Scavenger Hunt

One idea that my wife and I always suggest to layout hosts is to have a list (couple of items) of interesting things to find on the layout.   

Good luck with your tours.

Drewrail

Years ago

We used to have a lot of layout tours around here. (a division of the TLR). We'd start by meeting at the first layout, and then car pool or caravan from there to the next one. Stop at someplace nice to eat.  The day went past fast.  usually 6-8 people. These were layout  tours, not operating sessions. Brian

Occupancy

You need to figure out how many people can fit comfortably into a space, and still be able to move around and see things.   I have been on both self-guided and bus tours where so many people packed into a layout that no one could move, and no one had any fun.

One smart home layout owner "staged" his visitors in a garage/crew lounge.  Everyone going into the layout room picked a poker chip out of a dish; when the chips ran out it was time to wait until someone came out and surrendered their chip. People were pretty good about not taking too much time.

Layout tour organizing

I organize a tour in the southern New England area.. We got the idea from "Tour d' Chooch" which has been held the weekend after Thanksgiving for many years.. There have been very few problems with too many people, in some cases just the opposite with as few as a 1/2 dozen people in a six hour time frame. Getting the word out is te biggest challenge. We do it through posting on sites like this, email lists, and fliers in local hobby shops and clubs. We are also fortunate to have one of our members who hosts our website with descriptions, photos and allows downloading the flier with names addresses and all information regarding the tour. I do not believe maps are necessary in todays world of Google maps and GPS. Here is our website address  http://layouttour.com/

Here's some info from one of my open houses

Adresses

I like that poker chip idea.

I'd suggest that when making your maps you include the complete address of each layout, including zip code.  This makes it much easier for people using a GPS to get around.  It drives me nuts when I'm given a hand-drawn map with lots of arrows and directions, but NO complete address! A complete address that my GPS understands beats a hand-drawn map that I have to keep looking at every time.  

Randy

Layout tour signs

layout signs

We use numbers and direction signs made of bright orange card stock 

Logistics

Here's a list of the things I'd consider:

List date(s) and Time(s) layout will be open

Indicate handicap/no handicap access(basement/attic/etc.)

Publish a map

Post signs at the intersections and destination

Guestbook

Adequate restroom and extra supplies

Refreshments or access to water

FAQ sheet for layout with email/facebook/twitter addresses

Seating(We're not getting any younger)

Name tags for staff(Greeter, conductor, operator, security)

Have enough staff to watch all areas

Secure any pets in an unused area of the house

Remove trip hazards(throw rugs, extension cords, etc.)

Child proof the route from the entry to the layout

You folks that do the open

You folks that do the open houses deserve some type of an award. I routinely hear of horror stories from someone who has an item of high value stolen from his layout. I understand that it is a small percentage of actual visitors that do something like that but that is appalling to me. Same thing with folks that steal at a train show. It is really challenging to handle crowds of people in close proximity to a layout and to keep their paws off of things.

Our club has had some things damaged over the years but nothing I am aware of has been stolen so far, still we take precautions. Allowing a bunch of strangers into your home is just amazing to me. I would be very concerned with the aspect of thievery from the layout or the house as persons often times "need" to slip away from the group. It is surprising to me how many folks have things stolen by persons that were lawfully admitted to their home. I am a former police officer and have taken lots of reports and on occasion arrested folks for those types of thefts. It still is amazing to me why folks do this (steal) as the gain is small compared to the risk involved, (prison if the value is great enough).

Rob in Texas

A few safety things to consider when having an open house

1.) A first aid kit - just in case.

2.) Emergency lighting, especially in a dark basement.  Flashlights and / or battery powered emergency lights.

3.) Clearly marked exits - in case of emergency

4.) Fire extinguishers - and people that know how to use them.

5.) Smoke detectors - of course you should already have them in place.

Web site

If it helps at all, here's a site our local group maintains for our bi-annual operating weekend.  Not exactly what you're after, but I thought it might generate a few ideas for you.

http://www.osomaha.com/index.php