What you need for a monument open day

What to bring

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

Tips

• Plan cups, glasses, plates and cutlery for your expected visitor count, then add at least 10% for replacements and unexpected arrivals. Set aside extra small bowls and serving tongs if food is available throughout the day.
• Check the route and entrance before shopping for signs: allow one entrance sign, one sign at every decision point and clear route signs wherever visitors could take the wrong path. Print tour materials and prepare name badges at least one day before opening.
• Count electrical devices before bringing coffee machines, kettles, speakers and microphones. Use enough extension cords and power strips to keep cables away from walking routes, and test every connection before visitors arrive.
• Prepare a separate refreshment point with coffee pots, water jugs, coolers and serving platters rather than relying on the entrance desk. For an outdoor site, arrange party tents and tablecloths before the weather forecast becomes a problem.
• Keep one first aid kit, fire extinguisher and flashlight easy to reach, and give the location to every tour guide. If the site is spread out, use walkie-talkies and charge power banks the evening before the open day.

Frequently asked questions

What should I buy for a monument open day?

Plan for visitor welcome, refreshments, guided tours and site safety. The core shopping list includes tables and chairs, serving items, coffee and water equipment, signs, printed tour materials, power supplies, first aid kits and fire extinguishers.

How many cups and glasses do I need for an open day?

Start with one planned serving set per expected visitor and add at least 10% extra. If refreshments run for several hours without washing-up, plan closer to two sets per visitor or arrange enough storage for used items.

When should I prepare signs and tour materials?

Print tour materials and prepare route signs and information signs at least one day before opening. Inspect the route on the morning of the event, because temporary barriers, weather or furniture can make an otherwise clear sign ineffective.

How early should I check equipment for a monument open day?

Test coffee machines, kettles, microphones, portable speakers, extension cords and power strips at least 24 hours beforehand. Charge power banks and walkie-talkies the evening before, then do a short sound and access check before visitors arrive.