance desk, restrooms, tables, chairs, tents and refreshments are ready at least 24 hours beforehand.
When should I prepare the entrance and visitor materials?: Set up the entrance desk, name badges, printed tour materials and visitor list on the day before opening whenever possible. Allow at least 60 minutes on the morning itself for a final walk-through, signage check and equipment test.

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.