Open Farm Day Checklist

An open farm day combines visitor flow, animal care, food service and practical site setup. Start by fixing the date, opening hours and programme, then work through registrations, volunteers, permits and animal activities. In the final week, check the forecast, confirm suppliers and prepare signs, barriers, tents and serving equipment. This checklist also helps you avoid late jobs such as dietary requirements, chilled food collection, vet contact details and testing the speaker and microphone.

Organize this event for free with Lizzt

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
Confirm opening hours with the venue
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Book animal activities
Check permits
Check toilets
Confirm vet contact
Check the weather forecast
Check the shopping list
2 people
Do the shopping
2 people
Pick up chilled products
2 people
Prepare animal feed
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Put up barriers
3 people
Set up stage-free activity areas
3 people
Hang decorations
3 people
Put up route and information signs
2 people
Test sound system
2 people
Prepare coffee and tea
2 people
Prepare snacks and sandwiches
4 people
Chill drinks
2 people
Set up handwashing stations
2 people
Check animals and enclosures
3 people
Brief volunteers
3 people

Event

Staff the registration table
2 people
Welcome visitors
2 people
Guide tours
3 people
Supervise feeding time
3 people
Supervise children's activities
4 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep buffet and tables clean
2 people
Empty trash bins
2 people
Guide visitors to the exit
2 people
Bring animals to the overnight pens
3 people

Aftercare

Dismantle furniture
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the venue
4 people
Check animal enclosures
2 people
Inventory materials
2 people
Return borrowed items
2 people
Dispose of waste
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 50
Picnic benchesqty 4
Crowd control barriersqty 12
Clothing rack

Tableware

Reusable mugsqty 100
Reusable drinking glassesqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Serving traysqty 6
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving jugsqty 4
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Mixing bowlsqty 4
Ice packsqty 16

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Animal bannersqty 6
Balloon archesqty 2
Route signsqty 12
Information boardsqty 8
Tablecloth setsqty 8

Children's activities

Coloring pagesqty 250
Colored pencil setsqty 20
Animal stamp setsqty 6
Wooden gamesqty 6
Name stickersqty 250
Animal feed bowlsqty 12

Safety

First aid kit
Hand sanitizing stationsqty 4
Work glovesqty 12

Cleaning

Waste binsqty 10
Bucketsqty 4
Cleaning clothsqty 20
Broom setsqty 3
Mop headsqty 3

Catering

Groceries

Tips

Set the programme before sending invitations. Include the opening hours, animal activities and food arrangements so visitors know what to expect and you can estimate attendance.
Close registrations early enough to collect dietary requirements and schedule volunteers. A final headcount several days before the event gives you time to adjust snacks, sandwiches, seating and reusable tableware.
Check permits, toilets, barriers and the vet contact before the final week. These details are easy to overlook when attention is focused on activities and decorations.
Prepare the visitor route before setup day. Put out route signs and information boards, use barriers where visitors need guidance, and keep animal areas separate from food and drink service.
On setup day, test the portable speaker and wireless microphone before visitors arrive. Check extension cords and power strips, then prepare coffee, tea, chilled products and animal feed close to serving time.

Frequently asked questions

How far in advance should I plan an open farm day?: Set the date and programme at least 6 to 8 weeks ahead. This leaves time for invitations, registrations, permits, volunteer scheduling and booking animal activities.
When should I send open farm day invitations?: Send invitations about 4 to 6 weeks before the event, with a clear registration deadline. Close registrations several days before the event so you can collect dietary requirements and confirm staffing.
What should I check the week before an open farm day?: Check permits, opening hours, toilets, the vet contact, weather forecast and booked animal activities. Also review the shopping list and confirm tents, barriers, tables, chairs and sound equipment.
When should I prepare food and animal feed?: Prepare shelf-stable items and serving equipment the day before, then collect chilled products on the event day or within 24 hours beforehand. Prepare animal feed according to the activity schedule so it stays fresh and is ready when needed.

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.