Elementary School Open Day Checklist

An elementary school open day works best when families can move through the building without guessing where to go next. Start with the date, schedule, rooms, and visitor map, then build the invitation and registration process around that plan. In the final week, confirm volunteers, tour routes, trial lessons, children’s activities, catering quantities, name badges, and equipment. This checklist keeps the planning order clear and highlights details that are often left until the last minute.

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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
Determine rooms and activities
3 people
Create a visitor map
2 people
Design invitations
2 people
Send invitations
2 people
Open the registration form
Reach out to the neighborhood and toddlers
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Publish the program online
Inventory activity materials
2 people
Calculate catering quantities
2 people
Make a shopping list
2 people
Make reservations
Order print materials
Prepare tour routes
3 people
Collect presentations
3 people
Prepare children's activities
4 people
Prepare trial lessons
5 people
Test the equipment
2 people
Make name badges
2 people
Assemble information folders
3 people
Do the shopping
3 people
Collect fresh produce
2 people
Check the school and classrooms
3 people
Set up tables and chairs
5 people
Set up the reception desk
2 people
Set up the catering area
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Hang decorations
3 people
Hang up route signs
2 people
Display projects
4 people
Set up trial classrooms
5 people
Set up presentations
2 people
Connect the sound and screen
2 people
Lay out information folders
2 people
Brief volunteers
3 people
Take team photo

Event

Staff the reception desk
2 people
Register visitors
2 people
Distribute program
2 people
Welcome visitors
3 people
Guide tours
5 people
Give trial lessons
6 people
Supervise children's activities
5 people
Give management presentation
2 people
Keep teachers available
8 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Take photos
Answer parents’ questions
3 people
Escort the last visitors
3 people
Support the evening program
4 people
Catering during the evening program
3 people
Refill drinks
2 people
Wave goodbye to visitors
3 people

Aftercare

Remove decorations
3 people
Switch off equipment
2 people
Clean up catering
4 people
Wash dishes
3 people
Clear tables and chairs
5 people
Collect waste
3 people
Clean the rooms
5 people
Clean the restrooms
2 people
Collect lost and found items
2 people
Close the school
2 people
Return materials
2 people
Return borrowed items
2 people
Store remaining catering
2 people
Send visitor thank-you gifts
Store photos securely

What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Reception desk
Foldable tablesqty 4
Stoolsqty 12
Coat racksqty 4
Blanketsqty 6

Tableware

Reusable coffee cupsqty 100
Reusable drinking glassesqty 100
Platesqty 100
Cupsqty 80
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Teapotsqty 3
Milk jugsqty 4
Sugar bowlsqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Laptopsqty 4
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Chargersqty 8
Walkie-talkiesqty 8
Power banksqty 6
Camera

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Serving spoonsqty 6
Chilled tablewareqty 6
Water jugsqty 8
Ice packsqty 20
Thermos flasksqty 6
Drink dispensersqty 4
Ice containersqty 4

Decorations

Balloonsqty 150
Balloon ribbonqty 2
Buntingqty 12
Tableclothsqty 12
Plantsqty 10
Photo backdrop
Chalkboardsqty 8
Flagsqty 8
Directional signsqty 20
Adhesive stripsqty 4
Rolls of tapeqty 6
Ropeqty 2
Scissorsqty 8
Information bannersqty 6

Catering

Groceries

Paper goods

Information foldersqty 150
Program leafletsqty 200
Name badgesqty 100
Registration formsqty 100
Pensqty 40
Pencilsqty 40
Clipboardsqty 10
Printer paperqty 2
Sticky notesqty 12

Sports equipment

Craft tablesqty 4
Craft matsqty 20
Colored pencilsqty 20
Markersqty 20
Colored paperqty 20
Scissors for childrenqty 30
Glue sticksqty 30
Building blocksqty 4
Puzzlesqty 12
Picture booksqty 20
Balloon pumpqty 4

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2
Waste binsqty 12
Glovesqty 20

Lighting

LED lampsqty 8
String lightsqty 6
Batteriesqty 24

Safety

Flashlightsqty 4
Non-slip matsqty 12
Cable matsqty 8

Tips

Set the date and program before sending invitations. Allow time for tours, presentations, trial lessons, and children’s activities, and show each activity on the visitor map so families can choose without crowding one room.
Open registration early enough to process responses and collect dietary requirements before shopping. Use the final registration count to calculate catering quantities instead of estimating from the school’s total enrolment.
Recruit more volunteers than the minimum needed for reception and tours. Keep a short backup list for the day itself, because absences can leave the reception desk or a tour route uncovered.
Test laptops, projectors, screens, speakers, and microphones in the rooms where they will be used. Check extension cords, power strips, chargers, and available outlets at least a few days before the open day.
Prepare name badges and information folders before the final setup. Buy shelf-stable items first, then collect fresh produce close to the event so refreshments are ready without storing them too early.

Frequently asked questions

How far in advance should we plan an elementary school open day?: Set the date and basic program at least 6 to 8 weeks ahead. This gives you time to design and send invitations, open registration, recruit volunteers, and publish the program online.
When should registration close for an elementary school open day?: Close registration about 7 days before the event. Use the final numbers to assign volunteers, prepare name badges and information folders, confirm dietary requirements, and calculate food and drink quantities.
How many volunteers do we need for an elementary school open day?: Plan at least 1 volunteer at reception, 1 guide for each active tour route, and 1 person per room or activity that needs supervision. Add 2 to 3 backup volunteers for a typical half-day program.
When should we test the equipment for an elementary school open day?: Test every laptop, projector, screen, speaker, microphone, charger, and power connection 2 to 3 days before the event. Repeat a quick check on the morning itself, especially after moving equipment between rooms.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.