Hosting a Successful Open House

The ability to host a successful open house is vital to volunteer fire departments. Open

houses give the community the opportunity to learn from and interact with department

members.

WHEN SHOULD YOU HOST? Timing for fire department events is extremely important.

Effective open houses are held one or two weekends a year typically in warmer seasons to

attract more attendees. Some counties hold open house weekends while others allow

departments to choose when they will host these events.

HOW DO YOU START PLANNING? A committee is a great way to make sure a focused group of

members oversee the event and can effectively communicate event needs to the department.

A budget should be created at the beginning of the fiscal year and dates should be chosen well

ahead of time (usually the beginning of the year). This allows for ample time to promote the

event and ensure there are enough members present. All department events should be well

thought out and organized to make the most of budgets, member time and allow for the best

attendee outcome.

WHAT DO YOU NEED? It is ideal to have as many department members as possible present for

the open house event. This shows the community how the department operates and

promotes a family atmosphere. Have some form of refreshments for guests, this can be as

simple as cookies and bottles of water or burgers and hot dogs for a barbeque. Make sure the

station and apparatus are clean and you have clean, spare gear ready for children and adults

to try on. Setting up different stations with tools and equipment is another great way to

demonstrate and educate what department members do daily. Some adults may even want to

try their hand at the power tools or gear. This is a golden opportunity to recruit!

HOW CAN YOU RECRUIT? An open house is a dual-purpose event. Not only is it a great public

education event, but it is an excellent recruitment opportunity, as well. Make sure you have

department marketing materials and applications available for attendees. This is the time to

educate interested volunteers on all opportunities available within the department, from

firefighting to EMS to administrative positions. Remember that every event, every call and

every day is a chance to recruit and grow your department.

For more information on conducting a successful open house,

please contact Ms. Rhiannon Bogozi at rbogozi@iafc.org.

Open House Check List

Before the Event

 Consider doing a narrated simulation on your department’s capabilities. Gather the necessary

items to ensure success with this. A practice run is always a good idea to work out any bugs.

Ensure there is enough seating around the demonstration area.

 Refreshments (if applicable).

 Ensure your social media is updated with department and event information.

 Ensure your members have the necessary uniforms available. Consider polos or t-shirts to create

an approachable, yet professional appearance.

 Reach out to local media to advise them of the event.

 Develop an “elevator speech” for any members of the media who come to the event.

 Educate your members how to talk positively about your department to open house attendees.

Personalize encounters by using visitor’s first names or something they know about them.

 Have all your members ensure they have answers, ahead of time, to the following questions:

 Why do you volunteer?

 How much time does it take from you/your family?

 Are there any benefits associated with volunteering with your organization (tax benefits,

discounts, etc.)?

 If you have pamphlets or brochures, be sure to have enough printed in time for the event.

 Have signage which illustrates the cost of your equipment (a sign showing a firefighter in full PPE

with the price of each piece is a good example), stats (populations served, runs per year, etc.),

the amount and type of training your members completed, and the amount of time your

department gives in a month or year and the amount this saves the local taxpayer.

 Thoroughly clean your station and your apparatus as well as complete any repairs to each that

may reflect poorly on your department.

 Change the backgrounds/screen savers on all your computers to show your department logo.

 Consider having family members assist so they can relay their experiences to the families of

potential volunteers.

 Consider using the event to deliver a fire prevention message as well. If you have dedicated

personnel who handle this, be sure they are invited.

During the Event

 Have sufficient recruitment materials available and placed in a heavily trafficked area.

 Have a diverse, cross-section of your department there. Equal representation of your

community’s age, gender, racial and ethnic background will show everyone that your

department is open to anyone willing to help the community.

 Have both operations and administrative personnel there as well to show that your department

needs help not only running calls, but running itself like a business.

 Have a schedule for your members, and rotate them every few hours so they don’t feel

monotonous.

After the Event

 Debrief and discuss potential changes for next open house.

 Follow up with potential new members.