Waste Collection Station Open Day Checklist

Use this checklist to organise a waste collection station open day in a clear order, from setting opening hours to checking the site before visitors arrive. It covers the details that are easy to leave too late: visitor registration, guided tour times, parking routes, safety checks, signs, volunteers and power for equipment. Plan the visitor flow before placing tents, tables and barriers, and allow enough time for deliveries, catering and a final walk-through.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Set date and opening hours
2 people
Create a program for visitors
2 people
Plan guided tours
2 people
Design invitations
Send invitations
2 people
Publish open day online
Write information for visitors
2 people
Process registrations
Collect dietary requirements
Create visitor traffic plan
2 people
Determine parking and walking routes
2 people
Check the venue for safety
2 people
Brief guides
2 people
Assign volunteers
2 people
Reserve deliveries and groceries
Do the shopping
2 people
Chill drinks
2 people
Collect materials
3 people
Check information signs
2 people
Prepare name badges
Prepare catering
3 people
Inspect the grounds
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up information tables
3 people
Put up route signs
3 people
Set up the recycling game
2 people
Connect the technical equipment
2 people
Set up safety equipment
2 people
Set out coffee and tea
2 people
Arrange snacks on platters
2 people
Give staff briefing
3 people
Carry out the final site check
2 people

Event

Welcome visitors
3 people
Explain the program
2 people
Guide tours
3 people
Provide waste stream information
3 people
Lead the waste-sorting game
2 people
Guide children during activities
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Guide visitor flow
3 people
See off the last visitors
2 people

Aftercare

Clean up catering
3 people
Dismantle furniture
4 people
Take down party tents
4 people
Remove decorations and plates
2 people
Sort and remove waste
3 people
Wash dishes
2 people
Clean the grounds
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Store remaining catering
2 people
Handle registrations and questions
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Reception desk
High tablesqty 4
Crowd control barriersqty 12
Conesqty 20

Decorations

Welcome banner
Information bannersqty 6
Buntingqty 6
Tableclothsqty 8
Name badgesqty 30
Pensqty 30
Tapeqty 6
Cable tiesqty 100

Equipment

Megaphone
Laptopsqty 2
Tabletsqty 3
Mobile chargersqty 5
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8
Handheld microphone
Camera

Tableware

Coffee cupsqty 50
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 10
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 6
Food containersqty 8
Ice packsqty 20
Clipboardsqty 10
Markersqty 20

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Broomsqty 3
Litter pickersqty 4
Cleaning bucketsqty 3
Mopsqty 3
Hand broomsqty 4

Safety

First aid kitsqty 2
Safety vestsqty 15
Work glovesqty 20
Flashlightsqty 4
Fire extinguishersqty 2

Catering

Groceries

Tips

Set the opening hours and visitor programme before sending invitations. Offer fixed tour times and allow at least 15 minutes between groups so guides can return and visitors do not gather in operational areas.
Map the visitor route from arrival and parking to reception, tours, catering and departure. Use barriers and cones to separate pedestrians from collection vehicles, then check the route on foot before the event.
Brief guides and volunteers at least 60 minutes before opening. Give each person a clear position, contact method and instruction for redirecting visitors if a working area becomes temporarily unavailable.
Test every powered item during setup, including laptops, tablets, coffee machines, microphones and chargers. Keep extension cords and power strips away from walkways, and cover crossings with cable mats before visitors arrive.
Finish the site check at least 30 minutes before opening. Confirm that information banners and directional signs are visible, name badges are ready, drinks are chilled and the reception desk has everything needed for registrations.

Frequently asked questions

How far in advance should I plan a waste collection station open day?: Start planning at least 6 to 8 weeks ahead. Set the date, opening hours and tour programme first, then publish the event and send invitations early enough to process registrations and dietary requirements.
How many volunteers do I need for a waste collection station open day?: Use at least one person at reception, one guide per tour group and one person to monitor visitor flow and safety. Add one extra volunteer for every 25 to 30 expected visitors if the site has several routes or activity areas.
When should the site and safety check be completed?: Do the full safety and traffic-route check on the day before the event, then repeat a final walk-through 30 to 60 minutes before opening. Check barriers, cones, signs, walking routes, cables and any areas near collection vehicles.
How long should guided tours be at a waste collection station open day?: Allow around 30 to 45 minutes for each guided tour, followed by at least 15 minutes for the guide and group to clear the route. Fixed start times make reception, visitor flow and volunteer planning easier.

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.