Church Open Day Checklist

A church open day needs more than an open door and a welcome table. Set the programme first, then arrange tours, volunteers, invitations and registrations so you know how many people to prepare for. The final days are mainly about checking information, preparing activities and music, shopping, and setting up refreshments and equipment. Use this checklist to keep the planning in the right order and avoid last-minute gaps in staffing, food, signage or technical support.

Use this plan

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
Determine spaces and guided tour
2 people
Recruit volunteers
2 people
Draft invitations
2 people
Send invitations
2 people
Post promotion on social media
Distribute announcement in the neighborhood
3 people
Process registrations
2 people
Collect dietary requirements
Assign tour guides
2 people
Assign hostesses
2 people
Confirm musicians
Make reservations
Calculate catering quantities
2 people
Prepare tour stories
3 people
Prepare children's activities
3 people
Prepare the music program
2 people
Check information texts
2 people
Print floor plan
Prepare name badges
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Set up the coffee corner
2 people
Prepare the buffet
4 people
Prepare snacks
3 people
Assemble sandwiches
3 people
Reheat soup
2 people
Set up tables
4 people
Set up chairs
4 people
Set up information tables
2 people
Hang decorations
3 people
Put up directional signs
2 people
Set up the registration table
2 people
Connect music equipment
2 people
Test microphone
2 people
Check the lighting
2 people
Check toilets
2 people
Clear safe walkways
2 people
Brief volunteers
3 people
Prepare opening speech

Event

Open the doors
2 people
Welcome visitors
4 people
Register sign-ups
2 people
Distribute program
2 people
Give the opening speech
Guide tours
4 people
Supervise children's activities
3 people
Provide information
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Coordinate music performances
2 people
Serve dinner
5 people
Restock the buffet
3 people
Collect tableware
2 people
Check toilets periodically
Empty trash bins
2 people
Hand out farewell information
2 people
See visitors out
3 people
Close doors
2 people

Aftercare

Chill leftovers safely
2 people
Take down the buffet
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Switch off equipment
2 people
Wash dishes
4 people
Sort and take out waste
3 people
Clean rooms
4 people
Clean the restrooms
2 people
Return borrowed items
2 people
Store leftover materials
2 people
Collect lost and found items

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 120
Buffet tablesqty 4
Information deskqty 2
Children's chairsqty 6
Clothes racksqty 2
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 150
Soup bowlsqty 100
Cutlery setsqty 150
Serving plattersqty 20

Decorations

Flower arrangementsqty 8
Tableclothsqty 16
Runnerqty 2
Buntingqty 8
Balloonsqty 100
Candlesqty 30
Candle holdersqty 15
Photo framesqty 12

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 8
Kettlesqty 3
Coffee machinesqty 3

Kitchen

Coolersqty 4
Thermos flasksqty 8
Soup kettlesqty 2
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving spoonsqty 12
Serving tongsqty 8

Organization

Name badgesqty 40
Program leafletsqty 180
Tour cardsqty 150
Information brochuresqty 150
Floor plansqty 150
Pensqty 30
Clipboardsqty 8
Markersqty 24
Directional signsqty 20
Registration formsqty 150
Wristbandsqty 150
Lost and found box

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning clothsqty 30

Lighting

LED lampsqty 12
String lightsqty 6
Flashlightsqty 4

Catering

Groceries

Tips

Set the date, opening hours and programme before sending invitations. Include the guided tour times, music programme, children’s activities and any registration deadline so visitors know what to expect.
Recruit volunteers early and give each person one clear role. Confirm tour guides, hostesses, musicians and someone responsible for the information desk, coffee corner and buffet at least one week before the event.
Process registrations as they arrive and record dietary requirements separately. Use the final guest count to calculate catering quantities, tableware and seating rather than shopping from a rough estimate.
Prepare visitor information before the final week. Check every information text, print the floor plan, prepare name badges and write short tour stories so guides are not improvising during the open day.
Do a full setup check before visitors arrive. Test the wireless microphones, speakers, mixer, laptop, projector and screen, and confirm that extension cords and power strips are safely positioned before the programme starts.

Frequently asked questions

How far in advance should I plan a church open day?: Set the date and programme at least 6 to 8 weeks ahead. Send invitations and start local promotion around 4 weeks before the event, then close registrations early enough to calculate food and seating.
How many volunteers do I need for a church open day?: Plan at least one host or hostess for every main visitor area, plus one guide for each tour running at the same time. Add separate cover for the information desk, children’s activities, refreshments and technical equipment so nobody has to leave a post unattended.
When should I prepare food and drinks for a church open day?: Buy non-perishable items several days in advance and collect fresh produce on the day before or the morning of the event. Chill drinks in advance, then set up the coffee corner and buffet shortly before doors open.
What equipment is needed for a church open day presentation?: Check the projector, projection screen, laptop, speakers, mixer and wireless microphones at least one day beforehand. Bring extension cords and power strips, and allow 30 to 60 minutes on the day for a complete sound and projection test.

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.