September: Final Preperations

HODs is nearly here, and it’s time for final preperations to ensure that your event runs smoothly and successfully.

Before the Weekend You Will Need To:

• Photocopy the visitor feedback forms for adults and children and/or the visitor book and think about a suitable area for displaying them.
• Carry out another risk assessment to make sure that all necessary precautions aretaken to minimise risk.
• Brief and trian your volunteers so that they feel comfortable to welcome, inform, entertain and supervise your visitors.
• Ensure they are familiar with the hazards and precautions taken and know what to do in an emergency.
• If possible, carry out a test run of your event. Make sure you have a telephone and a first-aid kit on site.



On the Day

• Put up posters indicating the way in and welcoming visitors.
• You may use some of the blank posters we have supplied.
• Lock away any items of value and pock up any area that the public should not access.
• Make sure you have a precedure in place in case of theft.
• It is acceptable to ban photography in sensitive areas.
• Set up displays or exhibits.
• If possible have someone welcoming, helping and supervising your visitors.
• Try to keep track of visitor numbers.
• Display the feedback forms for adults and children to fill in and/or visitors book.
• It helps to provide tables and pens/pencils for visitors to fill in these surveys.
• If possible be on hand to monitor and prevent any unforeseen problems.

Case Studies

What I Do On a HODs Day

“For me, the HODs weekend starts on Friday night, when we have a private tour of some of the houses that are opening, for those who are also opening their own houses, so they aren’t stuck at home and not taking part in the visiting. In Welwyn Garden City, we have a central information point for the weekend, which is in our shopping mall, adjoining the rail station. So we get quite a few visitors from outside the district. It is important they can easily find us, and then find the buildings and events. I get there at the agreed time to start the set-up, using a signed off plan to ensure the mall security staff on duty deliver what was agreed; then I help set up the desk and display.
When the first building opens or an event starts, I go round to them and aim to visit every participant during the weekend. If it is their first participation, then they get priority - is it going as they planned, any problems? I take some spares of everything, including cellotape, felt pens and scissors in case running repairs are needed or things have got lost or run out. I also look through the comment sheets to get some feedback. I try to listen to visitor comments as well. An important thing is to look to see if the building owners have publicised themselves adequately using the posters, balloons etc that are supplied - can a casual visitor spot them?
One year, a church had a display that was not visible from the entrance and they had no posters or balloons outside - result, virtually no visitors. I quickly knocked up a couple of posters, one outside, one inside, to point visitors to the display. Another thing is to check that visitor numbers are being accurately collected. Then it’s back to the information point a few times to check how it’s going and if the rosta is being adhered to. If we are doing walks, I try to be there to see them off, again to get some feedback, and try to talk to some walkers when they return - was it what they expected etc? At the end of the day, I help clear away the stand, ready for the next day.
At the end of Sunday, I sit down with a stiff drink to relax, before getting the attendance returns to send to the HODs staff at the Civic Trust.” Malcolm Cowan, Welwyn Garden City Society, Hertfordshire