Dental Practice Open House Checklist

A dental practice open house needs more than invitations and a tidy reception area. You need a clear visitor flow, timed tours and demonstrations, tested presentations, and enough refreshments for the full program. Start with the date, program and registration process, then confirm attendance and dietary requirements before ordering supplies. On the final day, prepare the reception desk, information stands, practice rooms and catering area in that order so visitors know where to go from the moment they arrive.

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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

Publish the date and program
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Place supplier orders
Send the program to visitors
Confirm registrations
Schedule guided tours
Schedule demonstrations
Check reservations
Lay out company clothing
Test presentations and videos
2 people
Clear practice rooms
3 people
Do the shopping
2 people
Prepare snacks
3 people
Chill drinks
2 people
Print the registration list
Prepare name badges
Set up tables
3 people
Set up chairs
3 people
Set up the reception desk
2 people
Set up information stands
3 people
Hang decorations
2 people
Set up the catering buffet
3 people
Connect the technical equipment
2 people
Mark the tour route
Conduct a safety check
2 people
Brief the team
2 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Hand out name badges
Guide visitors around
2 people
Demonstrate dental care
2 people
Supervise the children's table
2 people
Answer visitors' questions
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep buffet and tables clean
Present presentations
Guide visitors to the exit

Aftercare

Catering breakdown
3 people
Clear away materials
4 people
Collect waste
2 people
Wash dishes
2 people
Clean practice rooms
3 people
Switch off the equipment
Remove decorations
2 people
Check keys and materials
Return rental items
2 people
Store leftover stock
Follow up with visitors

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Registration desk
High tablesqty 4
Stoolsqty 8

Tableware

Reusable platesqty 70
Reusable cupsqty 100
Coffee cupsqty 60
Cutlery setsqty 70
Serving plattersqty 10
Serving tongsqty 6

Decorations

Tableclothsqty 10
Balloonsqty 80
Buntingqty 8
Flower arrangementsqty 6
Information boardsqty 8
Name badgesqty 80
Pensqty 20

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Cable reelsqty 2

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Measuring cupsqty 2
Thermos flasksqty 4
Ice packsqty 12

Catering

Groceries

Cleaning

Cleaning bucketsqty 3
Mopsqty 4
Broom and dustpanqty 2
Cleaning glovesqty 6
Disinfecting wipesqty 8
Paper towelsqty 6

Lighting

LED string lightsqty 4
Standing lampsqty 4

Tips

Publish the date and program before opening registration, then send the full program to visitors after they sign up. Include arrival instructions and the expected duration so guided tours and demonstrations can run to schedule.
Close registration early enough to process names and dietary requirements before placing supplier orders. Print the registration list and prepare name badges at least one day before the open house.
Schedule guided tours and demonstrations in separate time slots rather than starting both at arrival. Allow 10 to 15 minutes between groups to reset rooms and move visitors safely through the practice.
Test the laptop, projector, projection screen, speakers and microphone with the actual presentations and videos. Do this at least one day in advance, and keep extension cords and power strips available for the final setup.
Set up the reception desk and information stands before arranging the buffet. Chill drinks and prepare serving platters, tongs, reusable cups and coffee supplies so the entrance remains clear when the first visitors arrive.

Frequently asked questions

How far in advance should I plan a dental practice open house?: Set the date and publish the program at least 4 to 6 weeks ahead. Open registration early enough to collect attendance numbers and dietary requirements before ordering catering and printing materials.
When should I send invitations for a dental practice open house?: Send the first invitations 3 to 4 weeks before the event, then confirm registrations 5 to 7 days before it. Send the final program and arrival details with that confirmation.
How much food and drink do I need for an open house?: For a two-hour open house, plan roughly 2 to 3 drinks per visitor in the first hour and 1 to 2 per person afterward. Order snacks based on confirmed registrations, then add about 10% for late registrations and staff.
When should I set up the dental practice for an open house?: Clear the practice rooms and test presentations the day before. Set up tables, chairs, reception, information stands and the buffet on the event day, finishing at least 60 minutes before visitors arrive.

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