GP Practice Open Day Checklist

A GP practice open day needs more than a tour and a welcome table. You need a clear visitor flow, confirmed registrations, prepared presentations and enough time to set up each room before people arrive. This checklist takes you from setting the date and sending invitations to printing route signs, preparing refreshments and checking equipment. It also covers details that are easy to leave until the last minute, such as dietary requirements, name stickers, charged devices and a printed registration list.

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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
2 people
Draft invitations
2 people
Send invitations
2 people
Register sign-ups
Confirm registrations
Collect dietary requirements
Send the program to visitors
Determine the spaces and walking route
2 people
Make furniture reservations
Develop the tour route
2 people
Check presentations
2 people
Gather information materials
2 people
Check the shopping list
Do the shopping
2 people
Prepare name stickers
Print signage
Print the registration list
Charge equipment
Clean up the rooms
3 people
Stock the refrigerators
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception desk
2 people
Set up information stands
3 people
Put up tour signs
2 people
Hang decorations
2 people
Set up presentations
2 people
Test sound level
2 people
Check toilets
Refill hand sanitizer
Hold team briefing
4 people

Event

Welcome visitors
3 people
Check off registrations
2 people
Hand out name stickers
Serve coffee and tea
2 people
Serve snacks
2 people
Guide tours
3 people
Lead presentations
2 people
Answer visitors' questions
3 people
Refill drinks
2 people
Keep buffet and tables clean
2 people
Empty trash bins
Thank visitors
2 people

Aftercare

Collect tableware
2 people
Store food safely
2 people
Switch off equipment
2 people
Dismantle furniture
4 people
Remove decorations
2 people
Wash dishes
2 people
Collect waste
2 people
Clean rooms
3 people
Clean the restrooms
Sort materials
2 people
Return borrowed items
2 people
Store leftover stock
Securely processing registration data

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Bar stoolsqty 6
Coat racksqty 2
Tableclothsqty 8

Registration

Reception desk
Clipboardsqty 4
Pensqty 20
Name stickersqty 80
Visitor formsqty 80

Information

Information displaysqty 6
Information leafletsqty 150
Route signsqty 10
Program cardsqty 80
Menusqty 8

Decorations

Balloonsqty 50
Balloon ribbonqty 2
Buntingqty 4
Flower arrangementsqty 4
Sticky tackqty 4

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 2

Cleaning

Waste binsqty 5
Hand sanitizer holdersqty 5
Cleaning bucketsqty 2
Mopsqty 2
Cleaning clothsqty 8

Catering

Groceries

Tips

Close registration several days before the open day and confirm each visitor before printing the final registration list. Keep dietary requirements with the catering notes, not only in the online sign-up record.
Walk the planned tour route at least once before the event. Check that every turn has a route sign and that the route works with the number of visitors expected in each group.
Check presentations, the laptop, projector, screen, speaker and microphone before doors open. Charge equipment the day before, and test extension cords and power strips in the rooms where they will be used.
Prepare the reception desk with clipboards, pens, visitor forms and name stickers in one place. Print spare forms and stickers so registration does not stop when a visitor arrives without a booking.
Set up coffee, tea, snacks, cups, glasses and plates before the first visitors arrive, then stock the refrigerators during the final room check. Reserve time for cleaning rooms and resetting furniture after the event.

Frequently asked questions

How far in advance should we plan a GP practice open day?: Start planning at least 6 weeks before the open day. Set the date and programme first, then allow time for invitations, registrations, room planning, presentations and shopping.
When should invitations for a GP practice open day be sent?: Send invitations around 4 weeks before the event and set a registration deadline about 7 days before it. Use the final registration list to confirm visitors and prepare name stickers, forms and refreshments.
How much time is needed to set up a GP practice open day?: Allow at least 2 hours for final setup on the day. This should cover the reception desk, tables and chairs, route signs, information displays, equipment checks, refreshments and a final clean-room walkthrough.
What equipment is needed for a GP practice open day presentation?: Plan for a laptop, projector, projection screen, portable speaker and microphone if presentations are part of the programme. Test everything at least 1 day beforehand and keep extension cords and power strips available.

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.