Recycling company open day checklist

Use this checklist to organise a recycling company open day in the right order, from setting the programme to welcoming visitors on site. It covers the details that are easy to leave until the last minute: tour capacity, safety routes, staff briefings, dietary requirements and working presentation equipment. Plan visitor groups early so guided tours do not exceed your safe capacity. Allow time for registration updates, signage, catering confirmation and a final weather check before opening the gates.

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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 the tour route
2 people
Determine visitor capacity
2 people
Identify safety risks
2 people
Prepare safety instructions
2 people
Assign Staff for Guided Tours
2 people
Book catering suppliers
Reserve party tents and furniture
Reserve toilet facilities
Design invitations
2 people
Publish registration form
Send invitations
2 people
Announce the open day online
Process registrations
Collect dietary requirements
Update visitor list
Send a reminder to visitors
Divide the tour groups
2 people
Prepare name badges
2 people
Print signage
2 people
Check information boards
2 people
Test presentations and videos
2 people
Collect tour materials
2 people
Confirm catering order
Check the weather forecast
Inspect site and facilities
3 people
Securely cordon off work areas
3 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Bring materials to the venue
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up the catering buffet
3 people
Set up coffee and tea station
2 people
Set up info stands
3 people
Hang up decorations
2 people
Set up signage
2 people
Connect audio equipment
2 people
Prepare safety equipment
2 people
Clean the grounds
3 people
Briefing for reception team
8 people
Give the guide briefing
6 people

Event

Staff the registration table
2 people
Welcome visitors
3 people
Explain the program
2 people
Hand out name badges
2 people
Guide tours
6 people
Explain safety rules
3 people
Run demonstrations
4 people
Staff info booths
6 people
Supervise children's activity
3 people
Replenish the catering buffet
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Collect used dishes
2 people
Check waste streams
2 people
Empty trash bins
2 people
Check toilets
Guide to the parking area
2 people
Guide photo moments
Announce the final tour
Guide visitors to the exit
3 people

Aftercare

Pack down materials and equipment
5 people
Take down party tents
4 people
Put furniture back
4 people
Wash dishes
3 people
Dispose of waste separately
3 people
Clean the grounds
4 people
Clean the restrooms
2 people
Remove decorations
2 people
Inventory materials
2 people
Return rental items
2 people
Store leftover catering
2 people
Report damaged materials
Register lost and found items
Send visitor thank-you gifts
Archive photos and files

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Folding chairsqty 80
High tablesqty 6
Bar stoolsqty 12
Tableclothsqty 12
Reception desk
Brochure racksqty 6
Bollardsqty 16
Barrier tapeqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 4
Teapotsqty 3
Water jugsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 6
Power stripsqty 8
Speakersqty 2
Microphone
Laptop
Monitor screen
HDMI cablesqty 2
Power banksqty 4

Lighting

LED light stringsqty 6
Work lightsqty 4
Battery lampsqty 8

Decorations

Company bannersqty 6
Flagsqty 12
Balloonsqty 100
Balloon pumpqty 2
Plantsqty 12
Chalkboardsqty 8
Chalk markersqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 4
Thermos flasksqty 6
Pliersqty 8
Portion scoopsqty 6
Serving traysqty 8
Ice packsqty 24

Sports equipment

Children's craft tablesqty 3
Craft matsqty 6
Sorting traysqty 8
Educational waste cardsqty 4
Colored pencil setsqty 10

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broomqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 24
Hand broomsqty 6
Work glovesqty 20
Safety vestsqty 20
Safety gogglesqty 20
Hearing protectionqty 12
First aid kitqty 2
Hand sanitizer dispensersqty 6
Liquid dispensersqty 6

Catering

Groceries

Tips

Set the visitor capacity before publishing the registration form. Base it on the tour route, group size and the number of trained guides available, rather than on the total space at the site.
Walk the complete tour route with a safety checklist several days beforehand. Mark restricted areas with bollards or barrier tape and make sure safety instructions are ready before invitations go out.
Close registration and collect dietary requirements early enough to update the catering order. A final confirmation 3–5 days before the open day gives suppliers time to adjust quantities.
Test every presentation and video on the actual laptop, monitor screen, HDMI cables, speakers and microphone. Do this at least one day before the event, including a check of extension cords and power strips.
Send the visitor reminder after groups and time slots are assigned. Include the arrival time, reception point, tour duration, practical clothing advice and any site-specific safety instructions.

Frequently asked questions

How far in advance should I plan a recycling company open day?: Start planning at least 8–12 weeks ahead if you need catering, party tents, furniture and toilet facilities. Finalise the route, capacity and safety risks before opening registration.
How many visitors should be in a recycling facility tour group?: Set the group size according to the route, noise levels, visibility and guide capacity; many sites work with groups of 10–15 visitors. Confirm the safe limit during a site walk-through before dividing registrations into groups.
When should I send invitations for a recycling company open day?: Send the first invitations about 4–6 weeks before the event and close or review registrations 7–10 days beforehand. Send a reminder once tour groups and arrival times have been assigned.
What should I check the day before a recycling company open day?: Check the weather forecast, signage, information boards, catering order and visitor list one day before opening. Also test the laptop, screen, cables, speakers and microphone, and confirm that staff know their tour assignments.

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.