How to organise a care facility open day

A care facility open day needs more than an invitation and a guided tour. Start by deciding who you want to reach, then build a timed programme around tours, activities and time for questions. Visitor registrations help you plan staff, refreshments and accessibility support, while a checked route keeps the day safe and easy to follow. The details people often leave too late are name badges, maps, dietary labels, chilled catering and a clear reception process.

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

1
Define target audience
2 people
2
Set the schedule and times
2 people
3
Prepare the tour
2 people
4
Choose activities for visitors
3 people
5
Draft invitations
2 people
6
Send invitations
2 people
7
Register sign-ups
2 people
8
Collect dietary requirements
2 people
9
Collect accessibility needs
2 people
10
Confirm registrations
2 people
11
Make reservations
12
Assign Staff for Guided Tours
2 people
13
Assign reception staff
2 people
14
Brief volunteers
2 people
15
Check route through building
2 people
16
Check escape routes
2 people
17
Make the spaces accessible
2 people
18
Prepare name badges
2 people
19
Print information leaflets
2 people
20
Print maps
21
Do the shopping
2 people
22
Mark diet products separately
2 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Store catering chilled
2 people
26
Set up the reception desk
2 people
27
Set up tables
3 people
28
Set up chairs
3 people
29
Set up the buffet
3 people
30
Set out coffee and tea
2 people
31
Lay out name badges
32
Set up information tables
3 people
33
Prepare activity materials
2 people
34
Hang decorations
2 people
35
Set up signage
2 people
36
Test sound system
2 people
37
Check the tour rooms
2 people
38
Check toilets
39
Briefing for reception team
3 people
40
Give briefing to activity supervisors
4 people

Event

41
Receive participants
3 people
42
Check off registrations
2 people
43
Hand out name badges
2 people
44
Explain the program
45
Serve coffee and tea
2 people
46
Guide tours
4 people
47
Answer questions at information tables
4 people
48
Supervise activities
4 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Restock the buffet
2 people
52
Serve diet products separately
2 people
53
Direct visitors to activities
2 people
54
Keep the Quiet Room Available
55
Check toilets periodically
56
Collect used dishes
2 people
57
Lead short break activities
2 people
58
Announce evening program
59
Guide visitors out
3 people
60
See off the last visitors
2 people

Aftercare

61
Tear down the buffet
3 people
62
Clear away activity materials
2 people
63
Remove decorations
2 people
64
Clear tables and chairs
4 people
65
Wash dishes
3 people
66
Collect waste
2 people
67
Clean rooms
3 people
68
Clean the restrooms
2 people
69
Check borrowed materials
2 people
70
Return materials
2 people
71
Store leftover food
2 people
72
Dispose of unusable food
73
Sort Name Badges and Brochures
74
Collect lost and found items
75
Archive attendance list
76
Send thank-you messages
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Reception desk
Stoolsqty 6
Coat racksqty 2
Waste binsqty 6

Tableware

Coffee cupsqty 60
Drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8
Coffee spoonsqty 60

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Kitchen scalesqty 8
Serving utensilsqty 12
Induction hobsqty 2

Equipment

Kettlesqty 3
Coffee machinesqty 2
Refrigeratorsqty 2
Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector
Projection screen

Decorations

Balloonsqty 80
Buntingqty 8
Tableclothsqty 10
Flower arrangementsqty 8
Vasesqty 8
Photo framesqty 6
Name badgesqty 70
Poster puttyqty 4

Lighting

LED light stringsqty 6
Table lampsqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the visitor flow before planning refreshments: allow time for reception, a guided tour, activities and questions, then assign staff to each part of the schedule. Do not rely on one person to welcome visitors and lead tours at the same time.
Ask for dietary requirements and accessibility needs when people register, not on the day itself. Keep diet-specific products clearly marked and confirm arrangements with visitors before the open day.
Walk the full tour route at least once with the people leading it. Check accessible access, escape routes, signage and any areas that need to remain closed or quiet.
Prepare the reception materials several days ahead: name badges, information leaflets, maps and the confirmed registration list. A staffed reception desk prevents visitors from waiting while someone searches for information.
Plan catering around storage and timing. Chill drinks in advance, keep prepared food refrigerated, and check that you have enough cups, glasses, plates, cutlery, serving utensils, tables and waste bins for the expected attendance.

Frequently asked questions

How far in advance should you plan a care facility open day?: Start planning at least 6 to 8 weeks before the event. Send invitations early enough to collect registrations, dietary requirements and accessibility needs, then confirm attendance about 7 days beforehand.
How do you organise tours during a care facility open day?: Set fixed tour times and assign a guide to each group at least 2 weeks before the event. Check the route, accessible alternatives and escape routes no later than 7 days before visitors arrive.
What should visitors receive at a care facility open day?: Give each visitor a name badge and a simple information pack, including a map and the day’s schedule. Prepare these materials at least 2 days in advance so reception staff can hand them out immediately.
How do you cater for dietary requirements at an open day?: Collect dietary information during registration and confirm it with attendees at least 7 days before the event. Store catering chilled where needed and mark suitable products separately before serving.

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.