Open Monument Day planning checklist

Open Monument Day needs more than opening a building to visitors. You need a workable schedule for tours, clear access information, trained guides, signs and enough practical support for the whole day. Start by confirming opening and closing times with the monument manager, then build the visitor flow around booked tours and registration numbers. This checklist helps you coordinate volunteers, prepare printed information and arrange catering, toilets, power and lighting before visitors arrive.

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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

Record schedule and rounds
2 people
Contact monument manager
Confirming opening and closing times
Book tours
Check the access route
2 people
Check escape routes
2 people
Gather parking information
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Recruit volunteers
2 people
Confirm tour guides
Determine catering quantities
2 people
Reserve toilet facilities
Order print materials
Design route signs
2 people
Prepare program brochures
2 people
Print signage
2 people
Prepare info signs
2 people
Prepare tour content
3 people
Create the volunteer schedule
2 people
Share contact details
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Bundle program booklets
2 people
Bring materials to the venue
3 people
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the information desk
2 people
Set up the catering buffet
3 people
Hang decorations
2 people
Place route signs
3 people
Test the lighting
2 people
Brief the tour guides
4 people
Brief hosts and hostesses
4 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Hand out program brochures
2 people
Give the first tour
2 people
Give the second tour
2 people
Give the third tour
2 people
Give the fourth tour
2 people
Provide historical background
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep buffet tables clean
2 people
Empty trash bins
2 people
Check toilets
2 people
Guide visitor flow
3 people
Inform last visitors
2 people
Wave goodbye to visitors
2 people

Aftercare

Cover remaining catering
2 people
Collect tableware
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Remove plates and ribbons
3 people
Wash dishes
3 people
Clean rooms
3 people
Clean the restrooms
2 people
Check materials
2 people
Return materials
3 people
Return borrowed items
2 people
Clear away leftover groceries
2 people
Register lost and found items
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Beer tablesqty 4
High tablesqty 4
Tableclothsqty 12

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving traysqty 6

Decorations

Buntingqty 8
Dutch flagsqty 4
Flower arrangementsqty 6
Chalkboardsqty 6
Table signsqty 12

Equipment

Megaphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable walkie-talkiesqty 6
Power banksqty 4

Lighting

LED lampsqty 8
Outdoor lightsqty 4
Flashlightsqty 6

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Spongesqty 12
Microfiber clothsqty 20

Safety

First aid kitsqty 2
Business vestsqty 10
Bollardsqty 12
Barrier tapeqty 4

Catering

Information desk
Cash box
Name stickersqty 150
Program leafletsqty 200
Notepadsqty 10
Ballpoint pensqty 30
Groceries

Tips

Set the visitor timetable before inviting people. Confirm opening and closing times, tour rounds and guide availability first, then publish the programme so registrations match the actual capacity.
Walk the full access route at least two weeks before the event. Check entrances, parking, escape routes and toilet access, and turn any problem points into clear visitor information or route signs.
Finish printed materials at least 7 days before opening. Allow time to proofread programme brochures, route signs and information boards, then print a few extra copies for late visitors.
Create the volunteer rota with named roles and contact details at least 5 days ahead. Include separate cover for welcoming visitors, guiding tours, answering questions and handling breaks.
Use registrations to estimate catering instead of guessing. Buy and chill drinks the day before, and test coffee machines, kettles, extension cords, power strips and LED lamps before setup begins.

Frequently asked questions

How far in advance should I organise Open Monument Day?: Start planning at least 6 to 8 weeks before the event. Confirm the monument manager, opening hours, tours, access and volunteer needs first; send invitations once the programme is reliable.
When should I send Open Monument Day invitations?: Send invitations about 3 to 4 weeks before the event, after tour times and registration limits are confirmed. Close registrations 3 to 5 days beforehand so you can process dietary requirements and calculate catering.
How many volunteers do I need for Open Monument Day?: Plan at least one volunteer for each active visitor function, plus one person who can cover breaks or problems. For a day with two simultaneous tour groups, that usually means two guides and at least two additional support volunteers.
What should I prepare the day before Open Monument Day?: Set out signs and printed information, check the access route, charge walkie-talkies and power banks, chill drinks and test lighting and electrical equipment. Keep the final setup list short enough to complete 2 to 3 hours before opening.

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.