Business park open day checklist

A business park open day needs more coordination than a standard visitor event: several companies, one shared site and a clear route for guests. Start by fixing the date, confirming which businesses are taking part and mapping parking, entrances and visitor flow. Registration details then drive catering quantities, name badges and information packs. Use this checklist to sequence the work, from invitations and supplier agreements to equipment testing and final setup.

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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 companies
2 people
Create a site map
2 people
Determine visitor route
2 people
Mark parking spaces
2 people
Design invitations
2 people
Send invitations
2 people
Open online registration form
Process registrations
2 people
Collect dietary requirements
Send visitor information
2 people
Confirm supplier agreements
2 people
Determine catering quantities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Purchase refrigerated products
2 people
Chill drinks
2 people
Collect materials
3 people
Prepare name badges
2 people
Assemble info packs
3 people
Lay out route signs
2 people
Test the equipment
2 people
Check the site and access points
3 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up the information booth
3 people
Set up company booths
6 people
Hang decorations
3 people
Put up route signs
3 people
Mark parking route
3 people
Set up sound system
2 people
Install lighting
3 people
Set up coffee station
3 people
Set up buffet
4 people
Prepare snacks
4 people
Set out tableware and cutlery
2 people
Place waste stations
2 people
Check toilets
2 people
Set up the registration table
2 people
Instruct staff
3 people
Carry out opening check
3 people

Event

Welcome visitors
4 people
Register visitors
3 people
Distribute program
2 people
Direct visitors to booths
3 people
Guide tours
4 people
Announce presentations
Operate the sound system
Serve coffee and tea
3 people
Serve snacks
4 people
Refill drinks
3 people
Restock the buffet
3 people
Empty waste stations
2 people
Check toilets periodically
2 people
Check the lighting
Inform last visitors
2 people
See visitors out
3 people

Aftercare

Turn off the sound system
Store food and drinks safely
3 people
Take down tables and chairs
4 people
Take down tents
4 people
Remove decorations
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the grounds
4 people
Check the equipment
2 people
Inventory materials
2 people
Set aside damaged materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Take waste to the collection point
2 people
Collect lost items

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Folding chairsqty 120
High tablesqty 10
Lounge sofasqty 4
Stoolsqty 16
Tableclothsqty 18
Dressing room racksqty 2

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 80
Platesqty 80
Platesqty 180
Dessert platesqty 120
Cutlery setsqty 180
Serving traysqty 12
Serving plattersqty 18
Soup ladlesqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 6
Food warmersqty 4
Sound system
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Rechargeable flashlightsqty 6
Hand trucksqty 2
Cable matsqty 12

Kitchen

Cutting boardsqty 6
Chef's axesqty 4
Bread knivesqty 4
Pliersqty 8
Serving spoonsqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Storage binsqty 12
Bottle openersqty 6
Kitchen stoolsqty 12

Decorations

Buntingqty 12
Balloonsqty 300
Balloon pumpsqty 4
Company flagsqty 12
Directional signsqty 20
Information boardsqty 12
Chalkboardsqty 8
Chalk markersqty 16
Name badgesqty 80
Badge holdersqty 80
Program flyersqty 350
Info packsqty 250
Pensqty 30
Clipboardsqty 8

Lighting

LED light stringsqty 8
LED lampsqty 12
Outdoor lightsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 12
Waste sorting bagsqty 80
Dustpan and brushqty 4
Broomqty 4
Mop setsqty 3
Cleaning glovesqty 12
Microfiber clothsqty 30
Hand soap dispensersqty 8
Hand sanitizer stationsqty 8

Catering

Groceries

Tips

Create the site map before designing invitations. Mark entrances, parking spaces, participating companies, catering points, toilets and the visitor route so the information sent to guests matches the layout.
Open registration as soon as invitations go out and close it early enough to process responses. Allow at least 3–5 working days before the event to confirm dietary requirements, prepare name badges and send final visitor information.
Calculate catering from confirmed registrations, then check the shopping list against the menu and equipment. Refrigerated products should be bought close to the event, while drinks need enough time to chill before guests arrive.
Test the sound system, wireless microphones, coffee machines, kettles and food warmers before setup day. Check extension cords, power strips and cable mats at the same time so equipment does not create trip hazards.
Schedule physical setup in two stages: place tents, tables and chairs first, then add route signs, info packs and badges. Keep hand trucks and rechargeable flashlights available for moving materials and checking access points safely.

Frequently asked questions

How early should I start planning a business park open day?: Start at least 8–12 weeks before the open day. Confirm participating companies and the programme first, then allow time for the site map, invitations, registration, supplier agreements and equipment planning.
When should registration close for a business park open day?: Close registration 3–5 working days before the event. That gives you time to process responses, collect dietary requirements, calculate catering quantities and prepare name badges and information packs.
How many drinks should I plan per visitor?: For the first hour, plan on 2–3 drinks per visitor, then about 1 drink per person per additional hour. Add extra capacity for warm weather and keep enough refrigerated storage or coolers available.
When should I set up the business park open day site?: Set up tents, tables, chairs and access routes at least 2–3 hours before visitors arrive. Test equipment and power before doors open, and place signs, badges and information packs after the main furniture is in position.

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