Arranging an open day is an excellent opportunity to bring positive attention to either a veterinary practice or other place of work. Organising an event can take a lot of forethought and careful planning, ensuring plenty of happy hands are available and a robust advertising campaign orchestrated. An open day therefore naturally lends itself as an excellent opportunity to help inform the public about veterinary nursing. Read more about what to consider and how to organise an event in this blog.
What To Consider When Planning A Practice Open Day
Planning a big event in person, such as an open day, might seem like a very daunting task at first; but, if we compartmentalise and share the workload, then a seamless and well-oiled production can easily be achieved. Whether organising for a practice or other premises where veterinary nurses might work, such as an animal shelter, there are many things to carefully consider. An open day is usually an easy sell to line managers; become the someone who is taking initiative in facilitating positive public relations, advertising the good work the organisation does – and take the opportunity to make sure the role we play as veterinary nurses is front and centre! One of the most important considerations is that all members of the team are kept in the loop with one another – open communication is so vital to prevent avoidable hitches and complications.
To the day itself then – the very first thing we need to decide is when and where the event is to be organised. The general ‘where’ might seem like an easy answer at first glance – but it is worth remembering that we need to ensure there is minimal impact to the normal function of the organisation. A veterinary practice for example has an obligation to provide persistent care for their patients. Unless a sister branch or out-of-hours hospital can take some of the caseload, then perhaps only small areas of the premises might be accessible for an open day. Take the time to talk to any line managers and discuss the potential impact such an event might have on the business.
When deciding when, then, there may some other factors to consider; any external influences which could impact the effectiveness of the open day, or who might be available on the day to lend a hand. Are there any other local events taking place which could draw away potential pundits? What resource is the organisation willing to provide for the open day? People may well be willing to volunteer their time for an open day, but no one should be expected to give up their weekend for an advertising campaign which benefits the organisation. Perhaps clarifying whether the organisation is planning on providing either TOIL or overtime pay for people’s time will help attract more hands to help.
The more helping hands, the better – providing things are structured and clear. Consider the strengths of your colleagues and plan as a team. Divy up the workload so everyone feels involved and can contribute fun ideas whilst remaining clear when setting goals and expectations. The event must appear effortless to the public, with the entire team involved clearly understanding the plan and how they fit in. An unclear plan might discourage the public from attending, and a successful event relies on people attending.
Once the when, where and who has all been decided from the organisation’s perspective, then it’s time to start advertising. Don’t be lulled into a false sense of security, it can take time to encourage the public to attend an event – even when it’s free! Therefore, a persistent campaign should be organised right up until the doors open. Talk to the social media savvy members of your team and read more about facilitating a social media campaign here for some ideas on how to best advertise your upcoming event online. But also take the time to make sure your reception team is fully on board with the event, as word-of-mouth will likely be your biggest asset in the formation of your attendee list.
Make it clear to the public from the outset how and when they can attend the event. Whilst an open door might be the easiest option from an organisational perspective, you run the risk of everyone arriving at the same time. It might therefore work better to organise some time slots throughout the day, this could be every fifteen minutes or even every hour. Booking time slots has two other benefits; it firstly helps build a reasonable sense of hustle and bustle without becoming overwhelming, and it also creates a sense of obligation for those who book to attend on the day. It is worth noting that despite this, not everyone who books will attend – so try not to be too conservative on the numbers of people booked in at any one time.
We need to be considerate of who it is we are inviting on the day. From the young excitable minds to the sage but weary knees and backs. Prepare activities that are inclusive of all. Considering the unique needs of each group can be the difference between a good and a great open day. Bundles of colouring books can be bought from wholesalers for relatively cheap and can act as a fun gift and final line of defence against a restless child. Ask to borrow chairs from the local community hall and scatter them about the practice to care for the elderly. Small acts of kindness like these will not go unnoticed by those they help.
It is worth clarifying with the organisation the resources they are happy to provide towards refreshments for the public. Providing a budget for a small selection of snacks can act as an easy win. Including a mix of sweet and savoury snacks with a good range of ‘free-from’ foods will always go down well. Providing drinks like tea, coffee or juices can help slow people down and keep them engaged and talking for longer. If the organisation is feeling particularly exuberant, then some bubbly could create a very extravagant affair indeed!
With your guests appropriately cared for, it is finally time to consider the star of the show… the show itself. What will the public be doing as they make they way around your organisation? Finding practical and engaging activities can be a fun way to make an impression – so consider what it is you do each day, and what might the public be able to get a taste of? Below is a small list of potential activities that might be included for a veterinary practice open day, but be sure talk to your team and come up with some fun activities of your own:
- Bandage the toy leg
- Ultrasound grapes in a water balloon
- Identify the thing in this x-ray
- Pin the tail on the cat (poster)
- Watch your pulse on the multiparameter
- Look at these microscope slides
- Identify the parasite
- Provide basic life support to this toy
- Guess which bowl full of food is most appropriate for this size of dog
Besides the more engaging activities like these, just providing clients the opportunity to meet the team, say hello and ask about a normal day can go a long way to help break down barriers between the pubic and veterinary organisations.
Making an effort to survey the practice and the planned event from the perspective of an attendee might help to foresee potential challenges. For example, how might the steady flow of people through the premises work? You might plan a prescribed path, touring around all areas from the front door to a rear exit, or you might have the space to allow free flow and a more meandering journey. Will there be any areas you need to ensure stay off limits to attendees? Whether it be because of health and safety concerns, a dull experience or something generally unpleasant – such as the cleaning cupboard or the cold room. It should go without saying that the entire premises might want a little spruce up. The eyes of your guests will undoubtedly be scrutinising, and places like messy offices should have a jolly good polish.
Finally, once you have a clear plan with fun activities and a considered journey for your guests, be sure that you’re able to make the most of the opportunity. Make it one person’s responsibility to go around capturing the moment. An open day is an excellent opportunity to show the organisation in its best light, with smiling faces and a positive atmosphere. Ask for the consent of your attendees as they are greeted, making any non-consenters known to the cameraperson. The media obtained could be used to produce a wrap-up social media exhibit, or any other production in the future.
And remember – we want to keep veterinary nursing front and centre! It is veterinary nursing awareness month after all!