Open Sustainable Homes Route organising checklist

An Open Sustainable Homes Route needs more than a list of participating homes. Visitors need clear timings, a simple registration process and route information they can use on the day. Homeowners and volunteers also need a briefing, contact details and reliable equipment. Start with the route and participating households, then publish registration information before arranging staffing, printing and refreshments. Use this checklist to keep the planning in the right order and avoid last-minute gaps at the information desk or venue.

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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

Publish date and times
Recruit participating households
2 people
Record the route and addresses
2 people
Reserve an information desk
Publish registration form
Send invitations
2 people
Post social media updates
Process registrations
2 people
Collect dietary requirements
Brief homeowners
2 people
Recruit volunteers
2 people
Assign volunteers
Compile contact list
Write visitor information
2 people
Design route maps
Print route maps
2 people
Prepare name badges
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
3 people
Test equipment and power
2 people
Check the weather forecast
Confirm homeowners
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the information desk
3 people
Put up route signs
4 people
Hang lighting
3 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Prepare snacks
3 people
Welcome volunteers
2 people
Brief volunteers
3 people
Register visitors
3 people
Hand out route maps
2 people
Answer visitors' questions
2 people
Lead house tour
4 people
Explain sustainable examples
8 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Sort waste
2 people
Check route signs
2 people
Direct visitors to the exit
2 people
See off the last visitors
2 people

Aftercare

Take down tables and chairs
4 people
Take down party tents
4 people
Remove route signs
3 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste
2 people
Return materials
2 people
Return borrowed items
2 people
Archive registration details
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
High tablesqty 3
Coat rack
Waste binsqty 4

Tableware

Reusable cupsqty 120
Coffee mugsqty 80
Reusable platesqty 100
Reusable cutleryqty 100
Serving traysqty 8
Pouring jugsqty 6

Kitchen

Thermos flasksqty 6
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Storage binsqty 12

Equipment

Laptop
Tabletqty 2
Printer
Mobile phoneqty 2
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6
Handheld megaphone

Decorations

Welcome banner
Information boardsqty 8
Route arrowsqty 30
Name badgesqty 40
Tableclothsqty 8

Lighting

LED lanternsqty 8
LED string lightsqty 4

Cleaning

Broomsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Dish brushesqty 3
Reusable glovesqty 6
Bucketsqty 3
First aid kit

Catering

Groceries

Tips

Confirm the homes and route before publishing invitations. Record every address, check the walking or cycling order, and leave time to update maps if one household withdraws.
Set a registration deadline several days before the route. Use the final list to prepare visitor information, collect dietary requirements and create a contact list for volunteers and homeowners.
Brief each homeowner with the arrival window, visitor expectations and an emergency contact. Send the same information again shortly before the event so nobody relies on an old message.
Test the laptop, tablet, printer, phone, extension cords and power strips before setup. Charge devices the evening before and bring charging cables rather than assuming a venue will have spare equipment.
Allow at least 60–90 minutes for opening the venue and setup. Put route arrows and information boards in place first, then arrange the welcome banner, name badges, tables, chairs and refreshments.

Frequently asked questions

How far in advance should I organise an Open Sustainable Homes Route?: Start recruiting participating households at least 6–8 weeks before the event. Publish the date and registration form once the route has been checked, then use the final 7 days for confirmations, printing and volunteer briefings.
When should registration close for an Open Sustainable Homes Route?: Close registration 3–5 days before the event if you need printed route maps, name badges or dietary information. Keep a phone number available for late changes, but avoid printing materials from an unfinished list.
How many volunteers do I need for an Open Sustainable Homes Route?: Plan at least one volunteer for the information desk and one person responsible for route or homeowner contact. Add another volunteer for every busy entrance, registration point or group of homes that cannot be covered within a few minutes.
How long before the start should the venue be set up?: Allow 60–90 minutes before visitors arrive. This covers tables and chairs, signs and route arrows, equipment and power checks, name badges, refreshments and a final confirmation call to participating homeowners.

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