Business Association Open Day Checklist

A business association open day involves more than inviting local companies to attend. You need a clear programme, confirmed businesses, an audience area, stall assignments and visitor registration before promotion starts. This checklist puts the work in a workable order, from setting the date through printing badges and leaflets to chilling drinks and bringing equipment to the venue. It also helps prevent common last-minute gaps, such as missing dietary information, extension cords or enough tables for participating businesses.

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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
Confirm participating businesses
2 people
Arrange venue and audience area
2 people
Assign stalls to vendors
2 people
Draft invitations
2 people
Send invitations
2 people
Publish open day online
Distribute promotional posters
3 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Confirm visitor information
Place catering order
2 people
Make reservations for materials
Send the business briefing
Create floor plans and signage
2 people
Prepare name badges
2 people
Print program leaflets
2 people
Print registration list
Check stock
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Store catering chilled
2 people
Bring materials to the venue
4 people
Open venue
2 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up business booths
8 people
Set up the registration table
2 people
Hang up signage
3 people
Hang decorations
3 people
Hang lighting
3 people
Set up coffee station
2 people
Set up the buffet
4 people
Display snacks
3 people
Test music and microphone
2 people
Check toilets
2 people
Briefing for reception team
3 people
Brief catering team
3 people

Event

Open the doors
3 people
Welcome visitors
4 people
Register visitors
3 people
Hand out program brochures
2 people
Staff the business booths
12 people
Guide tours
3 people
Facilitate presentations
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Collect used dishes
2 people
Guide photo moments
Inform last visitors
2 people

Aftercare

Dismantle vendor booths
8 people
Clear tables and chairs
4 people
Clean up catering
3 people
Wash dishes
3 people
Empty the coolers
2 people
Remove decorations
3 people
Turn off lights
2 people
Collect waste
3 people
Clean rooms
4 people
Take down tents
4 people
Return materials
4 people
Return borrowed materials
2 people
Store leftover stock
2 people
Collect lost property
Archive photo and participant files
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Foldable tablesqty 10
Folding chairsqty 80
High tablesqty 6
Tableclothsqty 18
Stoolsqty 12

Tableware

Coffee cupsqty 100
Glassesqty 150
Wine glassesqty 80
Platesqty 150
Dessert platesqty 100
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Microphone
Portable speakerqty 2
Music player
Cash drawersqty 2
Power banksqty 4

Decorations

Buntingqty 8
Balloonsqty 150
Balloon ribbonqty 3
Flower arrangementsqty 8
Name badgesqty 120
Badge holdersqty 120
Directional signsqty 12
Program standsqty 6
Cocktail table coversqty 6

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving tongsqty 12
Mixing bowlsqty 6
Thermos flasksqty 8
Ice cube traysqty 6
Ice packsqty 24

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Dustpan and brushqty 3
Broomqty 3
Mop setsqty 3
Cleaning cartsqty 2
Hand sanitizer holdersqty 6
Toilet brushesqty 4
Glovesqty 12

Catering

Groceries

Tips

Set the date and programme before inviting businesses. Allow at least 6–8 weeks for confirmations, invitations, online promotion and poster distribution, especially if several businesses need to coordinate their availability.
Confirm participating businesses before assigning stalls or finalising the floor plan. Collect each business’s setup requirements early so you can match the layout to tables, chairs, tents and power access.
Close registrations several days before the event and use the final list to prepare name badges, visitor information and printed registration sheets. Ask for dietary requirements at the same time rather than chasing them separately.
Check catering quantities against the registration total, including coffee cups, glasses, plates and serving utensils. Keep chilled catering in coolers or suitable refrigerated storage until it is needed, and chill drinks before event day.
Pack venue equipment as a separate load and check power needs before leaving. Coffee machines, kettles, speakers, microphones and cash drawers may need extension cords, power strips or power banks, so test the setup before visitors arrive.

Frequently asked questions

How far in advance should I organise a business association open day?: Start planning 6–8 weeks before the open day. Set the date and programme first, then allow time to confirm businesses, publish invitations, process registrations and reserve equipment and materials.
When should I send invitations for a business association open day?: Send invitations as soon as the participating businesses, date and basic programme are confirmed, ideally 4–6 weeks before the event. Send a reminder about one week before the open day with arrival, registration and venue details.
When should I finalise catering for an open day?: Place the catering order once registrations have closed, usually 3–5 days before the event. Use the final visitor count and collected dietary requirements, then keep perishable food chilled until serving time.
What should I check the day before a business association open day?: The day before, check stock, collect or buy missing supplies, print the programme and registration list, prepare name badges, chill drinks and confirm transport to the venue. Allow at least 2 hours for packing tables, signage, technical equipment and catering.

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