How to organise a college open day

Start by fixing the date and programme, then secure the rooms before inviting staff or opening registration. A college open day usually combines information stands, scheduled sessions, campus directions and refreshments, so visitors need clear information before they arrive. Work backwards from the event date to order brochures, prepare badges, test equipment and confirm catering. The final checks should focus on room layouts, attendance lists, accessibility, evacuation routes and who is responsible at each location.

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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
3 people
2
Reserve rooms and spaces
2 people
3
Arrange the information stands
2 people
4
Plan information sessions
3 people
5
Invite teachers and students
2 people
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Send registration confirmations
2 people
11
Publish directions
12
Publish parking information
13
Create floor plans
2 people
14
Order program brochures
15
Prepare name badges
2 people
16
Print attendance lists
17
Gather information materials
4 people
18
Check presentations
3 people
19
Test technical equipment in each room
3 people
20
Order catering
2 people
21
Order groceries
2 people
22
Check permits and notifications
23
Prepare security instructions
2 people
24
Check evacuation routes
2 people
25
Check first aid supplies
26
Collect keys and access passes
2 people
27
Pick up groceries
3 people
28
Open venue
2 people
29
Set up the reception desk
3 people
30
Set up tables and chairs
6 people
31
Set up information booths
8 people
32
Hang up signage
4 people
33
Hang decorations
4 people
34
Set up presentations
4 people
35
Set up coffee stations
4 people
36
Prepare snacks
5 people
37
Chill drinks
3 people
38
Set out tableware and cutlery
3 people
39
Place waste stations
2 people
40
Check toilets
2 people

Event

41
Staff the registration table
4 people
42
Welcome visitors
6 people
43
Check registrations
3 people
44
Hand out program brochures
3 people
45
Direct visitors to classrooms
4 people
46
Provide study information
12 people
47
Deliver training presentations
10 people
48
Guide tours
6 people
49
Facilitate the student panel
4 people
50
Hold study choice interviews
8 people
51
Staff the international office
3 people
52
Staff student administration
3 people
53
Answer facility questions
2 people
54
Serve coffee and tea
4 people
55
Serve snacks
4 people
56
Refill drinks
3 people
57
Keep coffee stations clean
2 people
58
Empty trash bins
2 people
59
Check toilets periodically
2 people
60
Manage photo spots
2 people
61
Post social media updates
2 people
62
Register lost and found items
63
See off the last visitors
4 people

Aftercare

64
Dismantle information stands
8 people
65
Switch off the equipment
3 people
66
Clear tables and chairs
6 people
67
Collect tableware
4 people
68
Chill leftover catering
3 people
69
Collect waste
4 people
70
Clean the venue
6 people
71
Clean the restrooms
2 people
72
Remove decorations
4 people
73
Return materials
4 people
74
Return borrowed equipment
2 people
75
Return keys and passes
76
Handle lost and found
77
Send thank-you email to visitors
2 people
78
Answer follow-up questions from visitors
3 people

What to bring

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

Furniture

Information desksqty 18
Registration tablesqty 3
Chairsqty 180
Bar stoolsqty 20
Lounge sofasqty 6
Foldable tablesqty 8
Clothes racksqty 2
Bollardsqty 12

Equipment

Laptopsqty 12
Projectorqty 8
Projection screensqty 8
Presentation clickersqty 8
HDMI cablesqty 12
Extension cordsqty 20
Power stripsqty 20
Wireless microphonesqty 4
Speakersqty 4
Microphone standsqty 4
Charging stationsqty 4
Coolersqty 6
Coffee machinesqty 5
Kettlesqty 4

Tableware

Coffee cupsqty 220
Glassesqty 220
Platesqty 220
Forksqty 220
Knivesqty 220
Spoonsqty 220
Serving traysqty 20
Serving tongsqty 12

Kitchen

Coffee thermosesqty 10
Water jugsqty 12
Scissorsqty 8
Cutting boardsqty 6
Chef's knifeqty 4
Ice packsqty 30
Storage boxesqty 20
Aluminum foilqty 4

Decorations

Buntingqty 12
Balloonsqty 200
Balloon pumpsqty 4
Flower arrangementsqty 10
Tableclothsqty 24
Name badgesqty 220
Badge holdersqty 220

Lighting

LED string lightsqty 10
LED work lightsqty 6

Cleaning

Waste binsqty 18
Floor squeegeesqty 3
Vacuum cleanersqty 3
Mopsqty 6
Bucketsqty 6
Cleaning cartsqty 2
Hand sanitizerqty 12
Toilet brushesqty 6

Catering

Coffee potsqty 8
Sugar bowlsqty 8
Milk jugsqty 8
Coffee spoonsqty 120
Napkin holdersqty 12
Drink dispensersqty 6
Groceries

Tips

Reserve rooms and spaces before publishing the programme. Allow time between sessions for visitors to move across campus, and create a floor plan showing information desks, registration tables, seating and presentation equipment.
Open registration only after the session times, directions and parking information are ready. Send confirmations with the chosen sessions, arrival instructions and a clear deadline for submitting dietary requirements.
Test every presentation room separately at least one working day before the event. Check the projector, screen, laptop, HDMI cable, clicker, microphone, speakers, extension cords and power strips rather than testing only one representative room.
Prepare visitor materials in batches: print attendance lists, sort name badges, and place brochures and other information materials at each stand. Keep spare badges and a small supply of blank labels at registration.
Confirm catering quantities after registrations close, not weeks earlier. Plan where coffee machines, kettles, coolers, cups, glasses, plates and serving utensils will go, and check that food service does not block entrances or evacuation routes.

Frequently asked questions

How far in advance should you plan a college open day?: Begin planning at least 8 to 12 weeks ahead. Reserve rooms and spaces first, then allow several weeks for invitations, registration, programme changes and supplier orders. Complete technical, safety and room-layout checks during the final 7 days.
When should registration open for a college open day?: Open registration once the date, programme, session capacity, directions and parking information are confirmed, usually 4 to 6 weeks before the event. Close or review registrations 5 to 7 days beforehand so you can print attendance lists and adjust catering.
How many staff and students are needed at an open day?: Set one named person for registration, each information stand and each scheduled session, plus a roaming coordinator for every busy building or zone. Add at least one backup per key role and brief everyone 30 to 60 minutes before doors open.
When should college open day equipment be tested?: Test presentation and audio equipment in every room at least one working day before visitors arrive, then do a short check 60 to 90 minutes before opening. Keep spare HDMI cables, extension cords and power strips available at the event control point.

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.