Crematorium open day checklist and planning guide

A crematorium open day needs a clear visitor flow, carefully timed tours and accurate registration details. Start with the date, programme and visitor capacity, then arrange speakers, guides and catering before invitations go out. In the final week, group registered visitors, prepare badges and information folders, and send parking instructions. Use this checklist to coordinate the reception desk, refreshments, presentations, signage and room setup without leaving essential details until the last day.

Organize this event for free with Lizzt

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 visitor spaces
Compile tours
2 people
Arrange speakers and guides
2 people
Design invitations
Send invitations
2 people
Publish open day online
Process registrations
Collect dietary requirements
Send parking information
Finalize the registration list
Divide the tour groups
2 people
Book catering
Test the equipment
2 people
Check presentations
2 people
Prepare signage
2 people
Prepare name badges
Assemble information folders
2 people
Chill the drinks
2 people
Prepare snacks
3 people
Check the coffee stock
Check toilets
Thoroughly clean the venue
3 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up coffee station
2 people
Set up buffet tables
2 people
Set up the presentation area
2 people
Set up a quiet and conversation space
2 people
Display information materials
2 people
Set up signage
2 people
Retest the equipment
2 people
Check the tour routes
2 people
Brief staff briefly
2 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Explain the program
2 people
Hand out information folders
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Guide tours
3 people
Lead presentations
2 people
Answer visitors' questions
3 people
Guide the quiet room
Check toilets periodically
Restock the buffet
2 people
Empty trash bins
Supervise the final tour
3 people
See visitors off politely
2 people
Close the information desk
2 people
Final check of visitor areas
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Switch off the equipment
2 people
Remove signage
2 people
Collect waste
2 people
Clean the venue
3 people
Clean the restrooms
2 people
Store leftover stock
2 people
Return borrowed materials
2 people
Register lost items
Send thank-you messages
Archive photo and promotional materials

What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
B high tablesqty 4
Tableclothsqty 10
Coat racksqty 4
Umbrella binsqty 2

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 100
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 100
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Laptopsqty 2
Projectorsqty 2
Projection screensqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Serving spoonsqty 8
Serving tongsqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Storage binsqty 8

Decorations

Flower arrangementsqty 6
Table signsqty 12
Photo framesqty 8
Name badgesqty 40
Clipboardsqty 6
Pensqty 30
Information boardsqty 12
Table numbersqty 10

Lighting

Standing lampsqty 4
LED lampsqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 12
Cleaning clothsqty 20
Waste binsqty 8
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries

Tips

Set the visitor capacity before publishing invitations. Finalise registrations early enough to divide people into tour groups and give each group a clear start time.
Send parking information with the confirmation, not on the morning of the event. Include arrival instructions, the reception location and what visitors should do if they arrive late.
Test every presentation, microphone, laptop, projector and screen at least one day before the open day. Check extension cords, power strips and cable reels at the same time.
Plan refreshments around the programme rather than leaving them until arrival. Chill drinks in advance, check coffee supplies, and set out cups, glasses, plates and serving utensils before visitors enter.
Walk through the venue as a first-time visitor the day before. Check toilets, coat racks, umbrella bins, signs, name badges, information folders and the route from reception to each tour area.

Frequently asked questions

How far in advance should I plan a crematorium open day?: Start planning at least 8 to 12 weeks ahead. This gives you time to set the programme, arrange guides and speakers, publish invitations, process registrations and book catering.
When should invitations for a crematorium open day be sent?: Send invitations around 4 to 6 weeks before the event. Set a registration deadline at least 7 days before the open day so you can finalise numbers, dietary requirements and tour groups.
How many people should be in each crematorium tour group?: Choose a group size that allows every visitor to hear the guide and move safely through the route; many organisers use groups of about 10 to 20 people. Confirm the exact capacity with the guide and the spaces being visited.
What should be checked the day before a crematorium open day?: Check the venue, toilets, signage, reception desk, seating, refreshments and all presentation equipment the day before. Also verify the final registration list, name badges, information folders, parking instructions and tour assignments.

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.