Wildlife Rescue Open Day checklist

A wildlife rescue open day needs more than a date and a visitor route. You’ll be coordinating registrations, dietary requirements, volunteers, guided tours, animal enclosures, catering and donations while keeping visitors moving safely. Start with the programme and bookings, then confirm staffing, supplies and weather arrangements. Use the final day checks to make sure signage, drinks, name badges, donation boxes and the venue are ready before the first visitor arrives.

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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

Publish the date and program
Send invitations
2 people
Announce the open day online
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Book tours
Order catering
Order print materials
Check the weather forecast
Check animal enclosures
2 people
Set the route for visitors
2 people
Prepare the guided tour script
Create volunteer briefing
Empty and Count Donation Boxes
2 people
Pick up groceries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Create allergen chart
Lay out name badges
Print signage
Lay out cash
2 people
Collect phone numbers
Set out weather protection
2 people

Event

Open venue
2 people
Welcome volunteers
2 people
Brief volunteers
3 people
Prepare animals calmly
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up information stands
3 people
Hang decorations
2 people
Set up signage
2 people
Test audio and microphone
2 people
Set up coffee station
2 people
Display snacks
2 people
Divide the tour groups
2 people
Welcome visitors
4 people
Check off registrations
2 people
Explain the program
Guide the first tour
2 people
Demonstrate animal care
2 people
Serve coffee and tea
3 people
Serve snacks
2 people
Refill drinks
2 people
Staff the info desk
2 people
Register donations
2 people
Staff the sales table
2 people
Guide children
3 people
Monitor Quiet in Animal Areas
2 people
Lead the second tour
2 people
Answer visitors' questions
3 people
Guide the photo moment
Supervise the final tour
2 people
Guide visitors to the exit
2 people
Return animals to rest
3 people
Close out supplies
2 people
Seal donation boxes
2 people

Aftercare

Wash dishes
3 people
Safely clear away food scraps
2 people
Collect waste
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations
2 people
Clear away info materials
2 people
Clean the venue
4 people
Clean the restrooms
2 people
Check animal areas
2 people
Switch off equipment
2 people
Return materials
2 people
Store donations securely
2 people
Store leftover stock
2 people
Sort lost property
Record visitor numbers
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Bar stoolsqty 4
High tablesqty 4
Dressing tablesqty 2
Folding benchesqty 4
Waste binsqty 8

Tableware

Reusable mugsqty 100
Reusable glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Pitchersqty 6
Thermos flasksqty 6
Pliersqty 8
Soup bowlsqty 40

Decorations

Tableclothsqty 10
Buntingqty 8
Balloonsqty 100
Animal postersqty 20
Chalkboardsqty 6
Name badgesqty 40
Pensqty 30
Wristbandsqty 100
Table décorqty 8

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Thermos bottlesqty 4
Cash register
Payment terminal
Walkie-talkiesqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 2
Coolersqty 2
Serving plattersqty 12
Storage binsqty 12
Measuring cupsqty 4
Oven mittsqty 4
Kitchen towelsqty 12
Ice packsqty 16

Cleaning

Hand soap dispensersqty 6
Hand sanitizerqty 8
Cleaning spongesqty 12
Bucketsqty 6
Mopsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 24
Rubber glovesqty 12
Trash grabbersqty 4
Waste binsqty 6

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 6

Catering

Groceries

Safety

First aid kit
Safety vestsqty 12
Barrier tapeqty 4
Fence panelsqty 12
Non-slip matsqty 8
Fire extinguishersqty 2
Bags for animal feedqty 200

Animal care

Disposable glovesqty 500
Towelsqty 20
Transport boxesqty 6
Animal-safe food bowlsqty 12
Animal-safe water bowlsqty 12
Feed scoopsqty 6
Brushesqty 6
Care apronsqty 8
Washable placematsqty 12

Information

Program leafletsqty 250
Animal information cardsqty 200
Route mapsqty 150
Registration formsqty 150
Pens for registrationqty 20
Info boardsqty 12
Directional signsqty 15
Donation formsqty 100
Stickersqty 250
Clipboardsqty 12
A4 insert sleevesqty 50

Tips

Publish the date and programme early, then track registrations and collect dietary requirements before ordering catering. This gives you a reliable headcount and time to prepare an allergen chart.
Assign volunteers to clear roles before the event, including visitor welcome, route support, donations and tour assistance. Give everyone a written briefing and collect a phone number for day-of coordination.
Set the visitor route only after checking the animal enclosures. Prepare the guided tour script and place signs at every change of direction so visitors do not enter restricted areas or block working zones.
Check the weather forecast several days before opening and again on the morning itself. Set out party tents or other weather protection, and keep extension cords and power strips positioned safely away from wet areas.
Prepare drinks and snacks close to opening time: chill drinks, fill pitchers and thermos flasks, and lay out reusable mugs, glasses, plates and cutlery. Put waste bins near food and drink points, then count donation boxes after closing.

Frequently asked questions

How far in advance should I plan a wildlife rescue open day?: Start the main planning at least 8 weeks before the event. Publish the date and programme early, then allow the final 7 days for volunteer briefings, catering numbers, print materials, weather checks and enclosure checks.
How many volunteers do I need for a wildlife rescue open day?: Use at least one named volunteer for each active role, plus one spare for every 5 to 6 scheduled volunteers. Confirm the final rota 7 days before the event and give everyone the briefing before opening.
When should I order catering for a wildlife rescue open day?: Order catering once registrations and dietary requirements are stable, normally 7 to 10 days before the event. Reconfirm the headcount and allergen information 2 days beforehand so the serving team has accurate details.
What should I check on the morning of the open day?: Allow at least 2 hours before opening for the final setup. Check animal enclosures, the visitor route, signage, volunteer positions, drinks, snacks, donation boxes, weather protection, sound equipment and the venue entrance.

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.