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Planning a Heritage Open Day

If possible, choose your team according to their talents, and then
you can work initially with a small number of people. Keep very
close contact with every team member and always share
information. E-mail is an excellent way of updating on progress
following action agreed at a committee meeting.

If possible, ensure that you have a team member with computer
skills.

Prepare a written calendar of meetings. Keep a written record of
your meetings and discussions. E-mails can be better than phone
calls.

Visit the Civic Trust website www.heritageopendays.org for
details of training events, application forms and the Organiser’s
Handbook.

Decide which venue(s) you would like to open to the public.
Check the handbook for ideas.

Obtain permission in writing from the owner.

Decide over how many days you would like to stage the event.
Rothley started by having only one day.

Check that the venue will not be in use for anything else e.g.
wedding.

Do you need a first-aider to be on site?

Do you need to check with the police in case of
congestion/parking?

Keep the owner of the venue fully informed of your planning.

List items that will incur cost e.g. Floor plan, map, posters etc

Seek funding e.g. Parish Council, County Council, owner of venue
etc

Check resources available at Holly Hayes

Remember Press coverage before and after the event
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Litter clearance during/after event

Parking jackets

Heritage Warden display and leaflets

Display boards for own material.

Afternoon teas-team of helpers with a leader.

Lunches at a nearby venue? Co-operation/funding from nearby
hostelry?

Display of information/publications from individuals with an
interest in any subject connected with the venue?

Quiz for children.

Entertainment/display by a group re-enacting history, music etc.

After the event(s) acknowledge thanks to venues and helpers

Give your helpers a badge for the public to identify them.

Check the Events Directory on the website
www.heritageopendays.org to make sure that your entry is there
and to check surrounding areas for their events.

Visit another HODS venue, if time allows, on a date before yours.
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USEFUL INFORMATION FOR FUTURE EVENTS
It is useful to hold a meeting after your event to discuss truthfully
what went well and what could be improved. The tips below will
help you in planning your HOD.
1. Ensure that publicity includes who is organising the event so
that contact can be made with you about the day and also
ensures that the right people get the credit for organising the
event.
2. Create clearly worded signs for grass verges. Do not take up
space on the sign with a logo but have this as a separate sign
at the start of the sequence.
3. Have sufficient signs on the approaches to the village, not just
for visitors but also for those taking part in events.
4. Check out other events at the venue that might follow yours
as they might have signs that crowd out your own.
5. Have someone between the car parking area and the venue to
meet, greet and advise on facilities and other happenings. It
is enough to cope with parking cars without having to answer
questions.
6. Have copies of documents/historical information for sale.
7. Consider sales of greetings cards/notelets of the venue by a
local artist.
8. Ensure a good supply of local publications for sale e.g. the
history of your village.
9. Have a map of all the venues and parking areas in your
village either on the back of a flyer, which gives the times
open, or as a separate handout for those unfamiliar with your
village.
10.Have a small, dedicated HODS team and keep tight tabs on
what is to happen, especially with any catering.
11.Set up an Information Exchange board for visitors to write
down any family connections with the venue or request for
information or comments. Have ‘Post it’ notes for them to use.
A good recipe for a successful HODS event is action, interpretation,
and intrigue with physical resources.
Finally, remember to thank everyone involved!
Terry Sheppard
Brian Verity
Marion Vincent
January 2007