Open Monument Day planning checklist

Open Monument Day brings together timed tours, historic buildings, volunteers and visitors who may arrive at the same time. Start by confirming the date, opening hours and monument registration, then build the programme around guided tours and available guides. In the final week, focus on registrations, access, signage, catering and volunteer instructions. This checklist covers the practical details that are easy to overlook, from printing floor plans to checking keys and charging the registration tablet.

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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 date and opening hours
2 people
Register monument
Compile program
2 people
Plan guided tours
2 people
Arrange tour guides
Recruit volunteers
2 people
Create the volunteer schedule
2 people
Send invitations
2 people
Publish event online
Send press release
Process registrations
2 people
Collect dietary requirements
Make reservations
Confirm tours
Confirm suppliers
Check the weather forecast
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Portion catering
2 people
Inform volunteers
2 people
Print floor plan
Prepare signage
2 people
Check keys and access
2 people

Event

Open venue
2 people
Carry out a safety check
2 people
Ventilate the rooms
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception desk
2 people
Set up exhibition materials
3 people
Place information signs
2 people
Set up signage
2 people
Set up the cloakroom
2 people
Set up coffee station
2 people
Set out tableware
2 people
Set out snacks
2 people
Brief guides
2 people
Register volunteers
2 people
Place opening sign
Welcome visitors
3 people
Distribute program
2 people
Guide visitor flow
3 people
Guide tours
4 people
Supervise children's activity
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Answer information questions
2 people
Check toilets
Empty trash bins
Check rest areas
Staff the photo booth
Supervise the final tour
3 people
Guide visitors to the exit
2 people
Catering breakdown
2 people
Lock up the venue
2 people

Aftercare

Collect waste
3 people
Clear tables and chairs
3 people
Clear away exhibition materials
3 people
Wash dishes
2 people
Clean equipment
2 people
Clean rooms
3 people
Remove signage
2 people
Collect lost and found items
Count inventory
2 people
Return rental items
2 people
Return keys
Send visitor thank-you gifts

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Bar stoolsqty 4
Clothes racksqty 2
Waste binsqty 8
Umbrella binsqty 2
Folding chairsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Handheld megaphone
Tablet for registration
Camera

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving plattersqty 10
Thermos flasksqty 6
Water jugsqty 6
Serving traysqty 6

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Buntingqty 6
Flagsqty 12
Photo framesqty 12
Chalkboardsqty 6
Table numbersqty 10

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Mixing bowlsqty 4
Measuring cupsqty 2
Serving tongsqty 6
Cooling platesqty 4
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Litter pickersqty 2
Cleaning glovesqty 8
Toilet brushesqty 2
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries

Information

Program bookletsqty 250
Floor plansqty 250
Name stickersqty 100
Pensqty 30
Clipboardsqty 8
Information boardsqty 12
Route arrowsqty 30
Visitor passesqty 250
Volunteer badgesqty 30
Wristbandsqty 250

Children's activity

Coloring pagesqty 100
Colored pencilsqty 30
Markersqty 30
Sketchbooksqty 20
Pencilsqty 30
Erasersqty 20
Pencil sharpenersqty 10

Safety

First aid kit
Flashlightsqty 4
Barrier tapeqty 4
Non-slip matsqty 6
Emergency exit signsqty 8
High-visibility vestsqty 12

Transport

Transport cartsqty 2
Storage cratesqty 12
Ratchet strapsqty 6

Tools

Hammerqty 2
Screwdriversqty 2
Cable tiesqty 200
Duct tapeqty 4
Scissorsqty 6
Measuring tapeqty 2
Parasol basesqty 4
Entrance matsqty 6

Tips

Set the programme before recruiting guides and volunteers. List every guided tour with its start time, duration and maximum group size, then use those figures to create the volunteer schedule.
Confirm access at least 24 hours before opening. Check every key, entrance and restricted room, and place the printed floor plan and signs where visitors make decisions.
Treat visitor registration as a separate job. Test the tablet before doors open, keep a paper backup, and prepare the final list of dietary requirements for whoever is handling catering.
Plan drinks and coffee around the opening rush. Chill drinks in advance, fill thermos flasks before visitors arrive, and check that coffee machines, kettles, extension cords and power strips are safely placed.
Give volunteers one short operational briefing before opening. Include the tour meeting point, registration process, emergency contacts, breaks and what to do if the weather changes.

Frequently asked questions

How far in advance should I organise Open Monument Day?: Start at least 8 to 12 weeks ahead. Use the first weeks to register the monument, set opening hours, compile the programme and recruit guides and volunteers; reserve the final 7 days for confirmations and practical checks.
When should guided tours be scheduled for Open Monument Day?: Set the tour timetable as soon as the programme is agreed, ideally 6 weeks before the event. Confirm each guide and tour at least 3 days beforehand, including the meeting point, group size and route.
How many volunteers do I need for Open Monument Day?: Plan at least one person for registration or the entrance, one guide for each simultaneous tour, and one coordinator available during opening hours. Add extra volunteers for busy entrances, refreshments or buildings with several public rooms.
What should I check the day before Open Monument Day?: Check the weather forecast, shopping list, keys, access, suppliers, tour confirmations and volunteer information 24 hours before opening. Also print the floor plan and signage, chill drinks and charge the registration tablet.

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.