Drama Club Open Day Checklist
Use this checklist to organise a drama club open day in a clear order, from setting the date and booking rooms to welcoming visitors. It covers registrations, dietary requirements, volunteer shifts, refreshments, changing rooms, signage and equipment checks. Schedule the practical setup early enough to test microphones, speakers and the projector before guests arrive. A final check of chairs, coats, brochures and chilled drinks prevents the small delays that make an open day feel unprepared.
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 the venue and rooms
Publish open day online
Send invitations
2 people
Distribute posters
2 people
Process registrations
Collect dietary requirements
Send the program to visitors
Create the volunteer schedule
Confirm reservations
Check the shopping list
2 people
Do the shopping
2 people
Set out drinks chilled
2 people
Prepare decorations and signage
2 people
Prepare catering
3 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Check the halls
2 people
Set up tables
3 people
Set out chairs
3 people
Set up the reception desk
2 people
Hang decorations
3 people
Test the equipment
2 people
Set up changing rooms
2 people
Put out program brochures
2 people
Brief the welcome team
3 people
Event
Open the doors
2 people
Register visitors
2 people
Welcome visitors
2 people
Guide tours
3 people
Lead theatre workshops
4 people
Present short scenes
5 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Guide the evening performance
5 people
Guide visitors to the exit
2 people
Aftercare
Clear away food and drinks
3 people
Wash dishes
3 people
Collect waste
2 people
Remove decorations
3 people
Switch off the equipment
2 people
Clear tables and chairs
4 people
Clean the rooms
4 people
Collect lost and found items
Hand over keys and venue
Store leftover materials
2 people
Return borrowed items
2 people
Store leftover groceries
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 8
- Chairsqty 90
- Clothes racksqty 3
- Coat racksqty 4
Tableware
- Reusable coffee cupsqty 90
- Reusable glassesqty 100
- Reusable platesqty 100
- Reusable cutleryqty 100
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Serving plattersqty 10
- Serving tongsqty 6
- Cutting boardsqty 3
- Bread knivesqty 3
- Coolersqty 4
Equipment
- Wireless microphonesqty 2
- Speakersqty 2
- Microphone standsqty 2
- Extension cordsqty 4
- Power stripsqty 4
- Laptop
- Projector
- Projector screen
Decorations
- Balloonsqty 100
- Balloon pumpqty 2
- Buntingqty 8
- Tableclothsqty 8
- Theater postersqty 12
- Decorative theater propsqty 15
Lighting
- LED spotlightsqty 6
- Mood lightingqty 4
Registration
- Reception desk
- Name stickersqty 100
- Pensqty 20
- Clipboardsqty 4
- Program boardsqty 6
Cleaning
- Broomqty 2
- Dustpan and brushqty 2
- Mop headsqty 2
- Bucketsqty 2
Catering
- Groceries
Tips
- Set the date and programme before publishing the open day, then send the programme to registered visitors as soon as it is confirmed. Include room details and any arrival instructions so the reception desk is not answering the same questions repeatedly.
- Close registration far enough ahead to confirm reservations, collect dietary requirements and create the volunteer schedule. A final list at least 3 days before the event gives you time to adjust catering and room layouts.
- Plan the reception area with a table, chairs, programme brochures and clear signage. Keep coat racks and clothes racks near the changing rooms rather than making visitors carry coats through the activity spaces.
- Prepare refreshments in separate stages: chill drinks before guests arrive, set out coffee and tea equipment, and keep snacks and catering covered until serving time. Count reusable cups, glasses, plates and cutlery against the confirmed visitor total.
- Test wireless microphones, speakers, microphone stands, the laptop and projector before the halls are fully arranged. Check extension cords and power strips at the same time, then keep spare cable routes clear of entrances and changing-room access.
Frequently asked questions
- How far in advance should I organise a drama club open day?
- Set the date and reserve the venue and rooms several weeks ahead, especially if more than one hall or changing room is needed. Aim to have the programme and online announcement ready at least 3 weeks before the day.
- When should registration close for a drama club open day?
- Close registration around 3 to 5 days before the event. That gives you a reliable visitor count for reservations, volunteer shifts, seating, catering and dietary requirements.
- When should I send the programme to open day visitors?
- Send the programme as soon as the schedule and room assignments are confirmed, ideally 5 to 7 days before the open day. Send any final changes no later than the day before.
- How early should I set up the drama club open day venue?
- Allow at least 2 to 3 hours for tables, chairs, reception, decorations, changing rooms, refreshments and equipment checks. Finish the microphone and projector test before visitors begin arriving.
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