Church Open House Checklist

A church open house needs more than a welcoming room and a few chairs. Set the program first, then match rooms, tour routes, volunteers, information boards, music, and children’s activities to the expected attendance. This checklist also covers the details that are easy to leave too late: registration data, dietary requirements, emergency contacts, chilled drinks, allergen information, and enough serving equipment. Work through the plan in order so promotion, preparation, and event-day tasks do not compete with each other.

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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
Determine spaces and capacity
2 people
Make reservations for additional rooms
Design invitations
Send invitations
2 people
Post promotion on the website
Post promotion on social media
Distribute posters
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Assign tour guides
Finalize the music program
2 people
Plan children's activities
2 people
Prepare information boards
2 people
Develop tour routes
2 people
Check emergency contact details
Check tableware stock
Check cleaning supplies
Finalize the shopping list
2 people
Do the shopping
2 people
Check refrigerated products
Chill drinks
2 people
Prepare snacks
3 people
Prepare allergen information
Prepare name badges
Print attendance list
Lay out information leaflets
2 people
Test the equipment
2 people
Arrange keys and access
Open venue
2 people
Ventilate the rooms
2 people
Clean the venue
3 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception desk
2 people
Set up the coffee and tea station
2 people
Set up buffet tables
2 people
Set out tableware and cutlery
2 people
Hang decorations
3 people
Placing information panels
2 people
Set up kids' corner
2 people
Put up tour signs
2 people
Set up the cloakroom
Place waste bins
2 people
Go over the program
5 people
Brief volunteers
2 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Hand out program brochures
Welcome visitors
2 people
Give tours of the church building
3 people
Answer visitors' questions
3 people
Supervise children's activities
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect used dishes
2 people
Give a short presentation
2 people
Carry out the music program
4 people
Announce evening program
Serve dinner
4 people
Restock the buffet
2 people
Refill drinks
2 people
Guide visitors to the exit
2 people
Hand out final information

Aftercare

Do a final round through the building
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the kitchen
2 people
Collect waste
2 people
Clean rooms
3 people
Check leftover catering
2 people
Sort materials
2 people
Return borrowed materials
2 people
Follow up on visitor questions
Send thank-you message

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Coat racksqty 2
Foldable tablesqty 4
Tableclothsqty 12

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 6
Teapotsqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector

Decorations

Balloonsqty 100
Buntingqty 12
Flower arrangementsqty 6
Name badgesqty 120
Table numbersqty 12
Chalkboardsqty 6
Chalk markersqty 12

Catering

Coffee potsqty 6
Thermos flasksqty 6
Groceries

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 8
Serving tongsqty 8
Measuring cupsqty 3
Aluminum foilqty 2
Food storage containersqty 12

Children's activities

Coloring pagesqty 150
Colored pencilsqty 12
Markersqty 12
Apronsqty 10
Craft scissorsqty 10
Glue sticksqty 20
Colored paperqty 10
Craft stickersqty 10

Lighting

LED string lightsqty 6
LED lampsqty 8

Cleaning

Broomqty 3
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Toilet brushesqty 3

Information

Information boardsqty 8
Pensqty 30
Clipboardsqty 6
Tapeqty 6
Writing paperqty 500
Arrow stickersqty 40

Tips

Set the date, opening hours, and program before sending invitations. Include tour times, the music program, children’s activities, and any registration deadline so visitors know exactly what to expect.
Confirm room capacity before promoting the event. Reserve additional rooms early if tours, children’s activities, refreshments, or overflow seating need separate spaces.
Assign volunteers to specific jobs rather than relying on general help. Cover welcome, registration, tour guiding, refreshments, children’s activities, room changes, and closing duties, then share emergency contact details with the team.
Prepare visitor information at least several days before the open house. Finish information boards, tour routes, name badges, table numbers, and allergen information before the final setup day.
Check practical supplies two to three days ahead, including tableware, cleaning supplies, microphones, speakers, extension cords, and power strips. Shop after the stock check, then chill drinks and prepare snacks close enough to the event that they remain fresh.

Frequently asked questions

How far in advance should I plan a church open house?: Start the main planning at least 6 to 8 weeks before the open house. Set the date and program first, then allow time for room reservations, invitations, promotion, registrations, volunteer assignments, and tour planning.
When should invitations for a church open house be sent?: Send invitations about 3 to 4 weeks before the event, with a clear registration deadline if attendance or dietary requirements need to be collected. Use the final week for reminders and to confirm numbers with volunteers and room leads.
How many volunteers are needed for a church open house?: Plan at least 1 welcome or registration volunteer for every 25 to 30 expected visitors, plus separate tour guides for each route and dedicated help for children’s activities and refreshments. Add one event coordinator who can handle room changes and urgent questions.
When should food and drinks be prepared for a church open house?: Complete the shopping and stock check 2 to 3 days beforehand. Chill drinks and prepare snacks on the day of the event, while checking dietary requirements and displaying allergen information before visitors arrive.

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.