Police Station Open Day Checklist

A police station open day needs more than a tour schedule. You need a clear visitor route, safe demonstrations, working registration points and enough staff to keep groups moving. Start with permits, notifications and the programme, then build the visitor journey around timed tours. Before opening, check accessibility, parking signs, radios, microphones, payment equipment and refreshments. This checklist brings the planning, supplies and final checks together so nothing essential is left until the last hour.

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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 the date and program
2 people
Submit permits and notifications
Determine the tour route
2 people
Document demonstrations
2 people
Design invitations
Send invitations
2 people
Publish event online
Open the registration form
Process registrations
2 people
Collect dietary requirements
Reserve suppliers
Order catering
Check accessibility
2 people
Create visitor traffic plan
2 people
Prepare parking signs
Make tour signs
2 people
Print program flyers
Prepare name badges
2 people
Print the registration list
Do the shopping
3 people
Check materials
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set out packages and promotional materials
2 people
Check the outdoor area
2 people
Clear the entrance
2 people
Set up tables
3 people
Set up chairs
3 people
Build party tents
4 people
Set up barriers
3 people
Hang route arrows
2 people
Set up the reception desk
2 people
Set up information stands
4 people
Set up demonstration materials
4 people
Test sound system
2 people
Set up the coffee and tea station
2 people
Set out snacks and tableware
3 people
Check toilets
Briefing for reception team
2 people
Give the guide briefing
2 people
Brief demonstration teams
2 people

Event

Start background music
Welcome visitors
4 people
Register sign-ups
3 people
Hand out name badges
2 people
Hand out program flyers
2 people
Guide tours
6 people
Run a traffic demonstration
4 people
Conduct a forensic demonstration
3 people
Supervise the search dog demo
3 people
Brief on service vehicles
3 people
Supervise children's activities
4 people
Staff info booths
6 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Check toilets periodically
Guide visitor flow
4 people
Announce the final tour
See visitors out
3 people
Conduct final check of public areas
3 people
Set up evening program
3 people
Welcome Evening Guests
3 people
Host the evening presentation
3 people
Arrange evening break
2 people
See evening guests out
3 people

Aftercare

Close off the outdoor area
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove barricades
3 people
Remove decorations
2 people
Wash dishes
3 people
Clean equipment
3 people
Clean public areas
3 people
Thoroughly clean the toilets
2 people
Dispose of waste
2 people
Return borrowed materials
2 people
Store remaining catering
2 people
Register lost property
Archive registration details
Send thank-you messages

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
Chairsqty 120
Reception desk
High tablesqty 6
Clothes racksqty 2

Equipment

Laptopsqty 3
Tabletsqty 4
Mobile card terminalsqty 2
Speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Cable reelsqty 3
Walkie-talkiesqty 12
Megaphonesqty 2
Projector
Projection screen
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 3

Tableware

Reusable drinking glassesqty 300
Coffee cupsqty 150
Platesqty 150
Platesqty 200
Forksqty 200
Knivesqty 100
Spoonsqty 200
Serving spoonsqty 12
Serving plattersqty 20
Serving traysqty 8

Kitchen

Thermos flasksqty 8
Water jugsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Kitchen tongsqty 6
Ice packsqty 20

Decorations

Buntingqty 8
Dutch flagsqty 6
Balloonsqty 200
Balloon weightsqty 12
Info boardsqty 12
Route signsqty 20
Program standsqty 6
Tableclothsqty 12
Name badge holdersqty 150
Parking signsqty 8
Chalkboardsqty 6

Sports equipment

Traffic conesqty 30
Crowd control barriersqty 12
Barrier tapeqty 6
Conesqty 20
Children's helmetsqty 20
Balance bikesqty 6
Fingerprint kitsqty 6
Magnifying glassesqty 10
Gloves for demonstrationsqty 50

Lighting

LED work lightsqty 6
LED string lightsqty 4

Cleaning

Waste binsqty 12
Broom setsqty 3
Mop setsqty 3
Bucketsqty 6
Cleaning clothsqty 30

Catering

Groceries

Tips

Set the date and programme before opening registration. Include tour start times, demonstration slots and a realistic maximum group size so visitors do not arrive faster than staff can guide them.
Plan the tour route around visitor flow, not just the rooms you want to show. Mark entrances, waiting areas, accessible routes and restricted areas with clear signs, and prepare a separate route if one section becomes unavailable.
Submit permits and notifications early, then keep the approval details with the event lead. A police station open day may involve demonstrations, outdoor areas, amplified sound, catering and temporary tents or signs, so check each requirement rather than assuming the venue covers it.
Close registration with enough time to print the visitor list, prepare name badges and collect dietary requirements. Use tablets or laptops at reception as a backup, and charge power banks before the day in case the registration area is away from a socket.
Do a full equipment and refreshment check before visitors arrive. Test wireless microphones, speakers, walkie-talkies, extension cords, card terminals and the projector, then chill drinks and set out coffee cups, reusable glasses, plates and cutlery in separate service areas.

Frequently asked questions

How far in advance should I plan a police station open day?: Start the main planning at least 8 to 12 weeks before the event. Submit permits and notifications early, then allow the final 2 weeks for registration, supplier confirmations, printing and equipment checks.
How many visitors should I allow on each police station tour?: Set the group size according to the route, room capacity and number of guides; many organisers use timed groups of around 10 to 20 visitors. Leave at least 10 to 15 minutes between groups if rooms must be cleared or demonstrations reset.
When should registration close for a police station open day?: Close online registration 2 to 3 days before the event if you need a printed list, name badges and dietary information. Keep a small walk-in allowance only if your visitor-flow plan and staffing can handle it.
What equipment should I test before the open day?: Test microphones, speakers, walkie-talkies, laptops, tablets, card terminals, the projector and all extension cords at least 24 hours beforehand. Charge power banks and keep cable reels, power strips and spare batteries ready before setup begins.

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