How to organise a business association open day

Start by fixing the date, opening hours and programme before asking businesses to take part. Once participation is confirmed, assign each business a stall, prepare visitor information and publish registration details. Work backwards from the event to order catering, reserve furniture and equipment, and print signage, badges and programme leaflets. The final week is mainly for checking quantities, confirming dietary requirements and making sure chilled food, drinks and power supplies reach the venue on time.

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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

1
Set the date and program
2 people
2
Confirm participating businesses
2 people
3
Arrange venue and audience area
2 people
4
Assign stalls to vendors
2 people
5
Draft invitations
2 people
6
Send invitations
2 people
7
Publish open day online
8
Distribute promotional posters
3 people
9
Post on social media
10
Process registrations
2 people
11
Collect dietary requirements
12
Confirm visitor information
13
Place catering order
2 people
14
Make reservations for materials
15
Send the business briefing
16
Create floor plans and signage
2 people
17
Prepare name badges
2 people
18
Print program leaflets
2 people
19
Print registration list
20
Check stock
2 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare snacks
4 people
24
Store catering chilled
2 people
25
Bring materials to the venue
4 people
26
Open venue
2 people
27
Set up tents
4 people
28
Set up tables and chairs
4 people
29
Set up business booths
8 people
30
Set up the registration table
2 people
31
Hang up signage
3 people
32
Hang decorations
3 people
33
Hang lighting
3 people
34
Set up coffee station
2 people
35
Set up the buffet
4 people
36
Display snacks
3 people
37
Test music and microphone
2 people
38
Check toilets
2 people
39
Briefing for reception team
3 people
40
Brief catering team
3 people

Event

41
Open the doors
3 people
42
Welcome visitors
4 people
43
Register visitors
3 people
44
Hand out program brochures
2 people
45
Staff the business booths
12 people
46
Guide tours
3 people
47
Facilitate presentations
2 people
48
Serve coffee and tea
3 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Restock the buffet
2 people
52
Empty trash bins
2 people
53
Check toilets periodically
2 people
54
Collect used dishes
2 people
55
Guide photo moments
56
Inform last visitors
2 people

Aftercare

57
Dismantle vendor booths
8 people
58
Clear tables and chairs
4 people
59
Clean up catering
3 people
60
Wash dishes
3 people
61
Empty the coolers
2 people
62
Remove decorations
3 people
63
Turn off lights
2 people
64
Collect waste
3 people
65
Clean rooms
4 people
66
Take down tents
4 people
67
Return materials
4 people
68
Return borrowed materials
2 people
69
Store leftover stock
2 people
70
Collect lost property
71
Archive photo and participant files
72
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Foldable tablesqty 10
Folding chairsqty 80
High tablesqty 6
Tableclothsqty 18
Stoolsqty 12

Tableware

Coffee cupsqty 100
Glassesqty 150
Wine glassesqty 80
Platesqty 150
Dessert platesqty 100
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Microphone
Portable speakerqty 2
Music player
Cash drawersqty 2
Power banksqty 4

Decorations

Buntingqty 8
Balloonsqty 150
Balloon ribbonqty 3
Flower arrangementsqty 8
Name badgesqty 120
Badge holdersqty 120
Directional signsqty 12
Program standsqty 6
Cocktail table coversqty 6

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving tongsqty 12
Mixing bowlsqty 6
Thermos flasksqty 8
Ice cube traysqty 6
Ice packsqty 24

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Dustpan and brushqty 3
Broomqty 3
Mop setsqty 3
Cleaning cartsqty 2
Hand sanitizer holdersqty 6
Toilet brushesqty 4
Glovesqty 12

Catering

Groceries

Tips

Set the programme before sending invitations. Give participating businesses a clear arrival time, stall position, setup deadline and closing time so they can plan staffing.
Confirm each business before publishing the open day. Keep a written list of names, contact details and stall assignments; late changes can affect the floor plan, badges and printed programme.
Create the floor plan around practical needs, not just available space. Mark visitor routes, the audience area, catering, power points and any tables or tents that need access during setup.
Close registration and collect dietary requirements several days before ordering catering. Use the final registration list to estimate refreshments, print badges and avoid discovering missing information at the door.
Check equipment at least one day before transport. Test coffee machines, kettles, the microphone and portable speaker, and pack extension cords, power strips, coolers and power banks together with the materials they support.

Frequently asked questions

How far in advance should I invite businesses to an open day?: Send the first invitation at least 6 to 8 weeks before the event. Ask businesses to confirm within 10 to 14 days, leaving time to reassign stalls and update the programme.
When should I publish registration details for a business association open day?: Publish the online event as soon as the date, programme outline and participating businesses are confirmed, ideally 4 to 6 weeks beforehand. Set a registration deadline 5 to 7 days before the open day.
How much catering should I order for an open day?: Base the order on confirmed registrations plus a small buffer of about 10 percent. Finalise dietary requirements and the exact catering quantity 3 to 5 days before the event, then keep chilled items refrigerated until setup.
When should I prepare the venue and stalls?: Finish the floor plan, signage, stall assignments and material reservations at least 1 week in advance. Bring furniture, equipment and printed materials to the venue on the day before when possible, or allow at least 2 hours for setup.

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.