Public Day checklist: what to arrange and when

A Public Day involves more than publishing a date and opening the doors. You need to confirm the site, programme, permits, promotion, registrations, volunteers, catering and payment setup in a workable sequence. Start with the location and activities, then move to public communications and registrations before ordering food and equipment. This checklist also covers the details that are often left until the last week, such as dietary requirements, signage, power supplies and volunteer contact numbers.

Use this plan

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
Record the program and activities
2 people
Check permits and notifications
Draft invitations
2 people
Send invitations
2 people
Post promotion online
Distribute posters
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Make reservations
Calculate catering quantities
2 people
Check the shopping list
2 people
Check stock of non-perishable products
Confirm tables and chairs
Arrange refrigeration and kitchen equipment
Check activity materials
2 people
Create site map
Design signage
Print registration forms
Print price lists
Prepare cash
Test payment terminal
Print volunteer instructions
Collect phone numbers
Check the weather forecast
Do the shopping
3 people
Sort non-perishable groceries
2 people
Chill drinks
2 people
Wash fruits and vegetables
2 people
Prepare snacks
3 people
Pack allergens separately
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the information booth
2 people
Set up a donation booth
2 people
Set up the buffet and serving area
3 people
Set up the coffee and tea station
2 people
Set up activity corners
4 people
Hang decorations
3 people
Set up signage
2 people
Test audio and microphone
2 people
Set up the registration table
2 people
Place waste stations
2 people
Welcome volunteers
2 people
Brief volunteers
3 people

Event

Staff the registration desk
2 people
Welcome visitors
2 people
Provide information
2 people
Register donations
2 people
Supervise children's activities
4 people
Guide demonstrations
3 people
Serve snacks
3 people
Hand out drinks
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock the buffet
2 people
Clear tables
2 people
Empty trash bins
2 people
Check toilets
Guide visitors to the exit
2 people
Process final donations
2 people

Aftercare

Switch off equipment
2 people
Store food and drinks safely
3 people
Remove decorations
3 people
Take down tents and furniture
4 people
Sort materials
3 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste
2 people
Return borrowed items
2 people
Deposit proceeds securely
2 people
Archive registration details
Send thank-you messages

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
Folding chairsqty 80
Buffet tablesqty 4
Registration desk
High tablesqty 6
Changing room screen

Tableware

Reusable platesqty 180
Reusable bowlsqty 100
Reusable cupsqty 250
Coffee cupsqty 100
Knivesqty 180
Forksqty 180
Spoonsqty 150
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 8

Kitchen

Food warmersqty 4
Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Ice packsqty 24

Equipment

Payment terminal
Extension cordsqty 6
Power stripsqty 4
Microphone
Speakersqty 2
Music player
Bollardsqty 12
Barrier tapeqty 4
First aid kit
Flashlightsqty 4
Walkie-talkiesqty 6
Cash boxesqty 2
Calculatorsqty 2
Power banksqty 4

Lighting

LED light stringsqty 6
Outdoor lightsqty 6

Decorations

Tableclothsqty 16
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Decorative signsqty 12
Chalkboardsqty 6
Chalk markersqty 12
Name stickersqty 250
Wristbandsqty 250
Information bannersqty 4
Donation boxesqty 3

Sports equipment

Ballsqty 12
Hoopsqty 6
Conesqty 20
Skipping ropesqty 8
Game cardsqty 6
Board gamesqty 8
Craft table runnersqty 4
Colored pencilsqty 60
Craft foldersqty 30
Scissorsqty 12
Glue Sticksqty 24
Paintbrushesqty 24
Paint traysqty 12
Tug of war rope
Conesqty 12
Coloring pagesqty 150
Colored paperqty 500
Markersqty 60
Tapeqty 12
Apronsqty 12

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 12
Hand broomsqty 4
Floor squeegeesqty 2

Catering

Groceries
Drink dispensersqty 4
Ice spoonsqty 4
Serving tongsqty 8

Tips

Set the date, location and programme before sending invitations or posting online. Allow time to check permits and notifications, because a missing approval can affect the whole day.
Close registration far enough ahead to calculate catering quantities and collect dietary requirements. Use the final headcount to check reusable plates, bowls, cups, cutlery and serving equipment.
Assign volunteers with clear roles and phone numbers, then print their instructions before the event week. Include who handles registration, activities, food service, payments and setup.
Walk through the site map before delivery day. Check the positions of party tents, tables, chairs, the registration desk, buffet area, changing screen and signs so visitors can find their way without asking every volunteer.
Test the payment terminal and count the cash before opening. Check extension cords, power strips, refrigeration, coffee machines, kettles, thermos flasks and food warmers at least one day in advance rather than during guest arrival.

Frequently asked questions

How far in advance should I organise a Public Day?: Set the date and location at least 8 to 12 weeks ahead if you need permits, promotion and registrations. Finalise volunteer assignments, catering quantities and equipment checks during the last 7 to 10 days.
When should I send Public Day invitations?: Send the first invitations about 4 to 6 weeks before the event, then share a reminder 7 to 10 days before it. Keep registrations open long enough to collect dietary requirements and produce a reliable headcount.
How do I calculate catering for a Public Day?: Use the final registration count, then separate expected meals, snacks and drinks by serving time. Confirm quantities 5 to 7 days before the event and check non-perishable stock before shopping.
What should I check the day before a Public Day?: Check the site map, signs, tables, chairs, registration forms, price lists, volunteer instructions and phone numbers. Also test the payment terminal and verify power, cooling, coffee and food-warming equipment at least 24 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.