Factory open day checklist: what to arrange and when

A factory open day needs more than invitations and a clean reception area. Visitors must know where to go, tour groups need fixed times, and workstations must be safe before doors open. This checklist covers the planning sequence from publishing the date and processing registrations to printing visitor lists, setting up catering and checking access routes. Use it to avoid late changes to dietary information, missing name badges and unclear routes between the entrance, tour stations and refreshments.

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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 opening hours
Send invitations
2 people
Process registrations
Collect dietary requirements
Send visitor information
Set route maps
2 people
Schedule tour guides
Make reservations
Place catering order
Prepare safety instructions
2 people
Create a visitor map
Prepare name badges
2 people
Confirm tour bookings
Print the visitor list
Do the shopping
2 people
Chill drinks
2 people
Setting up shelf-stable catering
2 people
Check the access route
2 people
Secure workstations
3 people
Check the traffic route
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Build the catering buffet
3 people
Set up guided tour stations
3 people
Set up signage
3 people
Place safety signs
2 people
Hang decorations
2 people
Test sound system
2 people
Set out presentation materials
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Brief volunteers
2 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Welcome and give instructions
Guide tours
4 people
Explain safety rules
2 people
Guide demonstrations
3 people
Lead presentations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Answer visitor questions
2 people
Guide the photo moment
Supervise the final tour
3 people
Guide visitors to the exit
2 people

Aftercare

Collect tableware
3 people
Clean up catering
3 people
Dismantle furniture
4 people
Remove decorations
2 people
Clear away equipment
2 people
Dispose of waste
2 people
Clean rooms
4 people
Clean the restrooms
2 people
Walk the grounds
2 people
Return borrowed items
2 people
Clear away leftover groceries
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
Bar stoolsqty 8
Reception desk
Buffet tablesqty 3
Waste binsqty 8

Equipment

Laptopsqty 2
Projector
Projection screen
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Handheld megaphonesqty 2

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving traysqty 10
Cooling racksqty 4
Coffee machinesqty 3
Kettlesqty 3
Pitchersqty 8

Decorations

Buntingqty 8
Balloon archesqty 2
Tableclothsqty 12
Name badgesqty 120
Clipboardsqty 6
Pensqty 20
Photo backdrop
Decorative plantsqty 8

Safety

Safety helmetsqty 40
Safety gogglesqty 40
Ear defendersqty 40
Safety vestsqty 20
Bollardsqty 20
Barrier tapeqty 6
Safety signsqty 12
First aid kitqty 2
Non-slip matsqty 6

Information

Route signsqty 15
Program leafletsqty 150
Floor plansqty 150
Registration formsqty 150
Pen holdersqty 4

Cleaning

Broom setsqty 3
Mopsqty 6
Bucketsqty 4
Hand soap dispensersqty 6
Towel dispensersqty 6
Cleaning glovesqty 12
Litter pickersqty 2
Laundry basketsqty 4

Catering

Groceries

Tips

Set the date and opening hours before sending invitations, then allow at least 2–3 weeks to process registrations and collect dietary requirements. Send visitor information only after tour bookings and access details are confirmed.
Plan tour groups around the number of guides and available tour stations. Confirm bookings before printing the visitor list, and leave a small buffer between groups so one delayed tour does not affect the whole schedule.
Check the visitor route from the access road to reception and back at least one day before opening. Put route maps and signs where visitors must make a decision, not only at the entrance.
Complete the safety check before arranging tours or demonstrations. Secure workstations, check traffic routes and prepare safety instructions before tables, chairs and catering equipment block access.
Set up the reception desk, visitor list and name badges first on the day. Chill drinks and build the buffet close to opening time, while shelf-stable catering, coffee machines and signage can be prepared earlier.

Frequently asked questions

How far in advance should I plan a factory open day?: Start planning at least 4–6 weeks before the event. Publish the date and opening hours early, then use the following weeks for registrations, dietary requirements, tour bookings, catering and visitor information.
How do I organise guided factory tours?: Set fixed tour times and assign a guide to each group at least 1–2 weeks in advance. Confirm every booking before printing the visitor list, and keep a 10–15 minute gap between tours for late arrivals and movement through the site.
What should be ready before factory open day visitors arrive?: Reception, name badges, visitor lists, route signs, safety instructions and tour stations should be ready before opening. Finish the access and traffic-route check on the same day or the previous day, before visitors enter the site.
When should I order catering for a factory open day?: Place the catering order as soon as registrations and dietary requirements are stable, normally 7–10 days before the event. Chill drinks and assemble the buffet on the day, while shelf-stable items and serving equipment can be prepared earlier.

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