Gym Open Day Checklist

A gym open day needs more than trial classes and a few social posts. You need a clear programme, a registration process, confirmed teachers, tested equipment, and a safe route through the venue. This checklist takes you from setting the date to printing the registration list and checking access on the day. It also covers details that are easy to leave too late, such as dietary requirements, registration packs, chilled drinks, and working microphones.

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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
Schedule trial lessons
2 people
Send invitations
2 people
Post on social media
Distribute flyers
3 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm teachers
Confirm photographer
Create music playlist
Print promotional materials
2 people
Make route and safety signs
2 people
Select trial lesson materials
3 people
Put together goodie bags
3 people
Do the shopping
2 people
Check materials
2 people
Fill coolers
2 people
Chill drinks
2 people
Print the registration list
Prepare registration packs
2 people
Clean the venue beforehand
3 people
Check sports flooring
2 people
Check doors and access
2 people
Set up tables
3 people
Set out chairs
3 people
Set up the reception desk
2 people
Set up the catering table
2 people
Hang decorations
3 people
Test lighting and music
2 people
Set up sports stations
4 people
Set up trial lesson rooms
4 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Place goodie bags at the entrance
2 people
Briefing for reception team
3 people
Give the instructor briefing
5 people

Event

Welcome visitors
3 people
Register visitors
3 people
Give tours
2 people
Assist trial lessons
6 people
Guide sports stations
5 people
Provide member information
2 people
Take photos
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep the catering table clean
Empty trash bins
2 people
Check toilets periodically
Guide waiting visitors
2 people
Record trial lesson sign-ups
2 people
See off the last visitors
3 people

Aftercare

Clear away sports equipment
4 people
Take down tables and chairs
4 people
Wash dishes
2 people
Empty the coolers
2 people
Collect waste
3 people
Clean the venue
4 people
Remove decorations
2 people
Put equipment back
3 people
Check materials
2 people
Return borrowed items
2 people
Follow up with visitors
2 people
Confirm trial lesson appointments
2 people
Archive photos

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Changing room benchesqty 4
Clothes racksqty 2
Bollardsqty 12
Waiting benchesqty 4

Sports equipment

Yoga matsqty 25
Fitness matsqty 20
Kettlebellsqty 12
Dumbbellsqty 20
Resistance bandsqty 20
Skipping ropesqty 12
Pilates ballsqty 12
Medicine ballsqty 8
Conesqty 24
Hoopsqty 12
Foam rollersqty 12
Towelsqty 50

Equipment

Wireless microphonesqty 2
Speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Charging stationsqty 2
Laptop
Tabletqty 2
Mobile phoneqty 2

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 4
Water jugsqty 6

Kitchen

Coolersqty 4
Serving traysqty 8
Small bowlsqty 12
Pliersqty 6
Cutting boardsqty 3
Knivesqty 4

Decorations

Balloonsqty 100
Balloon archesqty 2
Buntingqty 6
Tableclothsqty 8
Plantsqty 8
Photo backdrop
Goodie bagsqty 100

Lighting

LED lampsqty 8
String lightsqty 4
Batteriesqty 24

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broomsqty 2
Trash binsqty 8

Catering

Groceries

Paperwork

Registration formsqty 150
Registration formsqty 100
Program cardsqty 150
Route mapsqty 100
Pensqty 30
Clipboardsqty 10
Name stickersqty 150
Tapeqty 8
Notepadsqty 10
Information foldersqty 100
A4 standsqty 12
Directional signsqty 20
Bannersqty 4

Tips

Set the date and programme before promoting the event. Publish the registration form only after you know the trial lesson times, available spaces, teachers, and any participation requirements.
Give registrations a firm closing time, then print the final list and prepare registration packs before opening. Keep a tablet or laptop available for late changes rather than relying on handwritten notes.
Check the sports flooring, doors, access route, changing room benches, waiting area, and safety signs before equipment is laid out. Place cones or bollards where visitors could otherwise enter an unsuitable area.
Test the full sound setup at least 60 minutes before the first trial lesson, including wireless microphones, speakers, the music player, extension cords, power strips, and charging stations.
Finish refreshments and welcome items before visitors arrive: shop for the planned supplies, chill the drinks, fill the coolers, and assemble the goodie bags. Collect dietary requirements during registration and keep the information with the volunteer team.

Frequently asked questions

How far in advance should I plan a gym open day?: Set the date and programme at least 4 to 6 weeks ahead. This gives you time to schedule trial lessons, confirm teachers and volunteers, promote the event, and process registrations before the final setup week.
When should I send invitations for a gym open day?: Send the first invitations 3 to 4 weeks before the event, then post reminders during the final 7 days. Close or review registrations 1 to 2 days before the open day so you can print the registration list and prepare packs.
How many volunteers do I need for a gym open day?: Plan for at least one volunteer at registration, one person guiding visitors, and one person supporting the activity area for each simultaneous trial lesson. Add one float volunteer if you expect more than 30 visitors or have several entry points.
What should I check on the morning of a gym open day?: Allow at least 90 minutes for the final check. Inspect access and sports flooring, place route and safety signs, arrange mats and equipment, test sound and microphones, fill coolers, and put the registration desk and printed list in position.

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