Charity open house checklist

A charity open house needs more than an inviting program and a donation box. You need a clear date, venue and schedule, then enough time to handle permits, registrations, sponsors, catering and volunteer roles. Donation methods should be tested before guests arrive, especially if you accept both cash and digital payments. This checklist also covers the details people often leave too late: dietary requirements, signage, name badges, seating, power, sound and the final stock check.

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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
Reserve venue
Check permits
Present the charity
2 people
Publish the program online
Send invitations
2 people
Open the registration form
Distribute promotional posters
3 people
Approach sponsors
2 people
Determine donation formats
2 people
Create Payment Request
Record cash handling procedure
2 people
Process registrations
2 people
Collect dietary requirements
Confirm activities
2 people
Assign volunteers
2 people
Book catering
Arrange extra chairs
Arrange sound equipment
Create floor plan
Print the run sheet
Prepare signage
2 people
Print donation forms
Prepare name badges
2 people
Check stock
2 people
Do the shopping
2 people
Set up non-perishable supplies
2 people
Chill drinks
2 people
Open venue
2 people
Conduct a safety check
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up information stand
2 people
Set up the donation point
2 people
Set up the catering buffet
3 people
Set up activities
3 people
Connect the sound system
2 people
Hang up decorations
3 people
Brief volunteers
2 people

Event

Staff the registration table
2 people
Welcome visitors
2 people
Explain the charity
2 people
Register donations
2 people
Supervise activities
4 people
Guide tours
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Empty trash bins
Check toilets
Guide photo moments
Announce program items
Process final donations
2 people
Thank visitors
2 people
Wave goodbye to visitors
2 people

Aftercare

Turn off the sound equipment
2 people
Clean up catering
3 people
Collect materials
4 people
Dispose of waste
2 people
Clean the venue
4 people
Wash dishes
2 people
Check the donation amount
2 people
Transfer the donation amount
Distribute leftover food
2 people
Return materials
2 people
Send thank-you message
Share photos and proceeds

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Chairsqty 80
Buffet tablesqty 3
High tablesqty 4
Clothes racksqty 2

Tableware

Reusable platesqty 100
Reusable bowlsqty 60
Reusable cupsqty 150
Coffee cupsqty 80
Cutlery setsqty 100
Serving spoonsqty 8
Serving plattersqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Thermos flasksqty 4
Serving traysqty 6
Ice packsqty 12

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 12
Flower arrangementsqty 6
Photo backdrop
Postersqty 20
Directional signsqty 12
Name badgesqty 40

Lighting

LED lampsqty 8
String lightsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Information

Information boardsqty 6
Brochure holdersqty 4
Leafletsqty 300
Sign-up listsqty 6
Pensqty 30
Tapeqty 6
Scissorsqty 4

Donations

Donation boxesqty 4
QR code cardsqty 12
Cash box
Receipt bookletsqty 4

Activities

Game materialsqty 4
Colored pencilsqty 4
Coloring pagesqty 100
Prize ribbonsqty 50
Craft paperqty 200
Glue sticksqty 12
Makeup kitqty 2

Safety

First aid kit
Flashlightsqty 4
Safety vestsqty 8
Barrier tapeqty 2
Umbrellasqty 4

Logistics

Storage cratesqty 12
Transport cartsqty 2
Cable tiesqty 100
Duct tapeqty 4
Work glovesqty 8

Tips

Set the date, program and venue before promoting the open house. Check permit requirements early, because approval may take several weeks and can affect the layout or operating hours.
Open registration as soon as the program is ready and review responses at least 7 days before the event. Use the final list to confirm attendance, dietary requirements, name badges and seating needs.
Define donation formats before invitations go out. Test the payment request, print donation forms and write a cash-handling procedure so volunteers know exactly what to do with money during and after the event.
Assign volunteers to specific jobs at least 1 week in advance, including registration, presenting the charity, catering, donation support and closing tasks. Give each person a short run sheet with timings and contact details.
Do a complete equipment and stock check 2–3 days before opening. Test speakers, the microphone, coffee machines, kettles, extension cords and power strips, and confirm that tables, chairs, reusable tableware, signage and serving equipment are ready.

Frequently asked questions

How far in advance should I plan a charity open house?: Start planning at least 6–8 weeks ahead. Set the date and venue first, then allow time for permits, sponsors, promotion, registration, catering and volunteer assignments.
When should charity open house registration close?: Close registration 5–7 days before the event if you need a reliable headcount for catering, chairs, name badges and dietary requirements. Keep a simple late-registration process if capacity allows.
How many volunteers do I need for a charity open house?: Plan at least 1 volunteer for registration and donations, 1 for each scheduled activity area, and 2 for setup and closing. Add more if guests arrive in waves or the venue has separate rooms.
When should I test donations and event equipment?: Test digital payments and the cash procedure at least 7 days before the open house. Check sound equipment, power, coffee equipment, tables, seating and stock again 2–3 days before the event.

Start this plan in Lizzt

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