Open Monument Day: a practical planning checklist

Open Monument Day involves more than opening the doors of a historic building. You need to secure the monument and rooms, confirm opening hours, schedule tours, recruit and brief volunteers, and make the visitor flow work. Registrations, dietary requirements, printed programmes, signs, catering, toilets and access to keys all need an owner and a deadline. This checklist takes you from the first venue arrangements to opening the building, preparing the rooms and welcoming visitors.

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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

Reserve monument and spaces
2 people
Coordinate opening hours
2 people
Book tours
Recruit volunteers
2 people
Send invitations
2 people
Publish event online
Send press release
Process registrations
2 people
Collect dietary requirements
Divide the tour groups
2 people
Print the program
Prepare signage
2 people
Book catering
Coordinate bathroom use
Pick up keys
Do the shopping
2 people
Check materials
2 people
Brief guides
3 people
Hand out the volunteer schedule
Open venue
2 people
Ventilate the rooms
2 people
Check toilets
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the reception desk
2 people
Mark tour points
2 people
Set up information panels
2 people
Place historical objects
2 people
Hang up decorations
2 people
Test sound equipment
2 people
Test the lighting
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set out tableware
2 people
Prepare the registration list
Inspect the safety route
2 people

Event

Open the doors
3 people
Welcome visitors
3 people
Register visitors
2 people
Distribute program
2 people
Guide tours
4 people
Guide access and traffic flow
3 people
Answer visitors' questions
2 people
Supervise children's activities
2 people
Host lecture
2 people
Assist the demonstration
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Restock information materials
Turn on lighting
Lead evening tour
3 people
Inform last visitors
2 people
See visitors out
3 people
Close doors
2 people

Aftercare

Clear away snacks and drinks
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Store information panels safely
2 people
Collect waste
3 people
Clean rooms
3 people
Final cleaning of the toilets
2 people
Switch off equipment
2 people
Take down tents
4 people
Count materials
2 people
Return borrowed materials
2 people
Return keys
Register lost and found items
Archive photos and documents

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 6
Tablecloth setsqty 10
Clothes racksqty 2
Bollardsqty 12
Queue barriersqty 8

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 12
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Portable sound systemsqty 2
Wireless microphonesqty 2
Laptopsqty 2
Screensqty 2
Projectorsqty 2
Conesqty 20
Route signsqty 20
Info panelsqty 12
Display standsqty 8
Clipboardsqty 8

Lighting

LED construction lightsqty 6
String lightsqty 8
Flashlightsqty 6

Decorations

Buntingqty 8
Flower arrangementsqty 6
Table décorqty 10
Photo framesqty 12
Chalkboardsqty 8
Notice boardsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Small bowlsqty 20
Mixing bowlsqty 4
Serving spoonsqty 12
Kitchen tongsqty 6
Cookie tinsqty 6

Cleaning

Waste binsqty 10
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Business walkie-talkiesqty 6
Safety vestsqty 10

Administration

Cash boxesqty 2
Payment terminalsqty 2
Pensqty 30
Notepadsqty 12
Wristbandsqty 250
Name stickersqty 150
Visitor formsqty 250
Tour listsqty 20
Program bookletsqty 300
Route mapsqty 300
Information leafletsqty 300

Catering

Groceries

Tips

Reserve the monument and any extra rooms before publishing the programme. Confirm opening hours, tour capacity and access arrangements in writing so registrations do not exceed what the building can handle.
Recruit volunteers early enough to cover reception, guiding, catering and practical checks. Give guides the final tour-group divisions and hand out the volunteer schedule before event day, not during the first rush.
Plan visitor flow as carefully as the programme. Set up the reception desk, queue barriers or bollards, coat racks and clear signage before opening, especially if several tours start within the same hour.
Check technical equipment at the venue at least one day before the event. Test projectors, screens, laptops, portable sound systems and wireless microphones, and confirm that extension cords and power strips reach safe connection points.
Do the final building check before visitors arrive: ventilate rooms, inspect toilets, set up tables and chairs, and prepare coffee, tea and water service. Pick up the keys early enough to solve access problems before the first tour begins.

Frequently asked questions

How far in advance should I organise Open Monument Day?: Start reserving the monument, rooms and tour slots at least 8 to 12 weeks ahead. Use the remaining weeks for volunteers, registrations, catering, publicity and the final programme.
How many volunteers do I need for Open Monument Day?: Plan at least one person at reception, one guide per tour group and one practical or catering volunteer for each busy shift. Add a reserve of 10 to 15% so breaks and absences do not leave a station unmanned.
When should I divide visitors into tour groups?: Close or review registrations 3 to 5 days before the event, once dietary requirements and attendance numbers are clear. Prepare the group lists and give each guide the final version before opening.
What should I check on the morning of Open Monument Day?: Allow 60 to 90 minutes for the opening check. Collect the keys, ventilate the rooms, inspect toilets, test sound and presentation equipment, set up the reception desk, and place signs before visitors arrive.

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.