College open day checklist: what to arrange and when

A college open day involves more than booking rooms and inviting students. You need a clear programme, working registration points, prepared information stands and reliable directions between spaces. This checklist covers the full run-up, from setting the date and opening registration to testing projectors, microphones and presentation laptops in every room. It also helps you schedule catering, name badges, floor plans and safety checks early enough to avoid last-minute gaps.

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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
3 people
Reserve rooms and spaces
2 people
Arrange the information stands
2 people
Plan information sessions
3 people
Invite teachers and students
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send registration confirmations
2 people
Publish directions
Publish parking information
Create floor plans
2 people
Order program brochures
Prepare name badges
2 people
Print attendance lists
Gather information materials
4 people
Check presentations
3 people
Test technical equipment in each room
3 people
Order catering
2 people
Order groceries
2 people
Check permits and notifications
Prepare security instructions
2 people
Check evacuation routes
2 people
Check first aid supplies
Collect keys and access passes
2 people
Pick up groceries
3 people
Open venue
2 people
Set up the reception desk
3 people
Set up tables and chairs
6 people
Set up information booths
8 people
Hang up signage
4 people
Hang decorations
4 people
Set up presentations
4 people
Set up coffee stations
4 people
Prepare snacks
5 people
Chill drinks
3 people
Set out tableware and cutlery
3 people
Place waste stations
2 people
Check toilets
2 people

Event

Staff the registration table
4 people
Welcome visitors
6 people
Check registrations
3 people
Hand out program brochures
3 people
Direct visitors to classrooms
4 people
Provide study information
12 people
Deliver training presentations
10 people
Guide tours
6 people
Facilitate the student panel
4 people
Hold study choice interviews
8 people
Staff the international office
3 people
Staff student administration
3 people
Answer facility questions
2 people
Serve coffee and tea
4 people
Serve snacks
4 people
Refill drinks
3 people
Keep coffee stations clean
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Manage photo spots
2 people
Post social media updates
2 people
Register lost and found items
See off the last visitors
4 people

Aftercare

Dismantle information stands
8 people
Switch off the equipment
3 people
Clear tables and chairs
6 people
Collect tableware
4 people
Chill leftover catering
3 people
Collect waste
4 people
Clean the venue
6 people
Clean the restrooms
2 people
Remove decorations
4 people
Return materials
4 people
Return borrowed equipment
2 people
Return keys and passes
Handle lost and found
Send thank-you email to visitors
2 people
Answer follow-up questions from visitors
3 people

What to bring

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

Furniture

Information desksqty 18
Registration tablesqty 3
Chairsqty 180
Bar stoolsqty 20
Lounge sofasqty 6
Foldable tablesqty 8
Clothes racksqty 2
Bollardsqty 12

Equipment

Laptopsqty 12
Projectorqty 8
Projection screensqty 8
Presentation clickersqty 8
HDMI cablesqty 12
Extension cordsqty 20
Power stripsqty 20
Wireless microphonesqty 4
Speakersqty 4
Microphone standsqty 4
Charging stationsqty 4
Coolersqty 6
Coffee machinesqty 5
Kettlesqty 4

Tableware

Coffee cupsqty 220
Glassesqty 220
Platesqty 220
Forksqty 220
Knivesqty 220
Spoonsqty 220
Serving traysqty 20
Serving tongsqty 12

Kitchen

Coffee thermosesqty 10
Water jugsqty 12
Scissorsqty 8
Cutting boardsqty 6
Chef's knifeqty 4
Ice packsqty 30
Storage boxesqty 20
Aluminum foilqty 4

Decorations

Buntingqty 12
Balloonsqty 200
Balloon pumpsqty 4
Flower arrangementsqty 10
Tableclothsqty 24
Name badgesqty 220
Badge holdersqty 220

Lighting

LED string lightsqty 10
LED work lightsqty 6

Cleaning

Waste binsqty 18
Floor squeegeesqty 3
Vacuum cleanersqty 3
Mopsqty 6
Bucketsqty 6
Cleaning cartsqty 2
Hand sanitizerqty 12
Toilet brushesqty 6

Catering

Coffee potsqty 8
Sugar bowlsqty 8
Milk jugsqty 8
Coffee spoonsqty 120
Napkin holdersqty 12
Drink dispensersqty 6
Groceries

Tips

Set the programme before sending invitations. Allow time for information sessions, stand visits and room changes, then publish the timetable together with directions and parking information.
Open registration as soon as the date and programme are stable. Collect dietary requirements in the form and send confirmations only after you have a process for updating attendance lists.
Test every presentation room separately, not just one representative room. Check the projector, screen, HDMI cable, clicker, microphone, speakers and available power before the event day.
Prepare visitor flow as well as furniture. Registration tables, information desks, clothes racks, lounge seating and bollards should match the floor plan so arrivals do not block entrances or corridors.
Order printed materials and catering against the expected attendance, with a final review before the event. Name badges, brochures, coffee cups, plates, cutlery and serving equipment are easy to overlook when responsibilities are split across teams.

Frequently asked questions

How early should we start planning a college open day?: Start at least 8 to 12 weeks before the open day. Set the date, reserve rooms and confirm the programme first, then open registration and order materials once attendance estimates become reliable.
When should registration open for a college open day?: Open registration as soon as the programme, rooms and basic visitor information are confirmed, usually 6 to 8 weeks before the event. Close or review registrations 3 to 5 days beforehand so you can print attendance lists and prepare badges.
How much time do we need to test college open day equipment?: Test technical equipment in every room at least 3 to 5 days before the event, then repeat a quick check on the morning itself. Allow 20 to 30 minutes per presentation room for cables, audio, screens and backup power connections.
When should catering be ordered for a college open day?: Place the initial catering order 2 to 3 weeks before the event, using current registration numbers and dietary requirements. Confirm final quantities 3 to 5 days before the day, including drinks, cups, plates and serving equipment.

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.