Scout Group Open Day Checklist

A scout group open day needs more than a few activities and a welcome table. You need a clear programme, a way to process registrations, enough volunteers and materials, and a site that is ready for visitors in changing weather. Use this checklist to work backwards from opening time: confirm the programme first, then arrange people and supplies, and leave setup, food and safety checks for the final days. It also helps prevent common delays, such as missing extension cords, unchilled drinks or activity stations without enough materials.

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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
3 people
Choose activities for visitors
3 people
Draft invitations
2 people
Send invitations
2 people
Distribute promotions in the neighborhood
3 people
Process registrations
2 people
Collect dietary requirements
2 people
Check the weather forecast
Make reservations for materials
Send program to attendees
2 people
Create the volunteer schedule
2 people
Check the shopping list
2 people
Do the shopping
3 people
Retrieve materials from storage
3 people
Check activity materials
3 people
Prepare snacks
4 people
Chill drinks
2 people
Inspect the grounds
3 people
Secure the site
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the reception desk
2 people
Hang decorations
3 people
Set up activity stations
6 people
Set up the treasure hunt
3 people
Test sound equipment
2 people
Set up the coffee and tea station
2 people
Set up the buffet
3 people
Give volunteers a briefing
4 people

Event

Welcome visitors
4 people
Register attendance
2 people
Provide guided tours
3 people
Lead scouting games
6 people
Guide the craft activity
3 people
Guide the scavenger hunt
3 people
Provide membership information
2 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Collect trash and empty bottles
2 people
Support the evening program
4 people
Wave goodbye to visitors
3 people

Aftercare

Clear away activity materials
5 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean the restrooms
2 people
Clean the grounds
4 people
Empty waste containers
2 people
Return materials
3 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Registration desk
Waste binsqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 50
Coffee cupsqty 50
Serving plattersqty 8
Serving spoonsqty 8

Kitchen

Coolersqty 4
Water jugsqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Bread knivesqty 3
Measuring cupsqty 2

Equipment

Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2
Microphone

Lighting

LED lampsqty 6
String lightsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Directional signsqty 12
Info postersqty 10

Sports equipment

Footballsqty 4
Tug of war rope
Conesqty 30
Compass setsqty 10
Craft tableclothsqty 6
Scissor setsqty 10
Color markersqty 10
Rope rollsqty 4
Wooden polesqty 30
Paper scavenger hunt cardsqty 80

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3

Catering

Groceries

Tips

Set the date and programme early enough to allow time for invitations, neighbourhood promotion and registrations. Send the final programme to attendees before the open day so families know when to arrive and what to expect.
Close registration a few days before the event and record dietary requirements with the attendee list. This gives you time to prepare snacks and adjust quantities instead of discovering allergies at the reception desk.
Create the volunteer schedule before buying supplies. Assign people to the reception desk, activity stations, refreshments, setup and closing, with at least one named person responsible for each area.
Check power and lighting during the materials check, not during setup. Test extension cords, power strips, LED lamps, string lights, the microphone and Bluetooth speakers together before visitors arrive.
Inspect and secure the grounds before building party tents and setting out tables and chairs. Recheck the weather forecast on the day before and the morning of the event, because wind or rain can change how the outdoor programme is arranged.

Frequently asked questions

How far in advance should I plan a scout group open day?: Set the date and outline the programme at least 6 weeks ahead. Send invitations and local promotions early, then keep the final week for registrations, dietary requirements, shopping and equipment checks.
How many volunteers do we need for a scout group open day?: Plan at least one named volunteer for reception, each active station, refreshments and site supervision. Add a small relief team so people can take breaks without leaving an activity or the registration desk unattended.
When should I check the weather for a scout group open day?: Check the forecast 3 days before the event, again the day before and once on the morning itself. Use the final check to decide whether party tents, outdoor activities, lighting or the site layout need adjusting.
What should I prepare the day before a scout group open day?: Complete the shopping, chill drinks, prepare snacks where possible, retrieve and check materials, and send the final programme. Also confirm the volunteer schedule and make sure tables, chairs, tents, power supplies and activity equipment are ready for setup.

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.