Health center open day checklist

A health center open day needs more than a welcome desk and a few activities. Set the date, visitor route and programme first, then manage registrations, dietary requirements, speakers and materials in a clear sequence. Before visitors arrive, test every presentation setup, prepare badges and information folders, and check that refreshments and signs are ready. This checklist keeps the planning practical, from the first invitation to the final safety check.

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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
Determine spaces and route
2 people
Choose activities for visitors
3 people
Design invitations
Send invitations
2 people
Publish open day online
Open the registration form
Process registrations
Collect dietary requirements
Confirm registrations
Send the program to visitors
Confirm speakers and guides
2 people
Collect presentations
Make reservations for materials
Check the shopping list
2 people
Do the shopping
2 people
Purchase refrigerated products
2 people
Chill drinks
2 people
Test presentation materials
2 people
Print the registration list
Prepare name badges
2 people
Assemble information folders
3 people
Lay out forms and pens
Print route signs
Conduct a safety check
2 people
Set up tables
4 people
Set out chairs
3 people
Set up the reception desk
2 people
Set up information stands
5 people
Set up the presentation area
3 people
Clear the movement area
2 people
Hang decorations
3 people
Place route signs
2 people
Set out coffee and tea
2 people
Arrange snacks on platters
3 people
Place waste stations
Check toilets
Test the technical setup one last time
2 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Hand out name badges
Guide visitors around
3 people
Staff the information booth
4 people
Oversee health measurements
3 people
Supervise movement demonstrations
2 people
Lead presentations
2 people
Answer visitors' questions
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep the buffet tidy
Collect used dishes
2 people
Empty trash bins
Check toilets periodically
Register photo consent
Hand out feedback cards
Wave goodbye to visitors
2 people

Aftercare

Switch off equipment
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Store chilled products
2 people
Collect waste
2 people
Clean rooms
4 people
Clean the restrooms
2 people
Count and check materials
2 people
Return borrowed materials
2 people
Store leftover stock
Safely archive registration data
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Reception desk
High tablesqty 4
Tableclothsqty 10
Storage cratesqty 8

Tableware

Reusable coffee cupsqty 80
Reusable drinking glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Serving traysqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Presentation clicker
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Microphone
Coolersqty 4
Kettleqty 3
Coffee machinesqty 2

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving tongsqty 8
Measuring cupsqty 2
Ice packsqty 12

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Information bannersqty 4
Chalkboardsqty 6
Directional signsqty 15
Name badgesqty 100
Table décorqty 10

Lighting

LED light stringsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 20
Hand brush and dustpanqty 2

Catering

Groceries

Tips

Set the programme and visitor route before publishing invitations. This gives visitors clear information about activities, speakers, rooms and the order in which they will move through the center.
Open registration early enough to process replies, dietary requirements and confirmations before the programme is sent out. Print the final registration list and prepare name badges after the closing date.
Confirm speakers and guides before collecting presentations. Test the laptop, projector, screen, clicker, microphone and portable speakers at least one day before the open day.
Reserve furniture and materials for each space, including the reception desk, tables, chairs and storage crates. Mark where forms, pens, folders and route signs will go so setup does not depend on last-minute decisions.
Buy refrigerated products separately and chill drinks before guests arrive. Count reusable cups, glasses, plates and cutlery, and set out coffee equipment, thermos flasks and water jugs before the reception desk opens.

Frequently asked questions

How far in advance should I plan a health center open day?: Start setting the date, programme and spaces at least 6 to 8 weeks ahead. Open registration early enough to leave 1 to 2 weeks for processing dietary requirements, confirming visitors and sending the final programme.
When should I send invitations for a health center open day?: Send the first invitations around 4 to 6 weeks before the event. Send a confirmation and the programme after registrations are processed, ideally 7 to 10 days before the open day.
What equipment should I test before a health center open day?: Test the laptop, projector, projection screen, presentation clicker, microphone, portable speakers, extension cords and power strips at least 24 hours beforehand. Run through every presentation in the actual room to catch connection or sound problems.
When should drinks and refrigerated food be prepared?: Buy refrigerated products as close to the event as practical, usually 1 day beforehand, and chill drinks several hours before visitors arrive. Set out coffee, water and serving items during setup, not while the reception desk is already busy.

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