Open Day at the Station: A Practical Checklist

An open day at a station needs more than a finished programme and a few volunteers. You need a clear registration process, timed guided tours, tested presentation equipment and an entrance that can handle arriving visitors. Start by confirming permits and tour routes, then organise catering, staffing and visitor information. This checklist helps you work through the preparation in order, including the small details that are often left until the last day, such as keys, name badges, chilled drinks and power access.

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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

Send invitations
2 people
Publish registration form
Process registrations
Collect dietary requirements
Schedule guided tours
2 people
Schedule volunteers
2 people
Book catering
Check permits
Finalize the program
2 people
Design signage
Prepare info signs
2 people
Check the tour routes
2 people
Test the equipment
2 people
Check stock
2 people
Print visitor information
Prepare name badges
2 people
Set up presentations
2 people
Collect keys
Do the shopping
3 people
Chill drinks
2 people
Inspect venue
3 people
Clear the entrance
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the reception desk
2 people
Set up information stands
4 people
Set up exhibitions
4 people
Hang decorations
3 people
Set up signage
3 people
Set up the sound system
2 people
Connect lighting
2 people
Set up the catering buffet
4 people
Make coffee and tea
2 people
Lay out tour materials
2 people
Conduct a safety check
3 people
Brief volunteers
3 people

Event

Staff the registration table
2 people
Welcome visitors
3 people
Distribute program
2 people
Staff info booths
6 people
Guide tours
6 people
Give demonstrations
3 people
Supervise children's activities
3 people
Staff the photo booth
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
2 people
Guide visitor flow
3 people
Announce evening program
Supervise the final tour
3 people
See visitors out
3 people
Collect lost property
Close catering
3 people

Aftercare

Dismantle information stands
4 people
Dismantle exhibitions
4 people
Dismantle the sound system
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Sort waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Store equipment safely
2 people
Remove signage
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Chill leftovers
Archive registration list
Handle lost and found
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Reception desk
High tablesqty 8
Clothes racksqty 2
Bollardsqty 12
Barrier tapeqty 6
Umbrella binsqty 3

Tableware

Reusable glassesqty 150
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Coffee spoonsqty 100
Serving traysqty 12

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 12
Flower arrangementsqty 8
Photo backdrop
Photo propsqty 20

Equipment

Laptopqty 2
Projectorqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Coolersqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Cool jugsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving plattersqty 16
Pliersqty 8
Coolersqty 4
Towelsqty 12

Lighting

LED lampsqty 12
Mood lightingqty 6
Batteriesqty 24

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 6
Safety vestsqty 12
Walkie-talkiesqty 8
Hearing protectionqty 20

Information

Information boardsqty 12
Program flyersqty 500
Name badgesqty 80
Badge holdersqty 80
Pensqty 30
Clipboardsqty 10
Directional signsqty 20
Markersqty 20
Name stickersqty 200

Children's activities

Coloring pagesqty 200
Colored pencilsqty 40
Markersqty 40
Puzzlesqty 6
Play matsqty 4

Cleaning

Waste binsqty 12
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Waste sorting binsqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the open day. Use the final list to confirm numbers, dietary requirements, tour capacity and the volunteer schedule rather than relying on estimates.
Build the guided-tour timetable around realistic walking and reset time. Check every route in advance and allow at least 15 minutes between groups if visitors must return to the reception area.
Test the laptop, projector, screens, speakers and microphones together at least 2 days beforehand. Check extension cords and power strips at the actual presentation points, not just at a desk.
Prepare the entrance and reception area before setting up decorations. Put out the reception desk, tables, chairs, signage and visitor information first so the arrival flow works before you add bunting, balloons or a photo backdrop.
Arrange catering and drinks by service time, not just by headcount. Chill drinks on the day before where possible, and keep reusable glasses, coffee cups, plates, cutlery and serving trays together so volunteers are not searching during the event.

Frequently asked questions

How far in advance should I organise a station open day?: Begin planning at least 6 to 8 weeks ahead, especially if permits, guided tours or catering are involved. Send invitations and publish the registration form early, then close registrations about 7 days before the event.
When should I finalise the guided tour schedule?: Finalise the schedule 5 to 7 days before the open day, once registrations and dietary requirements are known. Check each route again during the final week and brief volunteers on meeting points and timings.
When should I test the presentation equipment?: Test the laptop, projector, screens, speakers and microphones at least 2 days before visitors arrive. Repeat a short sound and projection check on the morning of the open day after the room layout and power connections are complete.
What should be ready at the entrance on the morning?: Set up the reception desk, tables, chairs, name badges, visitor information and clear signs before doors open. Aim to finish the entrance setup at least 60 minutes beforehand, leaving time to inspect access routes and collect keys.

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