Municipal Depot Open Day Checklist

A municipal depot open day needs more than a visitor schedule. You are coordinating public access around machines, vehicles, power equipment and working areas, so the order of preparation matters. Start with the date, programme, permits and reservations, then move to registrations, tours, demonstrations and volunteer cover. In the final week, confirm deliveries, inspect the grounds, mark the visitor route and test every safety and communication item. This checklist brings the 68 planning tasks and 62 required items together in one working plan.

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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
Check permits
Make reservations
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign tours
2 people
Assign volunteers
2 people
Confirm deliveries
Select machines
2 people
Prepare demonstrations
3 people
Set the route for visitors
2 people
Check safety risks
2 people
Prepare information boards
2 people
Prepare name badges
Print floor plan
Print Signage
Check the shopping list
2 people
Order catering
Collect materials
3 people
Mow and sweep the grounds
2 people
Clean machines
3 people
Store machines safely
3 people
Turn on the coolers
Do the shopping
2 people
Set up tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up security barriers
3 people
Mark off the walking route
2 people
Set up machines
5 people
Set up demonstration areas
4 people
Place information signs
2 people
Set up signage
2 people
Set up the reception desk
2 people
Set up catering
3 people
Prepare coffee and tea
2 people
Test sound system
2 people
Conduct a safety check
3 people
Brief volunteers
3 people

Event

Welcome visitors
3 people
Register sign-ups
2 people
Explain the program
2 people
Guide tours
4 people
Support machine demonstrations
4 people
Manage traffic flow
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check the lighting
Escort the last visitors
3 people
Wave goodbye to visitors
2 people

Aftercare

Clean up catering
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Take down tents
4 people
Remove signage
2 people
Remove security barriers
3 people
Put the equipment back
5 people
Sort waste
3 people
Clean the grounds
3 people
Clean the restrooms
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover catering
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Reception desk
High tablesqty 6
Waste binsqty 8
Coat racksqty 2

Equipment

Refrigeratorsqty 2
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 8
Rechargeable walkie-talkiesqty 6
Laptopsqty 2
Cash register terminal
Portable lightingqty 6

Safety

Barrier fencingqty 20
Traffic conesqty 20
Barrier tapeqty 6
Warning signsqty 12
Safety helmetsqty 20
Safety vestsqty 25
Safety gogglesqty 20
Hearing protectionqty 20
First aid kitsqty 2
Flashlightsqty 6
Fire extinguishersqty 4

Presentation

Information boardsqty 12
Display standsqty 8
Floor plansqty 150
Program leafletsqty 150
Name badgesqty 40
Badge holdersqty 40
Clipboardsqty 8
Pensqty 30
Notepadsqty 10

Decorations

Buntingqty 8
Municipal flagsqty 4
Tableclothsqty 12
Balloon archesqty 2

Tableware

Reusable cupsqty 150
Reusable coffee cupsqty 100
Reusable platesqty 100
Reusable cutleryqty 120
Serving traysqty 8

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Ice packsqty 20

Cleaning

Broom setsqty 4
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 20
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the visitor route before preparing signs or demonstrations. Mark restricted areas with barrier fencing, cones, tape and warning signs, then place information boards where visitors naturally stop.
Allow one named volunteer for each tour group, plus separate people for reception and safety oversight. Prepare name badges, walkie-talkies and printed maps before the first visitors arrive.
Do not leave catering quantities until the final day. Use registration numbers and collected dietary requirements to confirm the order, then check that refrigerators, coolers, coffee machines and kettles have power.
Test the demonstration area with the machines running before opening time. Check extension cords, power strips, mobile lighting, microphones and hearing protection rather than discovering a problem during a tour.
Walk the grounds shortly before opening, not only during the initial inspection. Mow and sweep outdoor areas, clean machines, store unused machines safely and keep first aid kits and flashlights accessible.

Frequently asked questions

How far in advance should I plan a municipal depot open day?: Fix the date, programme and permit requirements at least 8 to 12 weeks ahead. Send invitations early enough to process registrations and collect dietary requirements before catering is ordered.
How do I organise tours at a municipal depot open day?: Divide visitors into timed groups and assign a volunteer to each group. Set the route before printing maps and signs, and leave at least 10 to 15 minutes between groups if demonstrations require repositioning or extra safety checks.
What safety equipment is needed for a municipal depot open day?: Plan visible route controls such as barrier fencing, traffic cones, barrier tape and warning signs. Keep safety helmets, vests, glasses, hearing protection and first aid kits ready, and inspect them at least one day before opening.
When should I confirm deliveries and catering for the open day?: Confirm deliveries and catering 3 to 5 days before the event, after checking registration numbers and dietary requirements. On the day before, verify tables, chairs, tents, refrigerators, coolers and serving equipment are on site.

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.