How to organise a charity open house

Start by fixing the date, programme and venue before promoting the open house. Then confirm permits, explain the charity’s purpose clearly and give visitors more than one way to donate. The busiest preparation usually happens in the final two weeks: registrations, dietary requirements, volunteers, catering, furniture, sound and signage all need owners. On the day, a printed run sheet, clear donation instructions and a tested payment process keep the event moving.

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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
Reserve venue
3
Check permits
4
Present the charity
2 people
5
Publish the program online
6
Send invitations
2 people
7
Open the registration form
8
Distribute promotional posters
3 people
9
Approach sponsors
2 people
10
Determine donation formats
2 people
11
Create Payment Request
12
Record cash handling procedure
2 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Confirm activities
2 people
16
Assign volunteers
2 people
17
Book catering
18
Arrange extra chairs
19
Arrange sound equipment
20
Create floor plan
21
Print the run sheet
22
Prepare signage
2 people
23
Print donation forms
24
Prepare name badges
2 people
25
Check stock
2 people
26
Do the shopping
2 people
27
Set up non-perishable supplies
2 people
28
Chill drinks
2 people
29
Open venue
2 people
30
Conduct a safety check
2 people
31
Set up tables and chairs
4 people
32
Set up party tents
4 people
33
Set up information stand
2 people
34
Set up the donation point
2 people
35
Set up the catering buffet
3 people
36
Set up activities
3 people
37
Connect the sound system
2 people
38
Hang up decorations
3 people
39
Brief volunteers
2 people

Event

40
Staff the registration table
2 people
41
Welcome visitors
2 people
42
Explain the charity
2 people
43
Register donations
2 people
44
Supervise activities
4 people
45
Guide tours
2 people
46
Serve coffee and tea
2 people
47
Serve snacks
2 people
48
Refill drinks
2 people
49
Keep the buffet tidy
2 people
50
Empty trash bins
51
Check toilets
52
Guide photo moments
53
Announce program items
54
Process final donations
2 people
55
Thank visitors
2 people
56
Wave goodbye to visitors
2 people

Aftercare

57
Turn off the sound equipment
2 people
58
Clean up catering
3 people
59
Collect materials
4 people
60
Dispose of waste
2 people
61
Clean the venue
4 people
62
Wash dishes
2 people
63
Check the donation amount
2 people
64
Transfer the donation amount
65
Distribute leftover food
2 people
66
Return materials
2 people
67
Send thank-you message
68
Share photos and proceeds

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Chairsqty 80
Buffet tablesqty 3
High tablesqty 4
Clothes racksqty 2

Tableware

Reusable platesqty 100
Reusable bowlsqty 60
Reusable cupsqty 150
Coffee cupsqty 80
Cutlery setsqty 100
Serving spoonsqty 8
Serving plattersqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Thermos flasksqty 4
Serving traysqty 6
Ice packsqty 12

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 12
Flower arrangementsqty 6
Photo backdrop
Postersqty 20
Directional signsqty 12
Name badgesqty 40

Lighting

LED lampsqty 8
String lightsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Information

Information boardsqty 6
Brochure holdersqty 4
Leafletsqty 300
Sign-up listsqty 6
Pensqty 30
Tapeqty 6
Scissorsqty 4

Donations

Donation boxesqty 4
QR code cardsqty 12
Cash box
Receipt bookletsqty 4

Activities

Game materialsqty 4
Colored pencilsqty 4
Coloring pagesqty 100
Prize ribbonsqty 50
Craft paperqty 200
Glue sticksqty 12
Makeup kitqty 2

Safety

First aid kit
Flashlightsqty 4
Safety vestsqty 8
Barrier tapeqty 2
Umbrellasqty 4

Logistics

Storage cratesqty 12
Transport cartsqty 2
Cable tiesqty 100
Duct tapeqty 4
Work glovesqty 8

Tips

Set the programme before sending invitations. Allow at least 30 minutes for arrivals, introductions and registration, then schedule activities with 10-minute gaps so volunteers can reset rooms and answer questions.
Open registration as soon as the date and venue are confirmed, ideally at least 3 weeks ahead. Ask for dietary requirements on the form and close the list 5 days before the event so catering numbers are usable.
Give donations a simple process with at least two formats, such as a payment request and printed donation forms. Write down who handles cash, where it is stored and when it is counted before the first guest arrives.
Assign volunteers to specific shifts rather than asking for general help. For a half-day open house, plan separate cover for registration, catering, activities, donations and room changes, with handover notes between shifts.
Test the practical setup the day before: microphone and speakers, extension cords and power strips, coffee machines and kettles, signage, name badges and table positions. Keep a stock check for cups, plates, cutlery and serving utensils instead of discovering shortages during service.

Frequently asked questions

How far in advance should I organise a charity open house?: Set the date and reserve the venue at least 6 to 8 weeks ahead. Use the final 3 weeks for invitations, registration, sponsors, volunteers and equipment, and confirm catering 5 days before the event.
How many volunteers do I need for a charity open house?: For a small open house, plan at least 1 volunteer for registration, 1 for donations, 1 for catering and 1 for activities or room support. Add a coordinator and arrange shifts of 2 to 3 hours if the programme runs longer than half a day.
How should donations be collected at an open house?: Offer at least two donation formats, such as a payment request and paper forms, and explain both at arrival and near the exit. Record a cash-handling procedure before the event and reconcile donations on the same day.
When should I confirm catering and dietary requirements?: Collect dietary requirements through registration and review them 7 days before the open house. Confirm final guest numbers and special meals with the caterer 5 days before, then label dishes at the buffet.

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