Nursery open day checklist

A nursery open day needs more than clean paths and a good selection of plants. You need a clear visitor flow, timed tours, registration details, food and drink quantities, sales labels, parking and a weather backup. This checklist covers the work from setting the date through final setup, including the details that are easy to leave until the last morning. Use it to coordinate staff, suppliers and volunteers without losing track of the practical jobs.

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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
Send invitations
2 people
Process registrations
Collect dietary requirements
Determine catering quantities
2 people
Reserve deliveries
Determine tour routes
2 people
Select plants for sale
3 people
Make price tags and plant labels
2 people
Create map and route signs
Check the weather forecast
Prepare parking area
3 people
Do the shopping
2 people
Test equipment
2 people
Check sales stock
2 people
Prepare snacks
3 people
Chill drinks
2 people
Clean the greenhouse and paths
4 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up sales tables
3 people
Place plant labels
3 people
Put up route signs
2 people
Hang up decorations
2 people
Set up coffee station
2 people
Set up registration desk
2 people
Set up the cloakroom and lost and found
Check cash and card reader
2 people
Display snacks
2 people
Give the guide briefing
3 people
Give sales team briefing
3 people

Event

Welcome visitors
3 people
Register sign-ups
2 people
Guide tours
4 people
Answer plant questions
3 people
Sell plants
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Track waste and tables
2 people
Guide to the parking area
2 people
Guide visitors to the exit
2 people
Close the register
2 people

Aftercare

Store sale plants safely
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes and glassware
2 people
Collect and remove waste
2 people
Clean coffee station
2 people
Clean cash desk and toilets
3 people
Remove signage
2 people
Store leftover groceries
Return borrowed materials
2 people
Handle lost and found

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Folding chairsqty 80
High tablesqty 6
Coat rack
Clothes hangersqty 80
Transport cartsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Serving jugsqty 6

Equipment

Payment terminal
Extension cordsqty 6
Power stripsqty 4
Handheld microphone
Speaker

Lighting

String lightsqty 6
Outdoor lightsqty 6

Decorations

Buntingqty 6
Tableclothsqty 8
Flower arrangementsqty 10
Plant labelsqty 150
Route signsqty 12
Price holdersqty 40
Chalkboardsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the programme before sending invitations. Allow time for arrivals, registration, guided tour routes, plant sales and refreshments, then use the schedule to estimate how many tables, chairs and serving points you need.
Close registrations before ordering catering. Count confirmed visitors, add a small buffer for walk-ins, and collect dietary requirements early enough to adjust snacks and drinks before delivery.
Walk every tour route a few days beforehand, not just on the morning. Check that signs are visible at each turn, paths are clear, and the route still works if rain makes part of the nursery muddy.
Finish plant labels and price tags before setting up the sales tables. Group plants by section and keep the payment terminal, extension leads and a simple stock check at the sales area rather than unpacking them during opening.
Treat weather and power as separate checks. Review the forecast the day before, secure party tents and outdoor lighting, and test coffee machines, kettles, the microphone and speaker with the actual extension cords and power strips.

Frequently asked questions

How far in advance should I plan a nursery open day?: Set the date and programme at least 6 to 8 weeks ahead. Send invitations once the visitor capacity, tour times and registration process are clear, and confirm catering quantities after registrations close.
How much food and drink do I need for a nursery open day?: Base the order on confirmed registrations plus a buffer of about 10 percent for walk-ins. For the first hour, allow roughly 2 to 3 drinks per person, then adjust snacks and chilled drinks to the length of the programme.
When should I prepare the nursery for an open day?: Clean the greenhouse and paths and prepare the parking area 1 to 2 days before the event. Put out tables, chairs, route signs, plant labels and the coffee station on the final setup day, then do a short safety and equipment check before opening.
What should I do if it rains on nursery open day?: Check the forecast 24 to 48 hours beforehand and decide which tours can use covered routes. Have party tents, outdoor lights, transport carts and dry storage ready before visitors arrive, rather than waiting for the first shower.

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.