Power plant open day checklist

A power plant open day needs more than a tour route and a few demonstrations. You need to control visitor numbers, separate public areas from operational hazards, brief every guide and make the arrival process clear. Work through the plan in sequence: confirm the date and capacity, design the route, assess risks, arrange registrations and catering, then test the site and equipment before visitors arrive. This checklist covers the practical details that are often left until the last day.

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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
Determine visitor capacity
2 people
Develop the tour route
3 people
Identify safety risks
3 people
Prepare safety instructions
2 people
Publish access rules
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send visitor information
Calculate catering quantities
2 people
Reserve catering and groceries
Check restroom facilities
Brief guides
3 people
Assign volunteers
2 people
Prepare the parking route
2 people
Test technical demonstrations
3 people
Check presentations
2 people
Prepare name badges
2 people
Print visitor lists
Print route signs
2 people
Receive deliveries
2 people
Set up non-perishable supplies
2 people
Chill drinks
2 people
Inspect the venue in advance
3 people
Set up tent and tables
4 people
Set up chairs and queue lines
3 people
Set up the reception desk
2 people
Build the catering buffet
3 people
Set up a coffee and tea station
2 people
Set up equipment and screens
3 people
Check lighting and cables
2 people
Place route and safety signs
3 people
Place barriers and gates
3 people
Set up PPE distribution point
2 people
Check the tour rooms
3 people
Welcome presenters
2 people
Briefing with all staff
4 people

Event

Start visitor registration
3 people
Welcome visitors
2 people
Explain the program
Guide the first tour
3 people
Provide technical demonstration
2 people
Answer questions at info point
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep buffet and tables clean
2 people
Lead the second tour
3 people
Guide the third tour
3 people
Handle evening presentation
2 people
Guide visitor flow
3 people
Check toilets periodically
Empty trash bins during the event
2 people
Inform last visitors
2 people

Aftercare

Close the distribution points
3 people
Switch off equipment
3 people
Secure visitor registration
Collect tableware and glassware
3 people
Clean up catering
3 people
Sort and remove waste
3 people
Clean the venue
3 people
Dismantle furniture
4 people
Remove signs and barriers
3 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Process registration details
Register lost and found items
Collect invoices and receipts

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 10
Chairsqty 80
High tablesqty 6
Tableclothsqty 12
Bollardsqty 12
Queue barriersqty 10

Equipment

Laptopsqty 3
Screensqty 3
Projector
Projection screen
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Power banksqty 4

Safety

Safety helmetsqty 40
Safety gogglesqty 40
Hearing protectionqty 40
Safety vestsqty 20
Barrier tapeqty 6
First aid kitsqty 3
Flashlightsqty 6
Fire extinguishersqty 4

Communication

Walkie-talkiesqty 8
Name badgesqty 80
Clipboardsqty 8
Pensqty 30
Visitor badgesqty 400
Information leafletsqty 400
Floor plansqty 250
Program flyersqty 300
Route signsqty 20
Info panelsqty 12
Visitor listsqty 8

Tableware

Reusable coffee cupsqty 150
Reusable drinking cupsqty 250
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Coffee potsqty 4
Teapotsqty 3
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8
Serving spoonsqty 8
Thermos flasksqty 6
Ice packsqty 24

Decorations

Buntingqty 10
Balloonsqty 100
Balloon weightsqty 10
Table décorqty 12

Lighting

LED lampsqty 12
Outdoor string lightsqty 4

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Broom setsqty 3

Catering

Groceries

Tips

Set the visitor capacity before sending invitations. Base it on the size of each tour group, the number of guides and the safe capacity of entrances, restrooms and viewing areas—not only on the total site area.
Walk the full visitor route at least once before the event and mark every point where visitors need instructions, barriers, lighting or protective equipment. Include the route from parking and registration through to the final exit.
Send visitor information several days before the open day, including arrival time, parking instructions, access rules, footwear or clothing requirements and any restrictions on photography. This prevents the registration desk from answering the same questions repeatedly.
Test every technical demonstration, presentation and screen before setup day. Check extension cords, power strips, cable trays, microphones and portable speakers together so a missing connection is found before visitors are on site.
Prepare the arrival pack in advance: print the visitor list, sort name badges, place pens and clipboards at registration, and give guides a current contact method such as walkie-talkies. Chill drinks only after deliveries and storage space have been checked.

Frequently asked questions

How far in advance should you plan a power plant open day?: Start the main planning at least 8 to 12 weeks before the event. Set the date, visitor capacity and tour route first; invitations, registrations, catering and safety communication depend on those decisions.
How do you manage safety at a power plant open day?: Complete a route-specific risk review before invitations are sent, then turn the findings into clear access rules and visitor instructions. Brief guides and volunteers at least 1 hour before opening, and check barriers, helmets, goggles, hearing protection and emergency equipment on site.
How much catering do you need for a power plant open day?: Calculate quantities from confirmed registrations, not from the number of invitations. Collect dietary requirements before placing the order, then add a small buffer—around 5 to 10 percent—so late arrivals or minor changes do not leave people without food or drinks.
What should be checked on the morning of a power plant open day?: Inspect the venue, route signs, parking route, restrooms, registration area and safety controls before the first visitors arrive. Allow at least 2 hours for setup and final testing, including demonstrations, presentations, microphones and visitor communications.

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