Hospice open house checklist

A hospice open house needs more than a welcoming room and a printed programme. Visitors may arrive in waves, ask sensitive questions and need clear boundaries around private areas. Use this checklist to set the date, manage registrations, organise guided tours and confirm speakers before you prepare the entrance and catering. Leave time to record privacy agreements, check accessible seating and test the microphone, projector and other equipment before doors open.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set date and opening hours
Draft invitations
2 people
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Check visitor list
Plan guided tours
2 people
Confirm speakers
Make catering reservation
Make material reservations
Assign volunteers
2 people
Check the tour routes
2 people
Record privacy agreements
2 people
Arrange photography appointments
Finalize the program
2 people
Print visitor information
Prepare name badges
2 people
Do the shopping
2 people
Check catering
2 people
Clean up the rooms
3 people
Mark private areas
2 people
Check toilets
Prepare the entrance
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception desk
2 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare snacks
3 people
Hang decorations
2 people
Set up information tables
3 people
Check the tour rooms
3 people
Test sound equipment
2 people
Brief volunteers
2 people

Event

Welcome visitors
3 people
Check off registrations
2 people
Hand out name badges
2 people
Give the opening speech
Guide tours
4 people
Staff information desks
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
Answer visitors' questions
3 people
Announce program items
Guide visitors to the exit
2 people

Aftercare

Collect tableware
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Collect waste
3 people
Clean rooms
3 people
Clean the restrooms
2 people
Switch off equipment
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Securely archive registration details
Send thank-you message

What to bring

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

Furniture

Reception desk
Tablesqty 8
Chairsqty 60
High tablesqty 4
Coat racksqty 2
Stoolsqty 6
Wheelchair-friendly chairsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 80
Dessert platesqty 80
Forksqty 80
Teaspoonsqty 80
Serving plattersqty 12
Serving tongsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Wireless microphone
Speaker
Extension cordsqty 4
Power stripsqty 4
Laptop
Projector
Projection screen
Cable reelsqty 2

Decorations

Tableclothsqty 8
Flower arrangementsqty 8
Balloonsqty 50
Buntingqty 6
Tealight holdersqty 12
Photo framesqty 10
Name card holdersqty 10

Catering

Groceries

Information

Program bookletsqty 100
Tour cardsqty 100
Information leafletsqty 150
Route signsqty 12
Name badgesqty 100
Badge holdersqty 100
Pensqty 20
Clipboardsqty 4
Visitor formsqty 100
Feedback cardsqty 100
Registration formsqty 50
Envelopesqty 50
Arrow stickersqty 30
Barrier tapeqty 2
Name stickersqty 100

Cleaning

Trash binsqty 8
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 2
Microfiber clothsqty 12
Cleaning glovesqty 6
Toilet brushesqty 2

Lighting

Table lampsqty 8
Mood lightingqty 4
LED lampsqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Scissorsqty 3
Serving plattersqty 12
Storage binsqty 10
Ice packsqty 12

Safety

Non-slip matsqty 6
Cable coversqty 8
Flashlightsqty 4

Tips

Set the date and opening hours before drafting invitations, then open registrations early enough to collect dietary requirements and estimate catering quantities. Check the visitor list again shortly before the event so name badges and reception arrangements match the final registrations.
Plan guided tours around the hospice’s private areas, not just around visitor flow. Check every route in advance, mark rooms that are off-limits and allow time between groups so one tour does not run into the next.
Assign volunteers to specific jobs rather than asking everyone to help generally. Cover reception, registration, tour guidance, speaker support and room checks, with a named replacement for each role.
Confirm catering and material reservations before the final programme is printed. On the setup day, check coffee machines, kettles, cups, glasses, serving platters, extension cords and power strips together so missing small items are found before visitors arrive.
Prepare accessibility and privacy details as part of the room setup. Check wheelchair-friendly chairs, toilets, coat racks and the entrance, and keep photography appointments separate from visitors who have not agreed to be photographed.

Frequently asked questions

How early should I send hospice open house invitations?: Send invitations at least 3 to 4 weeks before the open house. Close or review registrations several days beforehand so you can process the visitor list, dietary requirements, name badges and catering numbers.
When should I plan guided tours for a hospice open house?: Plan the tour routes and time slots at least 2 weeks before the event, then check each route again during the final week. Leave 10 to 15 minutes between groups for questions, cleaning and returning visitors safely to the main area.
How many volunteers do I need for a hospice open house?: For a small open house, schedule at least 1 volunteer at reception, 1 guide per tour group and 1 person for room or speaker support. Add a backup for each key role if the event lasts more than 3 hours.
When should I test the hospice open house equipment?: Test the wireless microphone, speaker, laptop, projector and projection screen at least 1 day before opening. Check extension cords, cable reels and power strips again during setup, before visitors enter the building.

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.