National Windmill Day organising checklist

Use this checklist to organise National Windmill Day in a clear order, from checking the mill grounds to welcoming visitors. The plan covers permits, suppliers, volunteers, guided tours, children’s activities, music, catering and safety checks. Start registrations and volunteer planning early, then use the final week to confirm deliveries, test equipment and prepare for bad weather. Keep visitor information and tour scripts ready before the gates open.

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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

Check the mill and grounds
2 people
Finalize the opening program
2 people
Recruit volunteers
2 people
Schedule tour guides
2 people
Make reservations
Check permits
Confirm suppliers
Send invitations
2 people
Publish event online
Inform nearby residents
2 people
Process registrations
2 people
Collect dietary requirements
Prepare visitor information
Prepare tour scripts
2 people
Select children's activities
2 people
Confirm music program
Check the weather forecast
Create an alternative rainy-day program
2 people
Check first aid supplies
Check fire extinguishers
Clear emergency exits
2 people
Check power outlets
2 people
Test extension cords
2 people
Distribute promotional materials
2 people
Check the shopping list
Do the shopping
2 people
Set up non-perishable supplies
2 people
Clean the windmill
3 people
Clean the restrooms
2 people
Mow and sweep the grounds
2 people
Prepare signage
2 people
Make name badges
2 people
Print the run sheet
Fill coolers
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Set up tables
3 people
Set up chairs
3 people
Build party tents
4 people
No stage needed
Hang up decorations
2 people
Set up info booth
2 people
Set up kids' corner
2 people
Mark the tour route
2 people
Hang lighting
2 people
Test sound system
2 people
Test the cash register and card terminal
2 people
Brief volunteers
2 people
Check toilets

Event

Staff opening stations
3 people
Welcome visitors
3 people
Register visitors
2 people
Provide guided tours
3 people
Demonstrate the windmill
2 people
Supervise children's activities
2 people
Staff the info desk
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
Turn on lighting
Support the evening program
3 people
Provide music
See off the last visitors
3 people

Aftercare

Close the register
2 people
Store food safely
2 people
Collect tableware
3 people
Dismantle furniture
4 people
Take down party tents
4 people
Remove decorations
2 people
Switch off equipment
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the grounds
3 people
Check the mill
2 people
Count inventory
Return borrowed materials
2 people
Have waste removed
Lock up the venue
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
High tablesqty 4
Folding chairsqty 60
Beer tablesqty 6
Bar stoolsqty 12
Coat racksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 8
Coffee potsqty 4
Teapotsqty 3

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Scissorsqty 4
Measuring cupsqty 3
Serving tongsqty 8
Mixing bowlsqty 6
Food warmersqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Mobile speakersqty 2
Microphonesqty 2
Card machinesqty 2
Power stripsqty 8
Extension cordsqty 8
Flashlightsqty 4

Lighting

String lightsqty 8
LED lanternsqty 10
LED spotlightsqty 4

Decorations

Buntingqty 10
Dutch flagsqty 4
Windmill postersqty 12
Tableclothsqty 12
Chalkboardsqty 8
Name badgesqty 40
Directional signsqty 12
Info displaysqty 6

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Start with the mill and grounds, permits and the opening programme. Confirm the public schedule before you publish the event online or send invitations.
Recruit volunteers early and assign tour guides to specific time slots. Prepare the tour scripts and visitor information before processing registrations, so staff can answer questions consistently.
Plan food and drinks around the expected attendance, including dietary requirements. Check serving equipment, coffee machines, kettles, coolers, refrigerators and food warmers before the event day.
Do not leave the rainy-day plan until the forecast is clear. Prepare an alternative programme and check that party tents, tables, chairs and mobile speakers can be used safely if the weather changes.
Complete the safety walk-through in the final week and again on the morning itself. Check first aid supplies, fire extinguishers, emergency exits, power outlets and extension cords before visitors arrive.

Frequently asked questions

How early should I start planning National Windmill Day?: Start at least 8 to 12 weeks before the event. Use the first weeks for permits, suppliers, volunteers, reservations and the programme; leave the final 7 days for confirmations and safety checks.
When should I recruit volunteers for National Windmill Day?: Recruit volunteers 6 to 8 weeks in advance, especially if you need tour guides or people for children’s activities. Finalise the rota and send each person their time slot at least 7 days before opening.
When should I publish the National Windmill Day programme?: Publish the programme as soon as the opening hours, tours, music and activities are confirmed, ideally 3 to 4 weeks beforehand. Update the visitor information immediately if times or reservations change.
What should I check the day before National Windmill Day?: Check the weather forecast, supplier deliveries, registrations, catering supplies and equipment the day before. Also confirm emergency exits, fire extinguishers, first aid supplies, power outlets and extension cords before setup is complete.

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.