How to organise a business park open day

A business park open day works best when visitors always know where to go and participating companies know exactly what is expected. Start with the date, programme and visitor route before arranging catering or equipment. Then confirm every company, open registration and collect dietary requirements early enough to brief suppliers. The final days are mainly about checking access, preparing badges and information packs, chilling drinks, testing equipment and setting up signs, tents, tables and seating in the right order.

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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 companies
2 people
3
Create a site map
2 people
4
Determine visitor route
2 people
5
Mark parking spaces
2 people
6
Design invitations
2 people
7
Send invitations
2 people
8
Open online registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Send visitor information
2 people
12
Confirm supplier agreements
2 people
13
Determine catering quantities
2 people
14
Check the shopping list
2 people
15
Do the shopping
3 people
16
Purchase refrigerated products
2 people
17
Chill drinks
2 people
18
Collect materials
3 people
19
Prepare name badges
2 people
20
Assemble info packs
3 people
21
Lay out route signs
2 people
22
Test the equipment
2 people
23
Check the site and access points
3 people
24
Set up tents
4 people
25
Set up tables and chairs
4 people
26
Set up the information booth
3 people
27
Set up company booths
6 people
28
Hang decorations
3 people
29
Put up route signs
3 people
30
Mark parking route
3 people
31
Set up sound system
2 people
32
Install lighting
3 people
33
Set up coffee station
3 people
34
Set up buffet
4 people
35
Prepare snacks
4 people
36
Set out tableware and cutlery
2 people
37
Place waste stations
2 people
38
Check toilets
2 people
39
Set up the registration table
2 people
40
Instruct staff
3 people
41
Carry out opening check
3 people

Event

42
Welcome visitors
4 people
43
Register visitors
3 people
44
Distribute program
2 people
45
Direct visitors to booths
3 people
46
Guide tours
4 people
47
Announce presentations
48
Operate the sound system
49
Serve coffee and tea
3 people
50
Serve snacks
4 people
51
Refill drinks
3 people
52
Restock the buffet
3 people
53
Empty waste stations
2 people
54
Check toilets periodically
2 people
55
Check the lighting
56
Inform last visitors
2 people
57
See visitors out
3 people

Aftercare

58
Turn off the sound system
59
Store food and drinks safely
3 people
60
Take down tables and chairs
4 people
61
Take down tents
4 people
62
Remove decorations
3 people
63
Collect waste
4 people
64
Wash dishes
3 people
65
Clean the grounds
4 people
66
Check the equipment
2 people
67
Inventory materials
2 people
68
Set aside damaged materials
2 people
69
Return borrowed materials
2 people
70
Store leftover stock
2 people
71
Take waste to the collection point
2 people
72
Collect lost items

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Folding chairsqty 120
High tablesqty 10
Lounge sofasqty 4
Stoolsqty 16
Tableclothsqty 18
Dressing room racksqty 2

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 80
Platesqty 80
Platesqty 180
Dessert platesqty 120
Cutlery setsqty 180
Serving traysqty 12
Serving plattersqty 18
Soup ladlesqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 6
Food warmersqty 4
Sound system
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Rechargeable flashlightsqty 6
Hand trucksqty 2
Cable matsqty 12

Kitchen

Cutting boardsqty 6
Chef's axesqty 4
Bread knivesqty 4
Pliersqty 8
Serving spoonsqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Storage binsqty 12
Bottle openersqty 6
Kitchen stoolsqty 12

Decorations

Buntingqty 12
Balloonsqty 300
Balloon pumpsqty 4
Company flagsqty 12
Directional signsqty 20
Information boardsqty 12
Chalkboardsqty 8
Chalk markersqty 16
Name badgesqty 80
Badge holdersqty 80
Program flyersqty 350
Info packsqty 250
Pensqty 30
Clipboardsqty 8

Lighting

LED light stringsqty 8
LED lampsqty 12
Outdoor lightsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 12
Waste sorting bagsqty 80
Dustpan and brushqty 4
Broomqty 4
Mop setsqty 3
Cleaning glovesqty 12
Microfiber clothsqty 30
Hand soap dispensersqty 8
Hand sanitizer stationsqty 8

Catering

Groceries

Tips

Set the visitor route before producing invitations or signs. Mark parking spaces, entrances, company stops and the information point on one site map, then use the same sequence in the visitor information.
Give participating companies a firm deadline for confirming their attendance and requirements. Late changes affect the programme, route signs, name badges, information packs and the amount of seating or catering needed.
Close registration early enough to order food accurately. Use the final registration total plus recorded dietary requirements to determine portions, plates, cutlery, cups and serving equipment rather than estimating from the site’s general capacity.
Separate chilled and non-chilled preparation. Buy refrigerated products as late as practical, chill drinks before guests arrive, and keep refrigerators or coolers available during setup instead of filling every table in advance.
Schedule a full site and equipment check before opening. Test microphones, the sound system, coffee machines and power connections, cover extension cords with cable mats, and keep rechargeable flashlights and a hand truck available for access or delivery problems.

Frequently asked questions

How early should I start organising a business park open day?: Start at least 8 to 12 weeks before the event. Set the date, programme and visitor route first, then confirm companies and launch registration before ordering final catering quantities.
When should invitations and online registration go live?: Send invitations around 6 weeks before the open day and keep registration open for about 3 to 4 weeks. Close it several days before the event so you can process registrations, collect dietary requirements and send final visitor information.
How do I plan catering for a business park open day?: Base quantities on confirmed registrations, not on the number of businesses on the site. Finalise the headcount and dietary requirements 5 to 7 days beforehand, then check drinks, refrigerated products, serving platters, plates, cups and cutlery against that number.
When should I set up the site for the open day?: Complete the site and access check the day before where possible, then set up tents, tables, chairs and route signs on the event day with enough time for a full equipment test. Keep a clear setup window of at least 2 hours before visitors arrive.

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