Hospital open day checklist

A hospital open day needs more than a programme and a few tour guides. Visitors must be registered, directed through public areas safely and given clear information while staff and volunteers know exactly what to do. Start with the date, programme and tour capacity, then build the registration process, catering and briefing around those numbers. This checklist also helps you catch details that are often left until the last day, such as dietary requirements, name badges, route checks, chilled drinks and working presentation equipment.

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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
3 people
Compile tours
2 people
Select public areas
2 people
Assign tour guides
2 people
Draft invitations
2 people
Send invitations
2 people
Publish registration form
2 people
Process registrations
2 people
Collect dietary requirements
Book tours
2 people
Reserve deliveries
Order catering
2 people
Assign volunteers
2 people
Create staff briefing
2 people
Design signage
2 people
Make information signs
3 people
Print program leaflets
2 people
Prepare name badges
2 people
Update the registration list
2 people
Check route and safety
3 people
Clean up the rooms
4 people
Collect materials
3 people
Do the shopping
3 people
Chill drinks
2 people
Set out snacks
4 people
Prepare coffee and tea
2 people
Set up tables
4 people
Set up chairs
4 people
Set up information stands
6 people
Set up demonstrations
5 people
Set up kids' corner
3 people
Hang decorations
3 people
Set up signage
3 people
Set up registration desk
3 people
Test the equipment
2 people
Brief staff
4 people

Event

Staff the reception desk
4 people
Register visitors
4 people
Hand out program brochures
2 people
Direct visitors to activities
3 people
Guide tours
6 people
Give medical demonstrations
5 people
Staff information booths
10 people
Supervise children's activities
4 people
Serve coffee and tea
3 people
Serve snacks
4 people
Refill drinks
3 people
Keep buffet tables clean
2 people
Empty trash bins
2 people
Check toilets
2 people
Register lost and found items
Supervise the final tour
3 people
See visitors out
3 people
Close registration desk
2 people

Aftercare

Collect tableware
3 people
Clear buffet
3 people
Take down the information booths
5 people
Sort materials
3 people
Remove decorations
3 people
Clear tables and chairs
5 people
Collect waste
3 people
Clean rooms
4 people
Clean the kitchen
3 people
Switch off equipment
2 people
Remove signage
2 people
Return borrowed materials
2 people
Store leftover catering
2 people
Handle lost and found
Archive registration details
Send thank-you message
2 people

What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Registration deskqty 2
High tablesqty 8
Clothes racksqty 2

Tableware

Reusable coffee cupsqty 150
Glassesqty 200
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Pouring jugsqty 10

Equipment

Coffee machinesqty 4
Kettlesqty 3
Coolersqty 8
Microphonesqty 2
Laptopsqty 4
Projectorsqty 2
Extension cordsqty 10
Power stripsqty 10
Power banksqty 6
Walkie-talkiesqty 8
Presentation screensqty 4

Decorations

Balloonsqty 150
Balloon standsqty 8
Buntingqty 12
Tableclothsqty 20
Flower arrangementsqty 8
Photo backdrop
Decorative arrowsqty 20

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Serving tongsqty 10
Storage binsqty 12
Thermos flasksqty 8
Cooling platesqty 12
Water dispensersqty 3

Catering

Name badgesqty 100
Badge holdersqty 100
Program leafletsqty 600
Registration formsqty 600
Pensqty 80
Clipboardsqty 12
Name stickersqty 150
Wristbandsqty 600
Menusqty 20
Napkin holdersqty 20
Groceries
Water jugsqty 12
Coolers for diet productsqty 3
Cooling matsqty 20
Label holdersqty 24

Cleaning

Waste binsqty 16
Cleaning bucketsqty 6
Mopsqty 6
Broom setsqty 4
Vacuum cleanersqty 3
Cleaning glovesqty 12
Pedal binsqty 8

Lighting

LED table lampsqty 10
LED string lightsqty 6

Tips

Set the programme before opening registration. Confirm each tour route, its maximum group size and the number of guides needed so you do not accept more visitors than the building can handle.
Close or review registrations several days before the event and update the working list. Use it to prepare name badges, tour bookings, dietary information and a clear check-in process at the registration desk.
Brief volunteers and staff before visitors arrive, including meeting points, tour timings, accessible routes, safety instructions and who handles late arrivals or questions outside the public areas.
Check every visitor route in advance, including signage, decorative arrows, stairs, doors and room capacity. Walk the route as a visitor would and remove anything that could block movement or create confusion.
Test presentation equipment at least one day before the open day. Check microphones, laptops, projectors, screens, extension cords, power strips and power banks, then chill drinks and set out snacks shortly before opening.

Frequently asked questions

How far in advance should I organise a hospital open day?: Start planning at least 8 to 12 weeks ahead. Set the date and programme first, then allow time for invitations, registration, tour bookings, catering, volunteer assignments, signage and safety checks.
How many tour guides do we need for a hospital open day?: Assign at least one guide to every simultaneous tour group, plus one named backup for the day. Base the number on your confirmed group capacity and add extra coverage if routes involve separate buildings, restricted areas or accessibility support.
When should hospital open day invitations be sent?: Send invitations around 4 to 6 weeks before the event, with registration open at the same time. Review registrations weekly and set a clear closing date several days before the event so badges, dietary requirements, catering and tour groups can be finalised.
What should be checked the day before a hospital open day?: Walk every public route, clean the rooms, install or stage the signs, update the registration list and test all presentation equipment the day before. Prepare name badges and materials, then chill drinks and arrange snacks on the event morning.

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