Prison Open Day Checklist

A prison open day needs tighter planning than a standard visitor event. You must control capacity, divide visitors into tour groups, brief guides and volunteers, and make safety and access rules clear before invitations go out. This checklist covers the full preparation, from venue permission and the visitor programme to registrations, catering, name badges and equipment. Use it to keep the day orderly and prevent details such as parking, dietary requirements or emergency information being left until the final week.

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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 visitor date
Confirm venue permission
2 people
Compile the visitor program
2 people
Check the tour route
3 people
Determine visitor capacity
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Reserve parking spaces
Divide the tour groups
2 people
Send confirmations
Set visitor rules
2 people
Check safety instructions
3 people
Check emergency exits
2 people
Check accessibility
2 people
Set photo guidelines
2 people
Assign staff
2 people
Brief volunteers
3 people
Brief the tour guides
3 people
Order catering
2 people
Reserve equipment
Prepare name badges
2 people
Print visitor lists
Print info signs
2 people
Print route maps
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Bring materials to the venue
4 people
Open venue
3 people
Carry out site safety check
3 people
Set up tables and chairs
5 people
Set up the reception desk
3 people
Build the catering buffet
4 people
Set up signage
3 people
Set up barriers
4 people
Set up tent and outdoor area
4 people
Set out presentation materials
3 people
Test sound system
2 people
Review the tour route
4 people
Hold staff briefing
8 people

Event

Staff the reception desk
3 people
Register visitors
3 people
Explain visitor rules
2 people
Guide visitor groups
6 people
Provide guided tours
6 people
Lead presentations
3 people
Answer visitors' questions
3 people
Carry out access control
3 people
Guide visitor flow
4 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep buffet clean
2 people
Collect waste
2 people
Check toilets
2 people
Check the route and rooms
3 people
Supervise the final tour
4 people
See visitors out
4 people
Close the reception desk
2 people

Aftercare

Catering breakdown
4 people
Dismantle furniture
5 people
Remove signage
3 people
Remove barriers
4 people
Dispose of waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover catering
2 people
Archive visitor data
Register lost and found items
Lock up the venue
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
Folding chairsqty 100
Buffet tablesqty 4
Counter tablesqty 2
Stoolsqty 8
Coat racksqty 3
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Serving spoonsqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Scissorsqty 4
Serving tongsqty 8

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Power banksqty 6
Walkie-talkiesqty 10
Tablets for registrationqty 3
Barcode scannersqty 2

Lighting

LED lampsqty 8
Outdoor light stringsqty 4
Flashlightsqty 8

Decorations

Information boardsqty 12
Route arrowsqty 20
Welcome banner
Tableclothsqty 12
Name badgesqty 120
Lanyardsqty 120
Wristbandsqty 150
Conesqty 24
Barrier tapeqty 6
Crowd barriersqty 12
Clipboardsqty 8
Ballpoint pensqty 30
Route mapsqty 150
Visitor brochuresqty 150
Visitor badgesqty 150
Staff badgesqty 25
Visitor locker keysqty 100

Cleaning

Bucketsqty 4
Mopsqty 6
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Microfiber clothsqty 20
Disinfecting wipesqty 8
Hand sanitizerqty 8
Toilet brushesqty 4
First aid kitsqty 2
Fire blanketsqty 2

Catering

Groceries

Tips

Set the visitor capacity before opening registration. Use that number to divide tour groups and avoid accepting more people than your route, staff and available spaces can handle.
Check the tour route, emergency exits and accessibility before sending invitations. If part of the route is unsuitable, adjust the programme and visitor information early rather than explaining changes on the day.
Close registrations early enough to process names, dietary requirements and parking needs. Send confirmations only after the final group divisions and visitor rules are clear.
Brief tour guides, volunteers and assigned staff separately. Give them the timetable, group sizes, safety instructions, photo guidelines and a clear contact method such as walkie-talkies.
Test registration and presentation equipment before visitors arrive. Tablets, barcode scanners, microphones, sound equipment, extension cords and power strips should be checked together, with power banks available as backup.

Frequently asked questions

How far in advance should I plan a prison open day?: Start planning at least 8 to 12 weeks before the visitor date. Confirm venue permission, the route, capacity and staffing first, then open registration once the programme and rules are settled.
How many visitors should be in each prison tour group?: Set the group size according to the route, safety instructions and guide availability rather than using one fixed number. Finalise the groups at least 7 days before the event so confirmations and staff briefings match the schedule.
When should I collect dietary requirements for a prison open day?: Ask for dietary requirements during registration, not after the invitations are sent. Give catering the final list 5 to 7 days before the event, allowing time to adjust quantities and serving arrangements.
What should I prepare for visitor registration?: Prepare the visitor list, name badges, registration tablets and barcode scanners before the event. Test the system at least 24 hours in advance and keep printed visitor lists available in case the equipment or connection fails.

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