Hotel open day checklist

A hotel open day works best when visitors can register quickly, follow a clear tour route and see guest rooms prepared as they would be for a real stay. Start with the date, programme and available rooms, then build the booking, staffing and catering around the expected visitor numbers. In the final week, check every room, test presentation equipment and confirm deliveries. Use this checklist to keep the preparation sequence clear and avoid last-minute gaps at reception or during tours.

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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 the tour route
2 people
Select available rooms
2 people
Make tour reservations
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Plan catering deliveries
Assign Staff for Guided Tours
2 people
Assign reception staff
2 people
Prepare parking information
Print maps
Prepare name badges
2 people
Print tour scripts
Check hotel rooms
3 people
Test the equipment
2 people
Confirm catering order
Do the shopping
2 people
Gather promotional materials
Chill drinks
2 people
Prepare coffee station
2 people
Prepare snacks
3 people
Set up the reception desk
2 people
Set up tables
3 people
Set out chairs
3 people
Set up the buffet
3 people
Hang decorations
2 people
Set up signage
2 people
Check the lighting
2 people
Set up the presentation area
2 people
Set up the coat check
2 people
Check toilets
Hold the staff briefing
4 people
Prepare the registration list
Carry out the final safety check
2 people

Event

Welcome visitors
3 people
Register sign-ups
2 people
Hand out name badges
2 people
Serve welcome drinks
2 people
Serve coffee and tea
2 people
Guide tours
4 people
Demonstrate hotel facilities
2 people
Deliver the presentation
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Check the signage
Check toilets periodically
Empty trash bins
2 people
Manage the cloakroom
Collect visitors' contact details
Answer visitors' questions
2 people
Supervise the final tour
2 people
Say goodbye to visitors
2 people
Close buffet
2 people

Aftercare

Clear out the cloakroom
2 people
Collect tableware
3 people
Clear away drinks
2 people
Switch off equipment
2 people
Remove decorations
2 people
Clear tables and chairs
3 people
Sort and dispose of waste
2 people
Wash dishes
3 people
Clean rooms
3 people
Clean the restrooms
2 people
Check hotel rooms
2 people
Register lost and found items
Store leftover catering
2 people
Return rental items
2 people
Store promotional materials
Archive registration details

What to bring

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

Furniture

Reception desk
Tablesqty 12
Chairsqty 80
High tablesqty 8
Coat racksqty 2
Stoolsqty 12
Buffet tablesqty 4
Tableclothsqty 16

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Water glassesqty 150
Platesqty 120
Dessert platesqty 120
Forksqty 120
Pliersqty 12
Serving spoonsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Laptopsqty 2
Screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6

Decorations

Balloonsqty 100
Balloon archesqty 2
Flower arrangementsqty 8
Welcome bannersqty 3
Info boardsqty 10
Name badgesqty 120
Badge holdersqty 120
Cloakroom numbersqty 120
Directional signsqty 12

Lighting

String lightsqty 6
LED spotlightsqty 8
Battery lanternsqty 6

Kitchen

Serving boardsqty 8
Small bowlsqty 16
Pitchersqty 8
Thermos flasksqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 4
Food containersqty 12

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 4
Cleaning clothsqty 20
Toilet brushesqty 4
Waste binsqty 12

Groceries

Coffeeqty 6

Tips

Set the tour route before sending invitations. Note the expected duration, the rooms included and the maximum group size, then schedule reservations with enough time between groups for people to move safely.
Ask for dietary requirements when registrations come in, not on the event day. Give the caterer a final guest count and dietary summary several days before delivery, then confirm the order again before setup.
Assign separate people to reception and guided tours. Reception staff should handle registration, name badges, maps and parking questions while guides keep groups moving and answer room-related questions.
Test microphones, speakers, screens, laptops and presentation files at least one day beforehand. Check every extension cord and power strip in the actual rooms where the equipment will be used.
Set up the coffee station, chilled drinks and snacks before the first arrival. Place cups, glasses, plates, forks and serving utensils together so guests do not queue at several different tables.

Frequently asked questions

How far in advance should I send hotel open day invitations?: Send invitations about 3 to 4 weeks before the open day, especially if visitors need to reserve a tour slot. Close registrations early enough to finalise catering, name badges and staffing.
How many staff do I need for a hotel open day?: Plan at least one reception person and one guide for each tour group running at the same time. Add another reception person when several groups arrive within a 15-minute window or when parking and registration require separate help.
When should hotel rooms be checked for an open day?: Carry out a full room check 1 to 2 days before the event, then do a short final walkthrough on the morning itself. Check presentation, cleanliness, lighting, equipment and access along the complete tour route.
How much food and drink should I order for a hotel open day?: Base the order on confirmed registrations plus a small buffer, usually around 10 percent. Provide coffee, tea and water throughout the event, and confirm the final quantity with the caterer at least 3 days before delivery.

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.