Sheep pen open day checklist

A sheep pen open day needs more than a clean pen and a few signs. Visitors need a clear route, timed activities, parking guidance and people who know what to do when they arrive. The sheep need fresh feed, water, secure fencing and a calm demonstration area. Use this checklist to work backwards from opening time, leaving the final hours for setup, weather checks and anything that has arrived late.

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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

Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve parking spaces
Confirm deliveries
Assign volunteers
Set the route for visitors
2 people
Set the schedule and times
2 people
Prepare guided tours
2 people
Prepare sheep demonstration
2 people
Make information signs
2 people
Check the weather forecast
Do the shopping
2 people
Collect materials
3 people
Check animals and feed
2 people
Chill refrigerated items
2 people
Mow and inspect the grounds
2 people
Clean the sheep pen
3 people
Clean the restrooms
2 people
Set up tents and shaded areas
4 people
Set up tables and chairs
4 people
Set up the drinks and coffee station
2 people
Prepare snacks and sandwiches
4 people
Hang decorations
2 people
Place signs and direction arrows
2 people
Fence off the animal rest area
2 people
Set up feeding and washing areas
2 people
Set up the cash register and registration desk
2 people
Give volunteer briefing
3 people

Event

Welcome visitors
3 people
Guide tours
3 people
Give a sheep demonstration
2 people
Supervise children's activity
3 people
Serve snacks and sandwiches
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Separate animals and visitors
2 people
Track waste and tables
2 people
Wave goodbye to visitors
2 people

Aftercare

Care for the animals
2 people
Clear away food and drinks
3 people
Wash dishes
2 people
Take down tables and chairs
4 people
Take down tents
4 people
Clean the grounds
4 people
Check the sheepfold
2 people
Sort materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 6
Chairsqty 60
Market tablesqty 3
Waste binsqty 6

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Scissorsqty 3

Equipment

Extension cordsqty 4
Power stripsqty 4
Portable sound system

Animal supplies

Feed bowlsqty 6
Drinking bowlsqty 6
Hay netsqty 3
Handwashing stationsqty 3
Fencing panelsqty 12
Fence connectorsqty 24

Decorations

Information boardsqty 8
Route arrowsqty 12
Buntingqty 6
Chalkboardsqty 3

Lighting

String lightsqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4
Work glovesqty 8

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Towelsqty 12
Waste sorting binsqty 4

Catering

Groceries

Tips

Send invitations and set a registration deadline at least 7 days before the open day. Use the registration list to collect dietary requirements, estimate snacks and sandwiches, and plan parking spaces.
Set the visitor route and schedule before assigning volunteers. Allow 15–20 minutes between guided tours or demonstrations so groups can move without crowding the sheep pen.
Check the weather forecast 48 hours beforehand and again on the morning of the event. Tents and shaded areas should be ready before visitors arrive, especially if the forecast calls for sun or rain.
Inspect fencing panels, connectors, feed bowls and drinking bowls before setup. A missing connector or empty water bowl is easier to fix the day before than during a sheep demonstration.
Prepare the coffee and drinks station at least 30 minutes before opening. Check coffee machines, kettles, thermos flasks, coolers, reusable cups and handwashing stations together so service does not depend on a last-minute trip.

Frequently asked questions

How far in advance should I organise a sheep pen open day?: Start planning at least 3–4 weeks ahead. Send invitations and open registration early, then use the final 7 days to confirm volunteers, deliveries, parking, dietary requirements and the visitor schedule.
What should I do the day before a sheep pen open day?: Clean the sheep pen and restrooms, inspect the grounds, mow if needed, collect materials and confirm deliveries. Also check animal feed, fencing, signs, tables, chairs and weather plans before the final setup.
How long should a guided sheep tour take?: Plan each guided tour for about 15–20 minutes, then leave another 10–15 minutes for movement and questions. This keeps groups on the route and gives the sheep a quieter interval between demonstrations.
When should food and drinks be prepared for the open day?: Chill refrigerated items several hours before opening and set up the drinks and coffee station at least 30 minutes beforehand. Prepare snacks and sandwiches close enough to serving time to keep them fresh, while still allowing time to label dietary options.

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