Assisted living open day checklist

An assisted living open day needs more than a welcome desk and a few guided tours. You need a clear programme, accurate visitor registration, prepared routes, catering, working presentation equipment and arrangements that protect residents’ medical privacy. Use this checklist to work through the planning in the right order, from setting the date and inviting visitors to preparing name badges, signs, refreshments and spaces on the day.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Design invitations
2 people
Send invitations
2 people
Publish open day online
Inform the neighborhood and referrers
2 people
Process registrations
2 people
Collect dietary requirements
Update visitor list
Assign tours
2 people
Schedule volunteers
2 people
Confirm catering booking
Confirm equipment reservation
Check the tour routes
2 people
Assign spaces for the tour
2 people
Collect presentations
2 people
Inform residents
2 people
Coordinate medical privacy
2 people
Prepare name badges
Print programs
Print route signs
Check presentation materials
2 people
Do the shopping
3 people
Store chilled products
2 people
Prepare snacks
4 people
Chill drinks
2 people
Secure the venue
3 people
Clear the entrance
2 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet
3 people
Set up coffee station
2 people
Set up information stands
3 people
Hang up decorations
3 people
Put up route signs
2 people
Test sound system
2 people
Test the projector presentation
2 people
Check toilets
2 people
Set the tables
4 people
Set out snacks
3 people
Brief volunteers
2 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Hand out programs
2 people
Hand out name badges
2 people
Escort visitors to rooms
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Guide tours
4 people
Demonstrate activities
4 people
Accompany residents during activities
4 people
Deliver the presentation
2 people
Answer visitors' questions
3 people
Refill drinks
2 people
Restock the buffet
2 people
Collect used dishes
2 people
Empty trash bins
2 people
Check toilets periodically
Guide photo moments
2 people
See off the last visitors
2 people

Aftercare

Turn off the sound equipment
2 people
Clear the buffet
3 people
Wash dishes
3 people
Clear away chilled products
2 people
Put furniture back
4 people
Remove decorations
3 people
Collect waste
3 people
Clean the rooms
4 people
Clean the restrooms
2 people
Pack equipment
2 people
Return borrowed items
2 people
Store leftover food
2 people
Archive visitor data

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Foldable tablesqty 8
Chairsqty 80
Buffet tablesqty 3
Reception desk
High tablesqty 4
Stoolsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Dessert platesqty 80
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Coffee spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving jugsqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Coolersqty 4
Kitchen scale

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 12
Flower arrangementsqty 8
Photo framesqty 12
Buntingqty 6
Adhesive hooksqty 30
Duct tapeqty 3
Name badgesqty 100
Badge holdersqty 80
Pensqty 30
Program leafletsqty 100
Registration formsqty 100
Route signsqty 12
Arrow stickersqty 30

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 8
Mop setsqty 3
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Cleaning glovesqty 12
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Catering

Groceries

Tips

Set the date and programme before designing invitations. Keep the final visitor registration deadline early enough to assign tours, schedule volunteers and collect dietary requirements before the event week.
Check every tour route at least once before visitors arrive. Confirm which spaces are available, where route signs will go and how residents can avoid being included in conversations or presentations without consent.
Prepare the welcome area with the reception desk, visitor list, name badges and printed programmes together. A single check-in point prevents volunteers from searching for registrations while guests wait.
Confirm catering and equipment reservations several days before the open day, then check the projector, screen, laptop, speakers and microphone on site. Test presentation materials using the actual room and power connections.
Plan refreshments by timing rather than appearance: chill drinks in advance, store chilled products safely and prepare serving trays, cups, glasses, plates and utensils before guests begin arriving. Keep a small reserve of coffee, tea and cold drinks for late visitors.

Frequently asked questions

How far in advance should I plan an assisted living open day?: Set the date and programme at least 6 to 8 weeks ahead. This gives you time to publish the event, send invitations, process registrations, assign tours and schedule volunteers.
When should I close registration for an assisted living open day?: Close registration 3 to 5 days before the event. Use the final list to assign tour groups, prepare name badges, confirm dietary requirements and print programmes.
How many volunteers are needed for an assisted living open day?: Plan at least 1 volunteer for reception, 1 guide per tour group and 1 person for refreshments or presentations. For three simultaneous tour groups, that means at least 5 people, excluding staff who must support residents.
When should equipment be tested for an assisted living open day?: Test the laptop, projector, screen, speakers and microphone 1 to 2 days beforehand in the rooms where they will be used. Run the presentations from start to finish and check the power, sound and visibility from the back of the room.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.