Tree nursery open day checklist

A tree nursery open day needs more than a date and a few display trees. Visitors need a clear route, parking instructions, demonstrations, information stands and an easy way to buy plants. Start with the programme and registrations, then order supplies and prepare printed materials before turning to the grounds and equipment. Use the final days for mowing, sweeping, checking toilets, chilling drinks and setting up tables, tents, signs and lighting.

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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
Send invitations
2 people
Process registrations
Collect dietary requirements
Place supplier orders
Designate the parking area
2 people
Setting out the tour route
2 people
Select trees and demonstrations
2 people
Design signs and route maps
Have printed materials made
Check the shopping list
Do the shopping
2 people
Mow and sweep the grounds
3 people
Check toilets
Price trees and plants
3 people
Prepare sales tables
2 people
Set out coolers and drinks
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Hang lighting
2 people
Set up signage
2 people
Set up information stands
3 people
Prepare snacks
3 people
Prepare coffee and tea
2 people
Chill drinks
2 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Guide tours
4 people
Demonstrate tree care
2 people
Supervise children's activity
2 people
Sell plants and trees
3 people
Serve snacks and drinks
3 people
Refill drinks
2 people
Keep buffet and tables clean
2 people
Wave goodbye to visitors
3 people

Aftercare

Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the grounds and toilets
3 people
Store leftovers
2 people
Check materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
High tablesqty 6
Sales tablesqty 4
Waste binsqty 8

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6

Tableware

Reusable cupsqty 120
Platesqty 100
Coffee cupsqty 60
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 6

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving utensilsqty 8
Thermos flasksqty 4

Decorations

Tableclothsqty 12
Buntingqty 8
Flower potsqty 20
Name badgesqty 30

Lighting

LED string lightsqty 6
LED lampsqty 8

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the programme before sending invitations, including tour times, demonstrations and any registration limit. Collect dietary requirements with each registration so snacks and drinks can be planned rather than improvised on the day.
Walk the visitor route at least one week before opening. Mark parking, toilets, information stands, sales tables and demonstrations on the route map, then print enough copies for every expected visitor group plus around 10% extra.
Price trees and plants before preparing the sales tables. Keep the price list, payment information and name badges at the sales and information stands so visitors do not have to search for basic answers.
Plan refreshments by service point: prepare coffee and tea equipment, reusable cups, plates, cutlery and serving platters together, and chill drinks in coolers several hours before doors open. Keep pouring jugs and thermos flasks ready for refills.
Check power and weather arrangements the day before. Test extension cords, power strips, coffee machines, kettles, speakers, microphones and LED lighting, while party tents, tables, chairs and waste bins are placed where they will not block the tour route.

Frequently asked questions

How far in advance should I plan a tree nursery open day?: Set the date and programme at least 6 to 8 weeks ahead. Send invitations soon after, and place supplier orders no later than 2 weeks before the event so missing equipment or printed materials can still be replaced.
How many route maps should I print for a tree nursery open day?: Print one map for each expected visitor group or household, plus about 10% extra. For 100 expected groups, prepare roughly 110 maps and place them at the entrance, information stands and tour starting point.
When should I prepare the nursery grounds?: Mow and sweep the grounds 1 to 2 days before opening, then do a final check on the morning itself. Set out signs, tables, chairs, tents and route markers after the last mowing so vehicles and equipment do not disturb the finished paths.
How early should drinks be chilled for an open day?: Put drinks in coolers at least 4 hours before visitors arrive. Prepare coffee and tea equipment before opening, and keep a second supply of cups, pouring jugs and thermos flasks ready for the busiest period.

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